What should you prepare before hiring a freelance developer?

Explain how the work happens today

You want a quotation for a system, but you are not sure how to explain it. You do not need to prepare a technical document first. A few details about how your business runs are usually more useful at this stage.

Start with the work you are doing now.

For example, a customer sends an order through a message. A staff member copies the details into a spreadsheet, checks stock and prepares an invoice. If anything changes, they have to update several places again.

That already gives a developer a clearer idea of the problem. Asking for a “complete system with a dashboard” still leaves a lot unanswered. What should the dashboard show? Who will use it? Where does the information come from?

A sample form or spreadsheet can help too. An empty copy or some made-up data is enough for an early discussion. There is no need to share real customer records straight away.

Identify the users and the first version

Next, think about who will use the system. Business owners, staff and customers may need different access. Staff might be allowed to enter orders, while only a manager can approve cancellations. Details like this can change how the system is built.

List the features that must be ready for the system to be useful. If the main problem is keeping orders organised, focus on that process first. Extra features can come later. It is easier to assess a first version when everyone knows which task it should handle.

Mention existing systems early

If you already use another system, mention it early. Old data may need to be moved, or the new system may need to connect to other software. A developer needs to check access and integration options before giving a suitable estimate.

Discuss the budget and deadline

Your budget does not have to be an exact figure. If you have a comfortable range, share it. That helps you discuss whether the current scope fits, needs to be smaller or should be delivered in stages. If you do not have a budget yet, you can start with an estimate based on the work involved.

The same goes for a deadline. If the system needs to be ready before a new branch opens or an event takes place, explain why that date matters. Time for reviews, data migration and user trials needs to be part of the plan too.

Check the handover and ongoing costs

Before accepting a quotation, check what will be handed over. Does it include deployment, a user guide and source code? Whose name will the hosting account be under? How will fixes after handover and later feature changes be handled?

The answers depend on the project agreement. It is easier if they are written down clearly from the start, including subscriptions or third-party services that still need to be paid for after delivery.

Bring a few tasks to test

Prepare a few examples to try in the system later. For instance, a staff member enters an order, a manager checks it and the customer receives the correct status. When that workflow can be tested, both sides have a clearer way to judge whether the agreed scope has been met.

To get started, an explanation of your current workflow, the problems you face and the most important feature goes a long way. The remaining details can be worked through while reviewing the project.

I'm Hakimi Sa’ari, a freelance developer from Selangor, Malaysia. If you are looking for someone to build a website or system for your business, you can see my work at hakimisaari.site.