Project Kickoff Guide: Top 5 Q&A When Starting a Software Project

Launching a new project often feels like a heavy responsibility. It comes with high expectations from the entire company — the design must be thorough, the cost as low as possible, and the delivery as fast as possible.

If this sounds like why you’re here, don’t worry - you’re not alone. 

I’m Hsinyu Ko, a Project Manager at Moravio, and I’ve heard the same concerns from many clients at the beginning of their projects. This article brings together the five most frequently asked questions when companies start a software development.

1.How much does software development cost? Is digital transformation expensive?

For most industries, software is an enabler, not the core of day-to-day survival. That’s one reason why digital transformation often takes years to get approval - companies don’t always see it as urgent.

Still, the cost of software development varies greatly. It’s not like ordering from a restaurant menu with fixed prices. You may list three pages of features, but if they’re simple to build, the cost will be less than expected. On the other hand, a small set of complex features could be quoted much higher.

When budgeting, companies usually fall into two categories:

→ They have already allocated a fixed amount, and the project must fit within it.

→ Or, the project lead needs a software development time estimation and quotes first, then applies for funding.

For the first scenario, being transparent about your budget isn’t necessarily a bad thing. It helps the development agency clarify which functions may exceed your target. For the second, it’s best to collect at least 2–3 quotes to understand market pricing before negotiating internally.

💡 Pro tip: Always set aside an additional 10%-15% in your budget. This ensures that if the project scope grows or complexity increases, you’re prepared. This is one of the most cost-effective strategies.

2. I’m not technical — how can I handle this?

That’s exactly why software development companies exist. While engineers bring technical expertise, only you can explain the actual business workflows and industry-specific needs.

Don’t worry if you don’t understand the code. Many platforms today support no-code or low-code solutions, meaning you can operate them with little to no programming background.

💡 Tip: When negotiating with a development agency, include team training as part of the deliverables. This ensures your staff can onboard quickly and reduces the risk of delays after launch.

3. How long will the system last? Will it need replacement soon?

Technology evolves quickly. New system versions can indirectly affect your software’s performance. If you have a maintenance team (in-house or outsourced), they can ensure compatibility during version updates.

If no maintenance budget is planned, most systems can still run well for 3–5 years. But like any consumable, performance will decline over time. 

💡 Tip: Regular maintenance is the best way to extend the system’s lifespan and reduce the average cost in the long run.

4. How long does software development take? Will our company have to stop operations?

The development time depends on scope and complexity. But don’t worry — your company doesn’t have to stop operations.

There are usually two approaches:

→ One-time switch (waterfall approach): Often used in first-time digital transformation projects. After thorough testing, the new system replaces old workflows at once. Future development needs would then shift to the second approach.

→ Parallel environments (agile approach): More common when you already have an existing system. Developers build a staging environment alongside your current system. Each completed feature is tested before being deployed to production during off-hours.

💡 Best practice: Schedule updates during low usage times, such as late at night, if your users are concentrated in a single time zone.

5. Will the project definitely succeed if we work with you?

This is a fair concern, especially if you’ve experienced failed or endless projects before. Success depends on many factors. Even with a detailed plan, it’s best to start with a proof of concept (POC) — building one module at a time.

This approach allows quick feedback, timely adjustments, and significantly reduces risk. In this context, agile development is often more practical than waterfall models.

Remember, there is no true "end of software development." Business processes evolve, and so must the systems that support them. Continuous optimization ensures long-term value.

💡 Tip: Don’t aim for perfection from the start — focus on solving one real problem first. A working module builds trust, clarity, and momentum for everything that follows.

Still Have Questions? Let’s Talk

Hope this article has offered some clarity if you’re about to kick off a new software project. Starting such an initiative can feel overwhelming - from estimating the cost of software development, to evaluating development time.

💡 Remember: you don’t have to go through this alone. If you need advice, our team is here to support you. Feel free to reach out and discuss your ideas with us.