Software proposal template
Software development proposal template
Custom software goes wrong when nobody agreed what done means. This software development proposal template prices the build in phases and sprints, and its acceptance clause gives the client five business days to test each release against criteria written into the backlog.
9 sections, a cover page, 5 priced items (1 optional), AUD with GST, 25% deposit, valid 30 days
Opens the proposal generator with this template chosen. Describe the job and the AI writes it in this section order, or choose Open as is to start from the template's own text and sample prices.
The template, in full
Text in square brackets is what you replace. Prices are the template's sample prices in AUD.
About us
[Your company] designs and builds custom software for [operations teams]. [Describe your stack, your team and the kinds of systems you have shipped.]
Understanding your needs
[Client company] needs [the system] to replace [spreadsheets and manual steps] so [the outcome]. [Record the users, the integrations, and the deadline that matters.]
What success looks like. A working system in the hands of real users by the launch date, passing the acceptance tests agreed up front, with your team able to run it.
Our approach
We build in short increments and show working software every two weeks. Nothing is accepted on a slide.
- Discovery:
- User interviews, process mapping and a backlog of prioritised user stories with acceptance criteria.
- Design:
- Clickable prototype of the core flows tested with [5] users before any code is written.
- Build:
- Fortnightly releases to a staging environment with automated tests and a demo at the end of each sprint.
- Launch and support:
- Data migration, training, go-live and a 60 day support period with defects fixed at no charge.
Deliverables
- Prioritised backlog with acceptance criteria
- Clickable prototype
- Production system with source code and documentation
- Automated test suite and deployment pipeline
- Training session and 60 days of support
Timeline
- Discovery complete:
- Week 3
- Prototype approved:
- Week 6
- Feature complete:
- Week 14
- Go-live:
- Week 16
Investment
Discovery and design are fixed price. The build is estimated from the backlog and billed per sprint, so you control the scope at every review.
| Item | Qty | Unit price | Tax | Amount |
|---|---|---|---|---|
| DiscoveryInterviews, process mapping and backlog.1 at $12,000.00, tax 10% | 1 | $12,000.00 | 10% | $12,000.00 |
| Design and prototypePrototype of the core flows, user tested.1 at $15,000.00, tax 10% | 1 | $15,000.00 | 10% | $15,000.00 |
| Build sprintsTwo week sprints with demo and release.4 sprint at $18,000.00, tax 10% | 4 sprint | $18,000.00 | 10% | $72,000.00 |
| Launch and supportMigration, training, go-live and 60 days support.1 at $9,000.00, tax 10% | 1 | $9,000.00 | 10% | $9,000.00 |
| Ongoing support retainerOptionalSuggested: Monitoring, updates and small changes after the support period.12 month at $2,500.00, tax 10% | 12 month | $2,500.00 | 10% | $30,000.00 |
- Subtotal
- $108,000.00
- GST
- $10,800.00
- Total
- $118,800.00
- Deposit due now
- $29,700.00
- Balance
- $89,100.00
Optional items show their price but stay out of the total until the client ticks them.
Why us
- Systems shipped:
- [30+]
- Sprint demos on time:
- [100%]
- Defects after launch:
- [under 2 a month]
Terms
1. Payment. A 25 percent deposit is due on acceptance and secures the start date. The balance is invoiced on completion and payable within 14 days. Work does not begin until the deposit is received.
2. Changes to scope. Stories can be added, removed or reprioritised at any sprint review. Changes that increase the estimate are agreed before the sprint starts.
3. Cancellation. Either party may end the project at the end of any sprint with 14 days notice. Completed sprints are payable and all code and documentation to that point are handed over.
4. Intellectual property. Ownership of the final deliverables passes to [Client company] on receipt of final payment. [Your company] keeps the right to show the completed work in its portfolio unless asked in writing not to.
5. Acceptance. Each release is accepted when it passes the acceptance criteria agreed for its stories. [Client company] has five business days to test a release; a release with no reported defects after that period is deemed accepted.
6. Validity. This proposal is valid for 30 days from the date on the cover. Prices after that date may change with notice.
Next steps and acceptance
To go ahead, sign below or click Accept on the online version. We will send the deposit invoice and confirm the start date within one business day, then book the kickoff call.
Signature: Accepted for [Client company] (name and date).
Signature: For [Your company] (name and date).
Questions people ask
How is the build priced?
Discovery at $12,000, design and prototype at $15,000, four build sprints at $18,000 each and launch and support at $9,000. An ongoing support retainer at $2,500 a month for 12 months is optional. The sample totals $118,800 with GST and the 25 percent deposit is $29,700.
What does the acceptance clause say?
Each release is accepted when it passes the acceptance criteria agreed for its stories. The client has five business days to test a release, and one with no reported defects after that period is deemed accepted. It turns sign off from a mood into a date.
How are scope changes handled between sprints?
Stories can be added, removed or reprioritised at any sprint review, and changes that raise the estimate are agreed before the sprint starts. Either side can end the project at the end of any sprint with 14 days notice; completed sprints are paid and all code and documentation are handed over.
What does the client own at the end?
Ownership of the deliverables passes to the client on final payment, and the deliverables include the production system with source code and documentation, an automated test suite and deployment pipeline, training and 60 days of support. You keep the right to show the work unless asked not to.
Why list sprints as a quantity?
Showing four sprints at one price lets the client see the cost of each fortnight of work and makes a fifth sprint easy to add later. In the Pricing panel you can change the quantity, and the totals and deposit follow; the AI chat can make the same change on request.