# How does it work when you give specifications to a software company? [Home](https://3bird.nl/)/How does it work when you give specifications to a software company? # How does it work when you give specifications to a software company? When you provide specifications to a software company, you use them to describe precisely what you want to build: what features the system should have, what it looks like, and what technical requirements it must meet. A software company then translates those specifications into a plan of action, a timeline, and ultimately working software. The more detailed and clear your specifications are, the smoother the development process will go. In this article, we cover the steps from preparation to execution, including the most common mistakes. ## What do you need before you can provide specifications? Before you can provide specifications, you need to have a clear picture of the problem you want to solve, who the users are, and what the system needs to be able to do at a minimum. Without that foundation, specifications are too vague to work with. So don’t start by describing screens or features, but by describing the goal. Make sure you have the following elements in order before you sit down with a **software development partner**: - **Problem description:** What is currently going wrong or missing? What should the software solve? - **Target audience:** Who will use the software? Is it employees, customers, or both? - **Core functionalities:** What does the software need to be able to do at a minimum to be useful? - **Constraints:** Are there technical requirements, integrations with existing systems, or legal requirements? - **Budget and timeline:** What is your available budget and when does the software need to be ready? You don’t need to write this in perfect technical language. A software company will help you work this out further, but you need to provide the substantive knowledge about your business process and users. ## How do you put good software specifications on paper? Good software specifications describe what the system should do from the user’s perspective, not how it should be technically built. Use concrete examples, screen sketches, or user stories to show what behavior you expect. The more concrete, the better. A widely used approach is writing **user stories**: short descriptions of what a user wants to do and why. For example: “As an employee, I want to be able to upload an invoice so that the accountant can process it immediately.” This approach helps you describe functionalities without diving straight into technical details. In addition to user stories, you can include the following in your specification document: - **Screen sketches or wireframes:** Rough drawings of what the interface should look like - **Acceptance criteria:** When is a feature “done”? Describe this as concretely as possible - **Integrations:** Which external systems, APIs, or databases should the software connect to? - **Prioritization:** What is absolutely necessary for the first version and what can come later? Avoid vague terms like “user-friendly” or “fast.” Instead, describe what you mean: “The page must load within two seconds” or “A new employee must be able to use the system without training.” ## What does a software company do with your specifications? A software company analyzes your specifications to assess whether they are complete and feasible, translates them into technical tasks, and creates a schedule and quote based on that. This process is typically called the *discovery phase* or *analysis phase*, and it is one of the most important steps in software development. Concretely, after receiving your specifications, a software company goes through the following steps: - **Review and ask questions:** Ambiguities are identified and discussed before any building begins - **Technical translation:** The functional requirements are converted into technical tasks and architectural decisions - **Estimation and planning:** A timeline and cost estimate are drawn up based on the tasks - **Validation:** You as the client confirm that the interpretation is correct before building begins - **Iterative development:** The software is built step by step and shown periodically for feedback A good software company doesn’t blindly build what’s written, but actively thinks along. If your specifications describe an approach that is technically inefficient, an experienced team will point that out and propose alternatives. ## What are common mistakes when providing specifications? The most common mistake when providing specifications is being too vague about what the software should do, or conversely being too detailed about how it should be technically built. Both extremes slow down the project and lead to misunderstandings. The right balance lies in describing desired behavior with sufficient context. Other common mistakes include: - **Wanting everything at once:** An overly large first version leads to high costs and long lead times. Start with an MVP (minimum viable product) and build from there. - **Not setting priorities:** If everything is equally important, nothing is a priority. Clearly indicate what is absolutely necessary for the launch. - **Changing specifications mid-process without consultation:** Changes mid-sprint cost extra time and money. Bundle feedback and discuss it at planned moments. - **Not involving end users:** Specifications drawn up only by managers often miss the practical needs of the people who use the software daily. - **Using technical terms without context:** “We want an API” says little if it doesn’t specify what the API is for and which systems need to communicate with it. ## When is it wise to bring in a fractional CTO? It is wise to bring in a fractional CTO when you lack the technical knowledge to draw up good specifications, evaluate a software company, or monitor the quality of the delivered work. A fractional CTO brings that technical expertise on a flexible basis, without you having to hire a full-time technical director. A fractional CTO is particularly useful in the following situations: - You know what you want to build, but not how to specify it technically - You are working with an external development team and want to make sure the quality is right - You need to choose between different technologies or vendors and need independent advice - You are growing rapidly and want a technical strategy for the longer term A fractional CTO acts as a bridge between your business goals and the development team. This person translates your wishes into technical requirements, monitors progress, and ensures the team makes the right choices. For companies that have software built but have no technical background themselves, this is a relevant investment that prevents mistakes and unnecessary costs. ## How 3Bird helps with specifying and building your software At 3Bird, we know that providing good specifications is a challenge for many companies. That’s why we guide you from the very first conversation, not just once you have a ready-made document. Our Dutch fractional CTOs help you translate your idea into clear, usable specifications, so our development team in Nepal can get started immediately without noise or misunderstandings. What you can expect from us: - **Guidance in Dutch:** Your point of contact speaks your language and knows your market - **Flexible scaling up and down:** You hire exactly the capacity you need, from €25 per hour - **Broad technical expertise:** From React and Flutter to Java and .NET, we cover all common technologies - **More than 25 years of experience:** Our approach is based on years of practical experience in custom software development Want to know how we approach your project? Contact 3Bird via **+(31)75-7993038** or send an email to **contact@3bird.nl**. We are happy to think along with you, even if you haven’t gotten further than an idea on a napkin. ## Ready to Get Started? Talk to us about your project and find the right 3Bird solution. [Contact Us Today](https://3bird.nl/contact/) --- Book a free 30-minute consultation: https://calendly.com/3-bird/3bird-oscar-30-minuten-meet Email: contact@3bird.nl | Phone: +31757993038