Getting software built - without the classic mistakes
Having software built is a trust decision: you're buying something that doesn't exist yet, from someone whose work you can only judge at the end. This page explains how the process works when it's done right, what it costs, and how to recognize the right partner - from the daily practice of an agency that does exactly this. Olio: senior engineers, weekly demos, transparent pricing. Based in Mönchengladbach, Germany, working remotely across the EU.
The process: from idea to release
Serious software development doesn't start with an 80-page requirements document but with scoping: in a few sessions we clarify the goal, the users, the core features, and the system landscape - and cut the first scope so it delivers value fast. Then comes iterative development with weekly demos: you see working software every week, not status slides, and you steer the priorities. The finish: tests, deployment on EU infrastructure, and a documented handover with full source-code ownership.
What it costs to have software built
Realistic ranges instead of 'it depends': a focused business application runs €25,000 to €40,000, applications with multiple roles and integrations €40,000 to €80,000, complex platforms start at €80,000. Add 10 to 20 percent of the build cost per year for hosting, maintenance, and evolution. Anyone quoting you an exact fixed price without scoping has either priced in padding or is planning change orders - you pay for both in the end.
Freelancer, offshore, or agency?
A good freelancer is affordable and fast - but a single point of failure with no backup, no review, and no operational responsibility. Offshore teams tempt with hourly rates that coordination overhead, time zones, and quality variance often eat back up. An agency costs more per hour and delivers team redundancy, established processes, and accountability for the outcome. Honestly: for small, well-bounded tasks the freelancer can be the right choice - for software that carries your business, rarely.
The five classic mistakes - and how to avoid them
One: too much scope in version one - cut everything that doesn't carry the core function. Two: selecting on price alone - the cheapest estimate is rarely the cheapest invoice. Three: no weekly deliveries - without demos you notice problems only when they're expensive. Four: unclear code ownership - insist on full source-code ownership and handover documentation. Five: no maintenance plan - software without an operations plan decays. Every one of these belongs in your first conversation, whoever you talk to.
Why Olio
We're the kind of partner we would hire ourselves: senior engineers instead of rotating junior staffing, weekly demos from week one, price ranges in the first conversation, and code that's built for handover - with tests, documentation, and EU hosting without vendor lock-in. As a boutique agency we take on few projects in parallel and tell the truth even when it costs us revenue: for example when standard software or a freelancer is the better answer.
What you get with us
- A clear process: scoping, weekly demos, documented handover - no black box
- Transparent costs from €25,000 and honest ranges in the first conversation
- A first production version in 4 to 6 weeks instead of a year of requirements documents
- Senior engineers who think along - and push back when the scope doesn't hold
- Full source-code ownership, tests, and documentation - you stay independent
- GDPR-compliant EU hosting on Hetzner, GCP EU, or AWS Frankfurt
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Frequently asked questions
What does it cost to have software built?
A focused business application: €25,000 to €40,000. Multiple roles, integrations, reporting: €40,000 to €80,000. Complex platforms: from €80,000. Add 10 to 20 percent per year for operations and maintenance. After a free scoping call you get a reliable estimate with milestones.
Do I need a requirements document before reaching out?
No. A rough picture is enough: what problem, which users, which systems are involved? We work out the rest in scoping - faster and more honest than a requirements document that reality overtakes after four weeks of development anyway. If you have one: even better, we'll work with it.
How long does it take?
A focused first version: 4 to 6 weeks. Larger applications: 8 to 12 weeks. After that, iterative development continues. Distrust timelines without intermediate deliveries - with us you see a working demo every week.
Fixed price or time and materials?
Both have their place: well-bounded scopes we deliver in a fixed-price range, ongoing development on a time basis with transparent reporting. More important than the model is steerability: weekly demos and the freedom to adjust priorities before budget is burned.
Freelancer, offshore team, or agency - what fits us?
Small, well-bounded task with your own technical lead: freelancer. A very large team at low rates and your own project management: offshore, with a realistic view of coordination costs. Business-critical software with accountability for the result: agency. In the first call we'll tell you honestly which category your project falls into.
Who owns the software?
You do - completely. Source code, documentation, infrastructure credentials: everything transfers to you, with no license fees to us. That clause belongs in every serious contract; if it's missing, renegotiate.
How do we make sure the quality is right?
Demand three things, from any provider: automated tests as part of the project, runnable intermediate versions every week, and repository access from week one. Quality that's only checked at acceptance isn't quality - by then it's just expensive to retrofit.
Can you take over an existing, half-finished codebase?
Yes, that happens a lot. We audit what exists and give an honest assessment: continue, refactor step by step, or rebuild the critical path. A rescue is often cheaper than a rewrite - but not always, and we'll tell you which case you're in.
Will you sign an NDA?
Yes, of course - happily before the first substantive conversation. Confidentiality applies with us whether or not a project materializes.
What happens after launch?
Software lives: dependencies need updates, bugs need fixes, features get added. We offer maintenance and further development with agreed response times - or hand over to your team if you take it in-house. We discuss the operations plan before the project, not after.
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