The verdict in three sentences
Roughly 40 % of web projects overrun their initial budget in 2026, almost always because of a fuzzy scope. A clear project brief, an explicit choice between fixed-price and time-and-materials, and a 10-to-15 % change contingency remove most of the risk. Fixed-price protects the buyer on a stable scope; time-and-materials (day rate EUR 450 to 650) suits exploratory projects.
Standard project brief outline (2026)
| Section | Expected content | Common trap |
|---|---|---|
| Context & goals | audience, KPIs, target leads | unquantified goals |
| Functional scope | pages, forms, features | vague "etc." |
| Content | who supplies copy/photos | content not ready |
| Design | guidelines, references | endless revisions |
| SEO & technical | perf, schema, migration | SEO left out of quote |
| QA | test scenarios | rushed acceptance |
| Schedule & milestones | dates, deliverables | no penalties |
Fixed-price or time-and-materials
| Criterion | Fixed-price | Time & materials |
|---|---|---|
| Price | fixed, committed | day rate EUR 450-650 |
| Scope | locked to brief | evolving |
| Overrun risk | on the agency | on the client |
| Best for | scoped brochure site | exploratory project |
| Changes | via change orders | absorbed in flow |
| Recommended contingency | 10 - 15 % | budget cap |
Indicative budget split of a fixed-price brochure project: design 25 %, build 35 %, content 15 %, SEO 15 %, QA 10 %.
Anti-drift checklist
- Quantified goals (target leads/month) written into the brief.
- Scope listed page by page, no "etc.".
- Content owner and delivery dates named.
- Review rounds capped (often 2 to 3).
- 10-to-15 % change contingency agreed upfront.
- Reciprocal late penalties written in (client and agency alike).
- QA defined by precise test scenarios.
Mini case study
Mark, communications lead at a services group, is running a EUR 12,000 tender. With no brief, his previous project drifted 30 % (EUR 3,600 overrun) because content was never ready. This time he mandates a brief with page-by-page scope, a 2-round revision cap and a 12 % contingency. Result: delivered at EUR 12,000 plus EUR 1,100 in accepted change orders, versus EUR 15,600 the year before, i.e. about EUR 2,500 saved and 3 weeks of timeline recovered.
FAQ
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Why do 40 % of projects overrun?
The dominant cause is not technical but organisational: fuzzy scope, late content, endless revisions. A precise brief neutralises all three factors.
Fixed-price or T&M for a brochure site?
Fixed-price in 9 cases out of 10: a brochure scope is definable, so the agency carries the risk. T&M is only justified for genuinely exploratory projects.
What is the change contingency for?
To absorb inevitable adjustments without renegotiating the whole contract. A 10-to-15 % contingency agreed upfront avoids tension and mid-project deadlocks.
Do I need late penalties?
Yes, but reciprocal: they commit the agency on deadlines and the client on content delivery. Without that balance, delays always fall back on the supplier.
How long to write a good brief?
2 to 5 days for a brochure site, often in a workshop with the agency. It pays for itself as soon as it prevents a single EUR 2,000-4,000 overrun.
Let's scope your project. Send us your draft brief or goals, and we will propose a fixed-price framing and indicative budget within 48 h. 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.
