The verdict in three sentences
Without a specification document, bids for the same custom business platform routinely vary by a factor of 1 to 5, because each supplier imagines a different scope. A 15 to 25 page document built around actors, user journeys, data, integrations and acceptance criteria brings the spread down to 20 or 30 % and makes bids comparable. To frame your budget, Kolonell's 2026 grid is 3,810 to 6,100 EUR for a simple application, 6,100 to 10,670 EUR for a medium one and 10,670 to 22,870 EUR and more for a complex platform.
Why bids diverge so much in Dublin
A sentence such as 'job tracking platform with a client area' can describe a three-screen form or a system with geolocation, invoicing, signatures and an offline field app. The gaps almost always come from the same blind spots.
| Blind spot in the brief | One supplier's low assumption | Another's high assumption | Price impact |
|---|---|---|---|
| Number of user roles | 2 (admin, client) | 6 (admin, supervisor, technician, client, accountant, management) | x 2 to x 3 |
| Offline mode for field teams | Not included | Full sync | + 1,500 to 3,000 EUR |
| Online payment (Stripe, SEPA direct debit) | None | 2 methods with automatic reconciliation | + 1,200 to 2,300 EUR |
| Accounting or ERP integration (Xero, Sage) | Excel export | Two-way API | + 1,500 to 4,600 EUR |
| Legacy data migration | None | 5 years of history | + 750 to 2,300 EUR |
| Security and hosting requirements | Shared hosting | EU dedicated server, backups, audit log, GDPR records | + 750 to 1,500 EUR |
Combined, these assumptions explain why one supplier bids 4,900 EUR and another 22,900 EUR for the 'same' project. Neither is wrong: they are not pricing the same thing.
The five-section specification template
Here is the structure we recommend. Each section is written in business language, without technical jargon: translating it is the supplier's job.
| Section | What to write | Example for a services company | Common mistake |
|---|---|---|---|
| Actors | Who uses the platform, how many, on which device | 4 admins, 35 technicians on Android, 120 business clients | Forgetting occasional users (accountant, auditor) |
| Journeys | The 5 to 10 main actions, step by step | Client reports a fault, supervisor assigns it, technician closes it with photos | Describing screens instead of needs |
| Data | Information managed and its volume | 3,000 jobs a year, 400 assets, 2 MB photos | Not specifying the history to migrate |
| Integrations | Systems to connect | Accounting software, SMS, Stripe, email | Writing 'connected to everything' with no list |
| Acceptance criteria | How you will sign off delivery | A technician closes a job offline in under 2 minutes | Leaving acceptance to the supplier's judgement |
Add three administrative items: an indicative budget (even a range), the target timeline and the scoring grid (for example 40 % price, 35 % method and references, 25 % timeline and maintenance). Stating a budget range does not weaken your negotiation; it prevents off-target bids. Public bodies running a tender above Irish thresholds will also follow the Office of Government Procurement rules on eTenders.
If time is short, a 2 to 5 day scoping workshop with your teams produces this document. Its cost is stated in the quote according to project size.
Mini case study
Aoife, CEO of an industrial maintenance company in Dublin, ran a first tender on a one-page brief. She received four bids: 4,900, 9,900, 13,700 and 22,900 EUR, impossible to compare.
She reran it with an 18-page specification written after a 3-day workshop: 3 roles, 7 journeys, offline mode, Stripe, accounting export. New bids: 8,230, 9,300 and 10,370 EUR, a 26 % spread instead of 370 %.
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The project now sits clearly in the medium tier of the grid (6,100 to 10,670 EUR). By choosing the middle bid at 9,300 EUR rather than gambling on the 4,900 EUR bid that excluded offline mode and payments, she avoids a likely 3,000 to 4,600 EUR change order mid-project.
FAQ
How long should a specification be?
15 to 25 pages for a medium business platform. Beyond 40 pages, the document often turns into a list of screens that freezes the solution instead of describing the need.
Should we share our budget with suppliers?
Yes, at least a range. Without a budget, the spread between bids stays around 1 to 3 even with a good specification, because each supplier picks its own level of finish.
How long should suppliers have to respond?
Allow 2 to 3 weeks for a 6,100 to 10,670 EUR platform, with a shared Q&A session for all bidders to keep treatment equal.
Is the specification binding on the supplier?
Yes, if it is annexed to the contract together with the acceptance criteria. It becomes the reference for sign-off and for any scope dispute.
What if needs change during the project?
Keep a 10 to 15 % budget reserve and a written change-order procedure. New requests are priced and approved before development.
Let's scope your project. Send us your brief, even incomplete: we place your platform in the 3,810 to 6,100, 6,100 to 10,670 or 10,670 to 22,870 EUR tier and propose a 2 to 5 day scoping workshop through our free quote request. 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.
