IT Software Project Proposal





Thu 30 March 2017 




John Smith 


P: +1 (0) 405 123 123 


We are pleased to present this proposal for . The following solution has been individually tailored to respond to your specific business needs and requirements.

From our discussions you outlined the following points in relation to your business:


We are committed to helping your business succeed by providing expert advice as well as competitive products and services that add real value to the way you do business. We are confident this proposal does just that and look forward to answering any questions you may have, and getting you up and running with your new solution.

Time Scales

Based on our experience, we anticipate that a project of this size will take a total of 999 month(s) to deliver.  The following table provides a preliminary project schedule. This table is intended for planning purposes only.

Task Name












If you can commit a lot of effort in a short period of time, then the project could be completed more quickly, however, “business-as-usual” activities often get in the way of accelerating the project time scale.  

We suggest breaking the project up into smaller units of work, so some of the deliverables can be achieved more quickly.  For example, basic entity management and searching could be delivered rapidly, followed by subsequent ‘feature groups’.

This staged approach should allow greater management focus on each area of the project. 

Kind Regards,

John Smith

Phone: +1 (0) 405 123 123


About Us

Who Are We

A software development house, we are one of the most experienced software development agencies, and have delivered projects for major brands in this country and internationally since [Year of Inception].

With a reputation for quality software development, we back this up by superior customer support with your own dedicated account manager.


[Your Company Name] is [Country] owned.

Why Choose ?

We believe that there are some compelling reasons why we would be a good choice of IT partner.

Relevant Experience

We have over [Years] years’ experience in providing similar types of solutions to the one required by . Some relevant examples of other systems are provided later in this document.

We know that our clients appreciate the benefits of working with us because over 75% of them commission us to work on subsequent projects or refer our business.

Ease Of Use

After delivering IT solutions for over a decade to all types of organisations, and to users with varying levels of technical ability, we have a good understanding of how to make a system easy to use.

Personal Service

We strongly believe in offering a personalised service, with a view to building long-term relationships.

We will provide named individuals as points of contact for the duration of (and after) the project. These qualified individuals are specialists in their respective job roles. We do not employ any “jack-of-all-trades”.

Affordable Pricing Model

By following the Agile development methodology, we can work within your budget restrictions. This ensures that you have tight control over the budget and can also dictate the pace of development.

Quality Service

Leading organisations such as [List your well known customers] and many more premier companies all use our services on a daily basis.


  • Managing Director
  • Technical Director
  • Client Relations Manager
  • 3 Customer Account Managers
  • 3 x Business Analysts
  • 8 x Software Developers
  • 5 x Implementation Consultants
  • Marketing Manager
  • Accounts
So what's it going to cost?








Design Phase
Business Analyst
1 1.00
1.00 0.00 0.10 1.10

- Define User Stories - Prepare wireframes

UX Designers
1 1.00
1.00 0.00 0.10 1.10

- Prepare User Interface design theme

Software Development
Software Development Sprints
1 1.00
1.00 0.00 0.10 1.10
Quality Assurance
1 1.00
1.00 0.00 0.10 1.10
System Testers
1 1.00
1.00 0.00 0.10 1.10

- Regression Testing - Browser Testing - Performance Testing - Security Testing

Documentation and Release
Technical Writers
1 1.00
1.00 0.00 0.10 1.10

- prepare User Guide documentation

Release Manager
1 1.00
1.00 0.00 0.10 1.10

- Prepare Software Release Package - Build Live Server Environment - Deploy Software Release Package and perform system test

Price Additions TAX Total
One-off Cost 7.00 0.00 0.70 7.70
Total 7.70
Statement of Work

Project Goal

It is our understanding that are looking for a software solution that will provide [add explanation of solution here]

Function Titles

As with all projects we recommend breaking the solution into smaller, manageable components, which can be individually delivered and discussed. It is our current understanding that the project can be broken down into the following high-level areas of functionality:


  • function title
  • function title
  • function title
  • etc

Agile Versus Traditional “Waterfall” Methodology

The traditional method of managing software projects, which has been well established for many years, is the ‘’waterfall” approach, which is a risky and expensive way to build software systems.  Waterfall can be characterised by the writing of a big, up-front specification and then sticking to that until the final system is handed over to the client.

A study in the United Kingdom showed that of 1,027 projects, 87% did not succeed.  Waterfall-style scope management was the "single largest contributing factor for failure, being cited in 82% of the failed projects as the number one problem." (Craig Larson - Agile and Iterative Development: a Managers Guide; published by Addison-Wesley Professional). 

The Agile method addresses the failings of waterfall development and allows change/flexibility to be an integral part of the development process.

Benefits to 

See your software as it's built
Agile software development is a proven methodology for managing projects successfully.

It provides many advantages over traditional project methodologies such as:

Flexibility to change requirements - complete flexibility to add, delete, update any requirements

Regular known deliverables - see your software as it is built

High levels of client involvement and visibility - after each sprint you are positively encouraged to use the system and provide feedback on the project direction

Fixed budget, fixed timeline - as each sprint is a fixed length period we can agree up front how many sprints we will run and therefore how long the project will take and how much it will cost.

Overall reduced risk - all the above combined means less risk for you in every aspect of your software development project.

Understanding And Defining The Scope Of The Project

The initial phase will involve spending time with your key stakeholders to map out a detailed specification, though much of this has already been done and recorded.  This planning will be carried out during a number of (if required) face-to-face meetings and the discussions will be documented.

Once this ‘’scope” has been agreed, we will proceed to the development phase.

Software Requirements Specification

QuoteCloud will run a workshop at your offices and subsequently document the exact requirements of the system. This will include screen-by-screen wire-frames depicting how the system will look, field by field defining each table in the database and its associated attribute list. 

Finally all the processes, workflows, and user functions will be defined as user stories which state in simple non-technical terms exactly what the system will enable all the different users to perform.

Development Phase

The development phase will consist of a number of short cycles.  At the start of each development cycle, we will identify and prioritise a number of features from the high level scope.  

The detailed requirements will be planned and delivered in short, fixed-length time-boxes, referred to as “iterations”, and your requirements will be prioritised using the “MoSCoW Rating”:

M  Must have requirements
S  Should have if at all possible
C  Could have but not critical
W    Won’t have this time, but potentially later 

The development team will work on the list of prioritised features and then deliver them to you for testing, feedback and approval.  Upon completion of the iteration/cycle, we will commence work on the next iteration and follow the same procedure.

This iterative process is repeated until the agreed budget has been used up.  By the time the project has reached its end, you will have had many opportunities to have input into the development of the software and include all the “Must Have” requirements and probably all of the “Should Haves”

Import Of Existing Data

Once the database has been developed, we will conduct an exercise to ensure that your existing data is clean and valid.  The data will then be migrated from your existing system into the new database and verified before being handed over to you for final testing.  

The verification and testing that we conduct will be based upon “User Stories” which will be defined at the start of each development iteration.

Project Management

As the project progresses, we will conduct regular communications with your key stakeholders.  The development team and project manager from QuoteCloud will be very visible during the project.

You will have access to named individuals, who will be responsible to you for delivery of the project.

12 Principals of Agile Software Development
SATISFACTION Customer satisfaction by rapid delivery of useful software. Our highest priority is to satisfy the customer through early and continuous delivery of valuable software.
WELCOME CHANGE! Welcome changing requirements, even late in development. Agile processes harness change for the customer's competitive advantage.
SEE YOUR SOFTWARE AS IT'S BUILT Deliver working software frequently, from a couple of weeks to a couple of months, with a preference to the shorter timescale.
CLOSE COLABORATION Business people and developers must work together daily throughout the project.
MOTIVATION Build projects around motivated individuals. Give them the environment and support they need, and trust them to get the job done.
GREAT COMMUNICATION Close, daily cooperation between businesspeople and developers. The most efficient and effective method of conveying information to and within a development team is face-to-face conversation.
FOCUS Working software is the primary measure of progress.
CONSTANT PACE Agile processes promote sustainable development. The sponsors, developers, and users should be able to maintain a constant pace indefinitely.
EXCELLENCE Continuous attention to technical excellence and good design enhances agility.
REFLECTION Regular adaptation to changing circumstances. At regular intervals, the team reflects on how to become more effective, then tunes and adjusts its behavior accordingly.
SIMPLICITY Agile processes promote sustainable development. The sponsors, developers, and users should be able to maintain a constant pace indefinitely.
SELF ORGANISING TEAMS The best architectures, requirements, and designs emerge from self-organizing teams
Case Studies

add reference to work you have done for other customers here

What's Next

Support & Maintenance

If required we can provide a contract for support and maintenance, we calculate the cost of software maintenance as18% of the total software build cost per annum (charged on a monthly basis). For example, if you spent $20,000 to build your new software application the software maintenance investment would be as little as $300 per month.


We will host the application and database in our Data Centre for an initial setup fee of $150 and an on-going fee of $99.95 per month.

The server can be upgraded to a dedicated virtual server for an initial setup fee of $500 and an on-going fee of $500 per month. We will need to calculate your data throughput needs to understand if this option is necessary, a non-dedicated server will likely be fine.

Terms & Conditions

QuoteCloud standard terms and conditions apply, a copy of which is included in this proposal.

We have calculated the pricing in this proposal based on the contract duration of three years.


Copy and Paste your terms and conditions here

TIP: it is useful to create a folder in the Text Content Library with your different types of T&C's 
that can be included in projects (if they vary)
Sign Here

Agreement for


Date: .............. / .............. / ........................

Signature: .......................................................................................

John Smith of QuoteCloud

Date: .............. / .............. / ........................

Signature: .......................................................................................