The verdict in three sentences
A clear requirements document is the best investment in a business web app project: it halves the average gap between quotes and sharply reduces change requests mid-project. It fits in 12 sections and 15 to 30 pages, takes 3 to 8 days to write and can be supported by a consultant for EUR 2,000 to 5,000 (about GBP 1,700 to 4,300). Stating a budget or a range does not weaken your negotiating position; it lets suppliers propose the right scope.
Why quotes vary by a factor of three
A project lead at an SME in London who sends a one-page description to three suppliers typically gets three quotes at EUR 25,000, 45,000 and 70,000. None of them is dishonest: each imagined a different scope. One counted 8 screens, another 25, the third added a mobile app and an ERP interface.
The requirements document makes everyone price the same project. It does not describe the technology, which remains the supplier's job, but the need, the users, the data and the priorities.
The 12-section template
| No. | Section | What it must contain | Suggested length |
|---|---|---|---|
| 1 | Context and objectives | Company, current problem, 3 measurable goals (e.g. cut re-keying by 6 hours a week) | 1 page |
| 2 | Users and roles | Profiles, number per profile, access rights | 1 page |
| 3 | Current processes | 'As is' process map, pain points | 2 to 3 pages |
| 4 | Prioritised user stories | 'As a…, I want…, so that…', ranked with MoSCoW | 4 to 10 pages |
| 5 | Data and volumes | Entities, current and 3-year volumes, history to migrate | 1 to 2 pages |
| 6 | Interfaces and integrations | ERP, accounting, CRM, email, exchange formats | 1 page |
| 7 | Technical constraints | UK hosting, browsers, mobile, offline | 1 page |
| 8 | Security and UK GDPR | Personal data, retention periods, audit logging | 1 page |
| 9 | Budget and schedule | Budget range, target go-live date, milestones | 0.5 page |
| 10 | Expected deliverables | Source code, documentation, training, acceptance | 0.5 page |
| 11 | Maintenance and support | Fix times, hours, expected monthly retainer | 0.5 page |
| 12 | Tender rules | Deadline, response format, weighted selection criteria | 0.5 page |
Prioritising with MoSCoW
Section 4 is the heart of the document. Each feature is written as a user story, then ranked on four levels. The rule of thumb: 'Must haves' should not exceed 60% of total effort, otherwise the project has no room to manoeuvre.
| Priority | Meaning | Suggested share | Example for a field service management app |
|---|---|---|---|
| Must have | Essential for version 1 | 50 to 60% | Create a job order and assign it to a technician |
| Should have | Important, can wait 1 to 2 months | 20 to 25% | Automatic email of the report to the client |
| Could have | Nice to have, if budget allows | 10 to 15% | Client e-signature on tablet |
| Won't have (this time) | Explicitly excluded from version 1 | 5 to 10% | Native iOS app |
| Out of scope | Handled by another tool | variable | Payroll and statutory accounting |
Naming the 'Won't haves' matters as much as listing the 'Musts': it is what stops a supplier from pricing a mobile app you do not need.
What writing it costs
| Option | Duration | 2026 cost (order of magnitude) | Best for |
|---|---|---|---|
| In-house writing with this template | 5 to 8 days over 3 weeks | Internal time, about EUR 2,000 to 3,500 loaded | Available project lead |
| In-house + consultant review | 3 to 5 days + 1 day of review | EUR 800 to 1,500 | Project of EUR 20,000 to 50,000 |
| Facilitated scoping workshops | 3 to 4 workshops of 3 hours | EUR 2,000 to 5,000 | Project above EUR 50,000 |
| Paid discovery phase with the supplier | 2 to 4 weeks | EUR 3,000 to 8,000, often credited to the project | Need still unclear |
Mini case study
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Emma, quality manager of a 60-employee industrial maintenance SME in London, must consult three suppliers for a field service management app, with no IT experience. A first round based on a one-page description returns three quotes at EUR 26,000, 44,000 and 71,000, a gap of EUR 45,000. She invests EUR 3,500 in scoping workshops and produces a 22-page requirements document with 34 MoSCoW user stories and a EUR 35,000 to 45,000 range. The second round returns EUR 36,000, 41,000 and 48,000: the gap falls to EUR 12,000. Above all, by avoiding the usual 20% overrun on a EUR 41,000 project, she protects about EUR 8,200 of budget, more than twice the cost of the workshops.
FAQ
Should we really state our budget in the requirements?
Yes, a range is enough, for example EUR 35,000 to 45,000. Without it, suppliers guess your ambition and quotes diverge by a factor of 2 to 3.
How many suppliers should we consult?
Three is the right number. Beyond 4 or 5, the best suppliers often decline, because a serious quote takes them 1 to 3 days of work.
Should the document specify the technology?
No, unless there is a real constraint, such as mandated hosting or an in-house skill to preserve. Describe the need and let suppliers justify their technical choices.
How long should suppliers have to respond?
Allow 2 to 3 weeks, with a Q&A session shared with all bidders after 7 days to ensure equal treatment.
Can the requirements change after signing?
Yes, they almost always do. Keep a reserve of 10 to 15% of the budget for adjustments and have every change approved in writing.
Let's scope your project. Send us your requirements document, even if incomplete: we will review it, flag the grey areas and send you a quote broken down by MoSCoW priority with 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.
