The verdict in three sentences
A 15 to 30 page requirements document turns quotes that differ by a factor of 4 into offers within 20 to 30% of each other. It takes 2 to 4 weeks to write in-house, or you can buy a discovery phase for EUR 3,000 to 8,000. Its core is a set of MoSCoW-prioritized user stories, not a list of screens.
Why quotes diverge so much without requirements
When a CEO sends three lines of description to five vendors, each one pictures a different application. One prices a EUR 15,000 MVP, another a full EUR 60,000 platform. Neither is wrong: they are not answering the same question.
| Situation | Observed spread between quotes | Main risk |
|---|---|---|
| Verbal brief or 10-line email | 1 to 4 | 50% overrun during the project |
| Feature list with no priorities | 1 to 2.5 | Everything is "essential", budget blows up |
| 15 to 30 page requirements | 1 to 1.3 | Low, gaps come from day rates |
| Requirements + wireframes | 1 to 1.2 | Very low |
| Detailed 80+ page specification | 1 to 1.2 | Rigidity, high writing cost |
Beyond 30 pages, the extra precision is marginal for an SME's first application. The document gets harder to read and freezes choices better made during development.
The template: 9 sections to write
Here is the structure we recommend. Each section has a target length to stay within 15 to 30 pages.
| Section | Expected content | Pages |
|---|---|---|
| 1. Context and goals | Company, current problem, 3 quantified success metrics | 1 to 2 |
| 2. Users and roles | Profiles, user count, permissions per role | 1 to 2 |
| 3. Current processes | Process diagram, tools used, pain points | 2 to 4 |
| 4. Prioritized user stories | 30 to 80 stories ranked MoSCoW | 5 to 10 |
| 5. Data and integrations | Volumes, imports, APIs (accounting, CRM, payments) | 2 to 3 |
| 6. Non-functional requirements | Performance, security, GDPR, hosting | 1 to 2 |
| 7. Constraints | Indicative budget, deadline, mandated technologies | 1 |
| 8. Deliverables and acceptance | Environments, documentation, acceptance criteria | 1 to 2 |
| 9. Response grid | Mandatory answer format for vendors | 1 to 2 |
Section 9 is often forgotten. Impose a response table: price per lot, days per profile, day rate, schedule, annual maintenance, code ownership. You then compare aligned figures.
Writing user stories and prioritizing with MoSCoW
A user story follows the form: "As a [role], I want [action] so that [benefit]". Add two or three testable acceptance criteria. Example: "As a sales rep, I want to create a quote from the customer record so that I can send it in under 5 minutes. Criterion: the PDF automatically includes the customer's payment terms."
The MoSCoW method ranks each story on four levels. Must have: without it, the app is useless. Should have: important but can wait at launch. Could have: nice to have. Won't have (this time): out of version 1. Aim for 60% Must at most, otherwise prioritization has not decided anything. Ask vendors to price Must and Should separately: you can then trade off without running a new tender.
Write it yourself or pay for discovery
Writing in-house takes a business project lead 2 to 4 weeks part-time. A vendor-led discovery phase costs EUR 3,000 to 8,000 and also produces wireframes, an architecture and an estimate. It pays off once the project exceeds EUR 30,000, as it avoids 15 to 25% overrun on average. Specify that the discovery deliverable belongs to you and can be shared with other vendors.
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Mini case study
Marc, CEO of a 30-person medical equipment distributor in Bordeaux, wants to replace the spreadsheets tracking his rental contracts. First informal request: three quotes at EUR 18,000, 42,000 and 71,000, a 1 to 3.9 spread.
He pays for a EUR 5,500 discovery phase: 22 pages, 54 user stories including 31 Must. New tender: EUR 38,000, 43,000 and 46,500, a 1 to 1.22 spread. Keeping only the Must stories for version 1, he signs at EUR 29,000. Total cost including discovery: EUR 34,500, against an estimated EUR 10,000 overrun risk on the original EUR 42,000 quote.
FAQ
How many pages should business app requirements be?
Between 15 and 30 pages for an SME's first application. Under 10 pages, quotes stay hard to compare; beyond 50, the document is rarely read in full.
How long does it take to write?
Count on 2 to 4 weeks in-house, including 3 to 5 workshops with future users. An external discovery phase usually lasts 2 to 3 weeks.
Should I state my budget in the requirements?
Yes, as a range. An indicative EUR 30,000 to 40,000 budget lets vendors propose a realistic scope instead of pricing all or nothing.
How many vendors should I consult?
Three to five. Beyond that, analyzing responses takes over 5 days and the gaps no longer tell you anything.
Is the requirements document contractual?
It should be annexed to the contract alongside the vendor's response. In a dispute, it defines what the fixed price included.
Let's scope your project. Send us your requirements, even incomplete, or request a discovery phase: we come back with a MoSCoW scope, a budget per lot and a schedule. 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.
