Guides
What websites, systems and brands cost in Polish public procurement, how to set a budget and how to prepare a tender that attracts good offers.
The accessibility audit is finished. Who fixes the website now?
A report and fixing its findings are different scopes. Agree the sample, responsibility for changes and verification before commissioning the audit.
Read →Buying a dashboard? Check whether the data is ready first
A chart cannot fix inconsistent definitions or source files. Agree what the metrics mean, check the data and assign responsibility for updates.
Read →Buying a booking system? Define more than the calendar
An available slot is only the start. Describe booking, cancellation, staff cover and rescheduling rules so the quote covers everyday operations.
Read →New website, old content. Who will move it, and what does that involve?
Content migration takes more than an import. Count your material, decide what stays and assign responsibility for cleanup and checks.
Read →Hourly rate or fixed project price? How to compare the cost of work
A low hourly rate does not guarantee a low bill. Check assumptions, spending limits and change arrangements under either pricing model.
Read →When is a project actually finished? Plan acceptance before delivery starts
Turn broad requirements into tasks you can check. A practical acceptance scenario helps everyone agree what finished means.
Read →“Training included.” Will your team actually know how to use the system?
Presentation hours do not tell you what staff will learn. Agree tasks, participant groups, materials and help after the first independent attempts.
Read →Choosing a CMS? Ask to see an editor’s ordinary working day
A feature list cannot show how easy publishing will be. Prepare real editorial tasks and check what the CMS implementation actually includes.
Read →Same project, very different quotes. What should you check?
Before choosing the cheaper quote, check what you are buying. Compare scope, assumptions and running costs with a simple side-by-side table.
Read →“The website must be fast.” How do you make that a useful requirement?
Define the tasks, conditions and expected response. Suppliers can then price the intended scale and you can check the result.
Read →How to find a supplier with experience that actually fits
A polished portfolio is a starting point. Learn how to find relevant suppliers through past projects and check what they actually delivered.
Read →Could another supplier take over your system? Check before signing
Access to source code is only a start. Establish how you will receive the data, accounts, documentation and knowledge needed to keep operating.
Read →A similar project cost less. Is it a useful benchmark?
A contract title is not enough to compare prices. Check scope, duration and how amounts are presented before using a past award as your benchmark.
Read →Users cannot find anything. How do you commission better website search?
Start with real user queries. Define what gets searched, how results will be checked and who will improve them after launch.
Read →“We will connect it to your existing system.” What needs checking first?
A single integration requirement can hide substantial work. Check data access, documentation, the other supplier’s fees and failure handling.
Read →Do you need an app, or a website that works well on a phone?
Compare user tasks, frequency of use and ongoing maintenance. Being available on a phone does not by itself define the right project.
Read →Off-the-shelf or custom software? Test it against your real workflow
Before comparing licence fees with development costs, see how each option handles everyday tasks and the exceptions your team actually encounters.
Read →Online payments: what are you buying beyond the Pay button?
Walk through a purchase, failed payment and refund. Agree responsibility for statuses, reconciliation and exceptions before accepting the quote.
Read →A pilot before a large rollout: how to learn more than a demo shows
Agree the question, test scope and next decision. A pilot should resolve a specific uncertainty rather than showcase a polished part of the system.
Read →A second website language: what costs more than translation?
The language switcher is a small part of the work. Budget for content, interface messages, publishing and keeping both versions current.
Read →What to send a supplier to get a useful quote
You do not need a hundred-page specification for the first conversation. You need enough shared information for suppliers to price the same project.
Read →Can we meet the launch date? Include your team’s time too
A schedule needs more than design and development. Include the decisions, content, access and reviews that the launch depends on.
Read →What should you ask a supplier’s previous client?
Go beyond “would you recommend them?” Ask about changes, acceptance and support to understand what working together was actually like.
Read →Every quote is over budget. What should you check?
Before asking for a cheaper version, check the scope, uncertainty and your original benchmark. Prepare clear options for a decision.
Read →Email and SMS notifications: what needs pricing beyond each message?
Define events, recipients and exceptions. Alongside delivery fees, budget for templates, failure handling and control over what gets sent.
Read →“User account area” is not enough. How to scope accounts and permissions
Record who sees information, who changes it and who grants access. A simple role table helps define the account area and its administration.
Read →Several branches, several websites. Should they share one platform?
A shared CMS can make publishing more consistent, but first agree what is shared. Check local needs, permissions and the cost of adding another site.
Read →A small team or a large agency? Match the supplier to the work
Company size does not tell you who will deliver the project. Check the proposed team, availability, cover and decision-making arrangements.
Read →The system is live. Who handles the first month after launch?
Plan requests, fixes and everyday operations. Agree what launch support covers and how it transitions into regular maintenance.
Read →The new logo is ready. What does rolling out the identity involve?
Count the templates, materials and places where the identity appears. Separate design from file preparation, production and staff handover.
Read →What will you pay after launch? Price the first three years
The build price is only part of the budget. Work through a simple example covering support, licences, improvements and eventual handover.
Read →Buying UX/UI design? What should you receive beyond the presentation?
Attractive screens do not describe the whole product. Agree views, states, prototypes, files and handover so the design can be implemented.
Read →It is only a form. Why does the quote include so much work?
The field count does not describe the whole service. Check attachments, errors, draft saving and what happens after submission.
Read →A supplier proposes paid discovery. What should you get for it?
Discovery should support a decision and clarify the scope. Agree tangible outputs so you receive more than a presentation summarising meetings.
Read →What are you actually buying with a monthly maintenance fee?
Hosting, fixes and improvements are different services. Establish what the fee includes, when the team responds and what costs extra.
Read →The portfolio looks great. How do you check the work behind it?
Ask about the team’s role, project constraints and what happened after launch. There is more to relevant experience than attractive screenshots.
Read →The budget cannot cover everything. What belongs in the first release?
How do you reduce scope without making the system unusable? Start with one complete user task, then decide which additions can wait.
Read →The supplier asks and everyone answers. Who makes the project decision?
Separate feedback, checks and approval. Agree responsibilities on your side so conflicting comments do not leave delivery stuck.
Read →Who writes the new website content? Decide before asking for quotes
A website build does not necessarily include writing. Separate research, editing, approval and publication so the new pages do not stay empty.
Read →How to write a scope that suppliers can price consistently
“Modern” and “intuitive” do not define a scope. Replace broad labels with user tasks, constraints and results that suppliers can understand.
Read →How much does a public-sector website cost in Poland?
What Polish offices, hospitals and universities pay for websites and portals, how many companies bid and what drives the price up.
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