The verdict in three sentences
A 1-to-4 gap between agency quotes says nothing about quality until you have asked each one the same questions. The five points that best protect your investment are code ownership, hosting access, included revision rounds, formal acceptance testing and warranty length. An agency that refuses to answer these questions in writing before signing is reason enough to rule it out.
The 15 decisive questions, ranked by stake
Ask them in writing, request written answers and attach them to the signed quote. They cover ownership, scope, quality and post-launch. Amounts are in EUR excluding tax (multiply by about 1.5 for CAD).
| No. | Question to ask | Expected answer in 2026 |
|---|---|---|
| 1 | Who owns the code and designs at the end? | Full assignment of rights on final payment, written in the contract |
| 2 | Are the domain name and hosting in my name? | Yes, with client admin access |
| 3 | How many design revision rounds are included? | 2 to 3 per template, beyond that billed at the stated day rate |
| 4 | How does acceptance testing work? | Test plan, 5 to 10 business days, signed sign-off |
| 5 | What warranty after launch? | 3 months minimum, 6 to 12 months for a site of EUR 15,000+ |
| 6 | Which CMS and why? | Justified choice, no blocking proprietary module |
| 7 | Who is my contact and who does the work? | Named project lead, team seniority |
| 8 | What are the payment milestones? | 30 to 40% / 30% / balance at launch |
| 9 | Are there late-delivery penalties? | 0.5 to 1% per week, capped at 10% |
| 10 | Is content and copywriting included? | Volume stated in pages or words |
| 11 | Is technical SEO included? | 301 redirects, tags, sitemap, Core Web Vitals |
| 12 | How is privacy compliance handled? | Compliant cookie banner (PIPEDA, GDPR), records, notices |
| 13 | What does maintenance cost? | Detailed monthly plan, 2 to 4% of build cost |
| 14 | Can I take the site back if we stop? | Full export, documentation, Git access |
| 15 | Can you connect me with two clients? | Yes, verifiable references in your sector |
Reading the gap between four quotes
The four quotes received for a B2B distribution website with a 300-item catalogue and a reseller portal do not price the same thing.
| Item | Agency A | Agency B | Agency C | Agency D |
|---|---|---|---|---|
| Total amount | EUR 6,000 | EUR 11,500 | EUR 16,800 | EUR 24,000 |
| Scoping workshops | No | 1 | 2 | 3 |
| Custom designs | Adapted theme | 4 templates | 7 templates | 10 templates + design system |
| Reseller portal | Standard plugin | Configured plugin | Custom build | Custom + ERP connection |
| Warranty | 1 month | 3 months | 6 months | 12 months |
| Deposit requested | 50% | 40% | 30% | 30% |
| Late penalties | None | None | 0.5%/week | 1%/week |
Agency A looks unbeatable, but the reseller portal relies on an unmaintained plugin and the warranty covers a single month. Agency D includes the ERP connection, worth EUR 6,000 to 8,000 on its own. On equal scope, the real gap between B and D drops to about 30%.
Red flags not to ignore
| Signal | Concrete risk | Potential cost |
|---|---|---|
| Deposit above 50% | Loss if the agency fails | EUR 3,000 to 12,000 |
| Hosting in the agency's name | Site held hostage in a dispute | EUR 1,500 to 4,000 migration |
| "Unlimited revisions" | Vague scope, schedule drift | 3 to 6 weeks of delay |
| No verifiable references | Junior team or hidden subcontracting | Rebuild within 18 months |
| Premium theme sold as custom | Technical debt, slowness | 20 to 40% extra on changes |
| No acceptance sign-off | Bugs not covered after delivery | EUR 500 to 2,000 in fixes |
Mini case study
Sophie runs a 32-employee industrial supplies distributor and receives the four quotes above. She sends the 15 questions in writing. Agency A does not answer on code ownership and refuses to transfer hosting: it is ruled out. Agency B confirms the assignment of rights but limits the warranty to 3 months. Agency C accepts a 6-month warranty, a 0.5% weekly penalty and prices the ERP option at EUR 5,500. Total for C with ERP: EUR 22,300, versus EUR 24,000 for D. Sophie picks C: she saves EUR 1,700 for equivalent scope, and her sales reps gain 6 hours a week thanks to automated reseller orders, about 290 hours a year.
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FAQ
Should I always pick the cheapest agency?
No, compare on equal scope. A quote 40% cheaper that excludes copy, testing and warranty often ends up at the same price after 12 months of fixes.
What warranty length should I require?
3 months minimum for a site under EUR 10,000, 6 to 12 months above that. The warranty must cover defects against the specification, not new requests.
Are late penalties negotiable?
Yes, 0.5 to 1% of the amount per week of delay attributable to the agency, capped at 10%, is a common clause. In return, the agency will ask for approval deadlines on your side, often 5 business days.
How do I check an agency's references?
Ask for two direct client contacts and visit their sites: speed, mobile version, last update date. A site delivered under 2 years ago that loads in more than 4 seconds is a bad sign.
Can I attach the answers to the contract?
Yes, and it is recommended. Written answers become enforceable and prevent about 80% of scope disputes.
Let's scope your project. Send us your 15 questions: we answer in writing with a detailed scope, an indicative budget and a retroplanning. 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.
