The 10-Point Checklist
- Relevant portfolio with live, working projects
- M-Pesa / mobile money integration experience
- Written proposal with clear milestones
- Source code ownership guaranteed in contract
- Local compliance knowledge (eTIMS, EFRIS, EFD)
- Verifiable client references
- Transparent pricing (no hidden costs)
- Post-launch support plan
- Modern technology stack
- Meet the actual development team
Choosing the wrong software company costs you money, time, and sometimes your entire project. We've seen too many Kenyan businesses burned by bad developers. Here's how to choose wisely.
The 10-Point Evaluation Checklist
1. Relevant Portfolio
Don't just ask if they've "done something similar." Ask to see live, working projects. Click around. Check if the sites load fast. Look for:
- Projects in your industry or similar complexity
- Mobile-responsive designs (test on your phone)
- Working payment integrations
- Professional UI/UX (not just template designs)
2. M-Pesa / Mobile Money Experience
In East Africa, this is non-negotiable. Ask: "How many M-Pesa integrations have you done?" and "Can you show me a live STK Push implementation?" If they hesitate, they're not the right partner. See our M-Pesa integration guide so you know what to ask about.
3. Written Proposal with Milestones
A professional company provides a detailed proposal including: project scope, features list, technology stack, timeline with milestones, cost breakdown per phase, and payment schedule tied to deliverables. If they only give you a total price and "it'll take 3 months," walk away.
4. Source Code Ownership
This must be in the contract: you own all source code upon payment. No exceptions. Some developers hold code hostage for ongoing payments. Make sure the contract explicitly states intellectual property transfers to you. Also ensure you get access to the code repository (GitHub/GitLab), not just a zip file.
5. Local Compliance Knowledge
East African tax compliance is complex. Your developer should know:
- Kenya: KRA eTIMS (electronic tax invoice management system)
- Uganda: URA EFRIS (electronic fiscal receipting and invoicing system)
- Tanzania: TRA EFD (electronic fiscal device) integration
6. Client References
Ask for 2-3 client contacts you can call directly. Ask those clients: Was the project delivered on time? On budget? How is post-launch support? Would you hire them again? If a company can't provide references, that's a red flag.
7. Transparent Pricing
Good companies break down costs clearly. Ask what's included and what's extra: hosting, domain, SSL, M-Pesa integration, training, bug fixes, future changes. See our software cost guide so you know fair market rates. Be suspicious of prices far below or above market.
8. Post-Launch Support
Software isn't "done" at launch. Ask about: warranty period (we offer 3 months), monthly maintenance options, bug fix response times, feature request process, and hosting management. Get this in writing before the project starts.
9. Modern Technology Stack
Avoid companies still using outdated technologies. Modern stacks for East Africa include:
- Frontend: React, Next.js, Vue.js (not jQuery-only sites)
- Backend: Node.js, Python/Django, Laravel, .NET
- Mobile: Flutter, React Native, or native (Kotlin/Swift)
- Database: PostgreSQL, MySQL, MongoDB
- Cloud: AWS, Google Cloud, Azure, or DigitalOcean
10. Meet the Actual Team
Some companies have slick salespeople but outsource to junior freelancers. Ask to meet the developer(s) who will actually build your project. Ask about their experience, tools, and how they handle communication during the project.
Red Flags to Watch For
- No portfolio: "We've done lots of projects but can't show any" = they haven't
- 100% upfront payment: Standard is 30-40% upfront, rest tied to milestones
- No contract: Verbal agreements are worthless in disputes
- Unrealistic timelines: "We'll build your enterprise system in 2 weeks" is a lie
- No questions about your business: If they quote without understanding your needs, they'll build the wrong thing
- Won't commit to source code transfer: They plan to lock you in
- Single-person team for a complex project: One developer can't handle design, frontend, backend, testing, and DevOps
- Using only WordPress for everything: WordPress is great for blogs and simple sites, not for custom business applications
Understanding Pricing Models
| Model | How It Works | Best For |
|---|---|---|
| Fixed Price | Agreed total for defined scope | Well-defined projects with clear requirements |
| Time & Materials | Pay for hours worked + expenses | Evolving projects where scope may change |
| Milestone-Based | Fixed price per phase/milestone | Most East African projects (recommended) |
| Retainer | Monthly fixed fee for ongoing work | Long-term maintenance and feature additions |
We recommend milestone-based pricing for most projects. You pay 30-40% upfront, then subsequent payments as each milestone is delivered and approved. This protects both you and the developer.
For specific pricing ranges, see:
Frequently Asked Questions
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