The verdict in three sentences
A precise requirements document (RD) is the best budgetary lever of an extranet project: it cuts overruns by 20 to 30 % and moves the quote from 25,000 to 70,000 EUR excl. tax depending on the scope actually defined. A vague RD produces incomparable quotes and costly change requests; a structured RD aligns providers on the same scope. This 2026 template covers actors, the permission matrix, workflows, security and acceptance criteria.
The essential RD sections
A good extranet RD does not describe screens: it describes actors, rights and processes. Here is the minimum structure to include before any consultation.
| Section | What it must specify | Why it is critical |
|---|---|---|
| Actors & roles | Who accesses, with what profile, from where | Determines the rights architecture |
| Permission matrix | Who sees/edits what, per module | Prices the security item |
| Approval workflows | Approval circuits, statuses, reminders | Most variable cost item |
| Security requirements | SSO, MFA, logging, hosting | Non-negotiable, scope early |
| Integrations | Directory, ERP, CRM, third-party tools | 25-30 % of total budget |
| Acceptance criteria | Measurable acceptance conditions | Avoids end-of-project disputes |
An RD covering these six sections enables comparable quotes and reliable costing. It is the document that protects your budget.
Per-module costing grid
Costing module by module makes the budget readable and negotiable. Here is a 2026 order of magnitude per functional block.
| Module | Typical scope | 2026 budget (EUR excl. tax) |
|---|---|---|
| Base & authentication | Accounts, profiles, login, sessions | 8,000 - 14,000 |
| Document DMS | Upload, versioning, search, rights | 6,000 - 12,000 |
| Fine permission matrix | Per-role and per-folder permissions | 4,000 - 9,000 |
| Approval workflows | Circuits, statuses, reminders, history | 6,000 - 14,000 |
| SSO & directory | LDAP/Azure AD integration, MFA | 4,000 - 8,000 |
| Audit trail & logging | Logs, alerts, compliant retention | 3,000 - 7,000 |
| ERP/CRM integration | API, synchronisation, mapping | 6,000 - 16,000 |
Adding the selected modules reconstructs a coherent quote between 25,000 and 70,000 EUR excl. tax. A clear RD also enables trade-offs: defer a module to phase 2 without breaking the architecture.
Mini case study
Julien, IT project manager at a mid-cap services firm in Bordeaux, must launch a tender for a partner extranet. Without an RD, he receives three quotes ranging from 28,000 to 61,000 EUR — incomparable, because each assumed a different scope. The risk: choosing the lowest bidder then suffering change requests.
Julien writes an 18-page RD covering the six sections and the per-module grid. Result: the three new quotes converge between 44,000 and 49,000 EUR, on an identical scope. He negotiates knowingly, defers the ERP module (16,000 EUR) to phase 2, and selects a quote at 38,000 EUR for phase 1. The RD saved him a scope gap estimated at 15,000-20,000 EUR of change requests and 3 weeks of clarifications. RD writing cost: about 3,500 EUR, recouped immediately.
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FAQ
Should the RD be written in-house or with support?
Both are done. Support (3,000 to 6,000 EUR) is useful if the team lacks project experience: it structures the permission matrix and workflows, often underestimated.
Doesn't an overly detailed RD freeze the project?
No, if it describes needs (the what) rather than technical solutions (the how). It should set acceptance criteria while leaving the provider architectural freedom.
How long to write an extranet RD?
Expect 2 to 4 weeks for a collaborative extranet. That time is amply recouped by the 20-30 % reduction in overruns during the project.
How to cost if the scope is not fixed?
Use the per-module grid: each block has its order of magnitude. You can build several scenarios (essential, comfort, full) and decide by phase.
What goes into acceptance criteria?
Measurable conditions: response time, number of roles supported, validated test scenarios, security level (MFA active, compliant logs). These trigger acceptance and final payment.
Let's scope your project. Send us your need (actors, workflows, integrations) and your indicative budget: we help you frame the RD then cost it per module. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
