The verdict in three sentences
A vague requirements document makes quotes for the same application vary by a factor of 4: EUR 18,000 excl. VAT from one vendor, EUR 72,000 from another, because each one imagines a different scope. The fix is 8 sections, user stories prioritised with MoSCoW (Must, Should, Could, Won't) and acceptance criteria written before the tender. Plan 5 to 10 days of internal work or EUR 2,500 to 6,000 excl. VAT of support for a document that saves far more in negotiation.
The 8 sections of a comparable requirements document
A good requirements document does not describe screens, it describes needs, volumes and constraints. Here is the structure we recommend to SMBs in 2026.
| Section | Expected content | Indicative pages |
|---|---|---|
| 1. Context and goals | Business, current problem, 3 quantified success metrics | 1 to 2 |
| 2. Users and roles | Profiles, number of users per role, permissions | 1 |
| 3. MoSCoW user stories | 20 to 60 prioritised stories | 4 to 8 |
| 4. Volumes | Customers, orders, documents, usage peaks | 1 |
| 5. Integrations | ERP, accounting, payments, existing APIs | 1 to 2 |
| 6. GDPR and security requirements | Personal data, hosting, retention period | 1 |
| 7. Acceptance criteria | Validation conditions per story, performance | 2 to 3 |
| 8. Budget, schedule, reversibility | Envelope, milestones, code ownership | 1 |
A 12 to 20 page document is enough. Beyond that, vendors skim it; under 5 pages, they make things up.
Writing user stories and prioritising them with MoSCoW
A user story follows the form "As a [role], I want [action] so that [benefit]". It should fit in one sentence and come with 2 to 4 acceptance criteria. Example: "As a technician, I want to sign the job on a tablet so that the invoice goes out the same day." Criterion: the PDF invoice is emailed within 2 minutes of signature.
MoSCoW puts each story into a category. The classic trap is labelling everything Must, which makes any budget trade-off impossible.
| Category | Definition | Recommended share of stories | Effect on the quote |
|---|---|---|---|
| Must have | Without it, the application is unusable | 50 to 60% | Core of phase 1 |
| Should have | Important, can be worked around for a few months | 20 to 25% | Priced separately as an option |
| Could have | Comfort, marginal gain | 10 to 15% | Phase 2 or later |
| Won't have (this time) | Explicitly out of scope | 5 to 10% | Prevents misunderstandings |
The Won't have section is underrated: writing "no native mobile app in version 1" in plain words can remove EUR 15,000 to 25,000 from a quote.
Why quotes vary by a factor of 4
When volumes and integrations are missing, each vendor covers its risk in its own way. The table below shows a typical tender, order of magnitude 2026, for a field service management application.
| Unspecified item | Vendor A assumption | Vendor B assumption | Cost gap |
|---|---|---|---|
| Number of users | 10 | 200 with fine-grained roles | EUR 6,000 to 12,000 |
| Accounting integration | CSV export | Real-time API connector | EUR 5,000 to 10,000 |
| Offline mode | No | Yes, full sync | EUR 8,000 to 15,000 |
| GDPR hosting | Shared | Certified EU cloud | EUR 2,000 to 6,000 per year |
| Acceptance testing | Not planned | 2 cycles with test sets | EUR 3,000 to 6,000 |
With a precise requirements document, gaps between serious quotes usually drop to 20 or 30%, so you compare method and team rather than assumptions.
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Mini case study
Aoife, managing director of an air-conditioning maintenance SMB in Dublin (25 employees), first goes to tender without a requirements document. She receives 4 quotes between EUR 19,000 and 74,000 excl. VAT, impossible to compare. She invests EUR 4,000 excl. VAT in 6 days of support: 42 user stories, including 24 Must, 10 Should, 5 Could and 3 Won't.
The second tender returns 3 quotes between EUR 31,000 and 38,000 excl. VAT for Must and Should. She picks the EUR 34,000 offer and moves the Could stories to a EUR 7,000 phase 2. Compared with the initial median offer of EUR 46,000, she saves about EUR 12,000, 3 times the cost of scoping, and sharply reduces the risk of change orders.
FAQ
How many user stories does an SMB application need?
Between 20 and 60 in most cases. Beyond 80, the project should be split into several 3 to 4 month phases.
Who should write the requirements document?
The managing director or a business lead, ideally with support. External support costs EUR 2,500 to 6,000 excl. VAT for 4 to 8 days and avoids technical blind spots.
Should the document impose a technology?
Only if you have a real constraint, such as an existing ERP. Otherwise, let 2 or 3 vendors propose, which opens competition and can cut quotes by 10 to 20%.
What goes in the GDPR section?
The list of personal data processed, retention periods, hosting location (EU) and access rights. These items often weigh 5 to 10% of the budget.
Are acceptance criteria really necessary?
Yes. Without them, delivery can be disputed. Plan at least 2 criteria per Must story and a 2 to 3 week acceptance period.
Let's scope your project. Send us your first draft of needs, even incomplete: we structure your MoSCoW user stories and price the application phase by phase, with an indicative budget and a realistic 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.
