What the proposal should contain
The proposal is the written list of what gets built. A good one has all of these:
- Each part, named in plain words. "Timesheets with client approval", not "back office".
- What it connects to. Your email, your current CRM, your accounting, your job boards.
- The data being moved, and roughly how many records.
- Who can see what. Which recruiters see which candidates, clients, and fees.
- What counts as finished for each part.
- The price and the delivery date.
- How it is paid for. Payment terms depend on the build, and they belong in the proposal.
- Who owns the software and the data at the end.
- What is not included. This line prevents most arguments.
Seven questions to ask any builder
Ask these before you sign with anyone. Our own answers are in the second column.
| Question | Our answer |
|---|---|
| Who owns the software and the data at the end? | You do. The software runs on an account in your firm's name. |
| Is the price fixed, or billed by the hour? | Fixed, against the proposal, agreed before work starts. |
| What happens if something doesn't work after launch? | We put it right at no cost to you. Every build is guaranteed for two months. |
| What do I pay after launch? | No license and no per-recruiter fees. Hosting is typically under $10 a month. AI usage and outside data are pay-as-you-go. |
| How often will I see working software? | Once or twice a week, after the first week. |
| Have you built recruiting software before? | Yes. Recruiting is the only industry we build for. |
| What do you need from my team? | One-hour conversations with the people who run your desks in the first week, then a meeting once or twice a week. |
What makes a fixed price slip
- Vague items. "Reporting" can mean one dashboard or forty reports.
- Adding things halfway. That is fine, and it is priced separately. With us, the price only changes if you ask for more to be built.
- The builder got it wrong. If we were wrong about what could be built for the price, that is our cost, not yours.
- Decisions that arrive late. These move the date, not the price. A build goes well when one person on your side can make decisions.
What to bring to the first call
- The one task that costs your desks the most hours each week.
- The tools you pay for today, and roughly what they cost.
- How many recruiters you have, and whether your desks are perm, contract, or both.
- Roughly how many candidate and client records you hold.
- Anything in your current system you would never want to lose.
If you would like a number before you talk to anyone, the price calculator gives you a range in about two minutes.