The verdict in three sentences
Without a requirements document, quotes for the same business application routinely vary by a factor of 1 to 4, which makes any comparison impossible. A discovery workshop of 1 to 2 weeks costs a fraction of the project and narrows the gap between quotes to 20 or 30 %. Whether you run your company from New York or Yaoundé, in 2026 a simple distribution app is budgeted around 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) at Kolonell, and a medium-complexity one at 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR), provided the scope is in writing.
Why quotes vary by 1 to 4 without requirements
When a CEO writes "I want an app to manage my deliveries", every vendor imagines a different product. One prices three screens and an improved spreadsheet, another a platform with a mobile app, geolocation and Mobile Money payments. Both are right, since nothing is written down.
| Unspecified item | Vendor's low assumption | High assumption | Impact on the quote (2026 ballpark) |
|---|---|---|---|
| Number of user roles | 1 admin role | 4 roles with fine-grained rights | x 1.5 to x 2 |
| Mobile app | Responsive website | Offline Android app | + 1,500,000 to 3,000,000 FCFA |
| Payments | None | MTN MoMo and Orange Money integrated | + 600,000 to 1,500,000 FCFA |
| Data migration | Manual entry | Import of 5 years of Excel history | + 300,000 to 900,000 FCFA |
| Reporting | 2 fixed tables | Configurable dashboard | + 400,000 to 1,200,000 FCFA |
| Integrations | None | Accounting software, SMS, WhatsApp | + 500,000 to 2,000,000 FCFA |
Add up the high assumptions and you easily reach a 1 to 4 ratio. A requirements document is not there to "look professional": it forces every vendor to price the same product.
The 8-section requirements template
A useful requirements document for an SME runs 10 to 20 pages. Beyond that, nobody reads it. Here are the sections that matter and the level of detail expected.
| Section | Expected content | Example for a distribution SME |
|---|---|---|
| Context and goals | Problem to solve, success metrics | Cut stock-outs by 30 % |
| Users | Roles, headcount, digital skills | 3 sales reps, 12 drivers, 2 managers |
| Key journeys | 5 to 10 step-by-step scenarios | Field order taking, approval, delivery |
| Features | Prioritized list: must, should, later | Multi-warehouse stock is a must, loyalty later |
| Data | Volumes, history to migrate | 800 SKUs, 2,000 customers, 3 years of history |
| Constraints | Connectivity, devices, languages, offline | Unstable 3G, entry-level Android phones |
| Integrations | Existing software, payments | Sage, MTN MoMo, Orange Money, SMS |
| Budget and timeline | Stated range, target date | 4,000,000 to 6,000,000 FCFA, delivery in 4 months |
The most neglected section is the budget. Many executives hide it so as "not to influence" vendors. The opposite happens: without a range, each vendor imagines a different envelope and proposals become impossible to compare.
Discovery workshop and overall budget
If you lack the time to write it yourself, a discovery workshop hands that work to the vendor, over 1 to 2 weeks, with your teams. It produces the requirements document, mockups of the main screens and a cost estimate per phase.
| Item | Kolonell 2026 price | EUR equivalent | Note |
|---|---|---|---|
| Simple app (1 to 2 roles, 10 to 15 screens) | 2,500,000 to 4,000,000 FCFA | 3,810 to 6,100 EUR | 6 to 10 weeks |
| Medium-complexity app (mobile, payments, integrations) | 4,000,000 to 7,000,000 FCFA | 6,100 to 10,670 EUR | 3 to 5 months |
| Complex app (multi-site, many integrations) | 7,000,000 to 15,000,000 FCFA and up | 10,670 to 22,870 EUR and up | 5 to 9 months |
| Basic maintenance | 35,000 FCFA per month | 50 EUR | Updates and fixes |
| Standard maintenance | 75,000 FCFA per month | 110 EUR | Includes small changes |
| Premium maintenance | 120,000 FCFA per month | 180 EUR | Enhanced follow-up |
The discovery workshop is quoted according to project size; it usually pays for itself with the first decision avoided mid-build, because a scope change discovered after kickoff costs three to five times more than at the paper stage.
Mini case study
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Paul, a Cameroonian entrepreneur based in New York who runs a beverage distribution company in Yaoundé (45 employees), received three quotes based on a ten-line email: 2,800,000, 6,500,000 and 11,000,000 FCFA. He cannot choose. He commissions a two-week discovery that produces a 14-page requirements document: offline order taking for 8 sales reps, stock across 2 warehouses, MTN MoMo and Orange Money collection, export to Sage.
On that basis, three new quotes come in between 5,200,000 and 6,400,000 FCFA, a 23 % gap instead of 290 %. He picks an offer at 5,600,000 FCFA (about 8,540 EUR, roughly 9,200 USD) and Standard maintenance at 75,000 FCFA per month. By avoiding the lowest quote, which covered neither offline mode nor payments, he mainly avoids a second catch-up project he estimated at 3,000,000 FCFA.
FAQ
How many pages should a business app requirements document have?
For an SME, 10 to 20 pages are enough. What matters is describing the 5 to 10 key journeys and the prioritized feature list, not the page count.
Should you state your budget in the requirements document?
Yes, as a range, for example 4,000,000 to 6,000,000 FCFA. It lets vendors propose the best possible scope within your envelope instead of each pricing a different product.
How long does a discovery workshop take?
Plan 1 to 2 weeks, with 3 to 5 two-hour working sessions with your teams. The deliverable includes the requirements document, mockups and a cost estimate per phase.
How much does a simple business app cost in 2026?
At Kolonell, a simple app ranges from 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR), and a medium-complexity one from 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR). Maintenance starts at 35,000 FCFA (50 EUR) per month.
Can you change the requirements after signing?
Yes, through a priced change order. A minor change costs little, but a new feature discovered mid-build often costs 3 to 5 times more than at the discovery stage.
Let's scope your project. Send us your needs, even in a few lines: we will propose a discovery, a phased scope and an indicative budget in FCFA and EUR. 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.