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Where to Start With Custom Software Development
"I don't know where to start." Four steps, in order, from idea to software you own.
Written by Rea Hailley, CEO and Co-Founder
New Idea Machine is a Calgary custom software and AI automation agency serving small business owners worldwide.
4 easy steps for non-technical business owners
Most small business owners and founders we talk to say the same thing, "I don't know where to start."
Why it matters: the order you do these in decides whether you pay for your software once or twice.
Know the price first
A price you can trust, in 20 minutes, before you talk to a single developer.
2Hire the right developer
14 questions that show you who to trust.
3Protect your budget
The 10 costly pitfalls and how to avoid each one, before you sign anything.
4After development
The monthly cost of hosting, maintenance and security.
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How much does custom software development cost?
Know what to build and what it should cost, before you talk to anyone.
Before you start shopping around, it's important to know exactly what you're trying to build. It's the difference between paying for your app once and paying to fix it later.
Start with the App Cost Calculator
You answer simple, non-technical questions about what you want your application to do, who uses it, and what permissions you want each user to have. It takes about 20 minutes.
Features you might have forgotten
This tool will also remind you about important features, such as whether or not you need financial reporting and multi-language support. At the end you get your technical requirements.
Technical requirements tell the developer what needs to be built
This allows them to give you a realistic estimate without guessing, and you'll be able to tell if an estimate is too high or too low.
Technical requirements also tell the developer what format to build, and in what technology:
A prototype
A working first version you can put in front of real users to test the idea before building the full thing.
An internal tool
Software only your team uses, like a dashboard, a job board, or a quoting tool.
A web app
Software your customers use in a browser, on any device, with no app store in between.
A mobile app
Software your customers download from the App Store or Google Play.
A SaaS MVP
The first version of software other businesses pay a monthly fee to use. MVP stands for Minimum Viable Product: the smallest version that proves people will pay.
What does the calculator cost?
$197
credited back when you build with us
Priced to be the first thing you buy, not the last.
The App Cost Calculator replaces manual requirements gathering that starts at $3,000. We charge $197 and credit it back when you build with us.
Start with the calculator →of 4
How do you hire the right software developer?
Walk into every developer conversation knowing what to ask.
The 14 Questions to Hire the Right Developer
This is the checklist. Each question helps you spot whether the contract or the software will lock you in, whether the quote is padded, or whether the recommendation is missing something important that would cost you later.
Then pick the path that fits your budget.
Custom builds
Start small
Build the must-have features with the biggest impact first, then add features as your revenue grows.
Most builds finish in two months when built by a senior developer who's an expert at AI-assisted development.
If your company is Canadian, your project may qualify for government funding such as SR&ED tax credits and IRAP, which can cover part of the cost.
Build it yourself
If what you're building is a straightforward prototype, internal tool, or website, you can likely build it yourself in a Build with AI Bootcamp.
See the bootcamps →of 4
How do you protect your software budget?
Pay for your software once. And, make sure you own it from day one.
Five things decide whether a build stays on budget
Who owns the project, how you're billed, when security is handled, whether you can leave, and how features get chosen.
Pay for time and materials only
It can sound scary, but it saves you the 20% to 30% padding that's hidden in fixed bids.
If needed, hire an independent security expert before development begins
It will cost you approximately $2,500 instead of $30,000 or more after the build.
See the full list of 10 costly pitfalls and how to avoid each one.
Read the 10 ways to protect your budget →of 4
What do maintenance and hosting cost after your app is built?
Know the running cost before you launch, not after.
Maintenance
In 2026, $1,200/mo for updates, monitoring, small fixes
Hosting
spins down and stops charging when no one logs in
Security
shop around, or use partners we recommend
AI fees
only if your application uses AI
Hosting, maintenance and security are a necessary part of all software. Knowing these costs up front helps you plan ahead.
See the full cost guide →Still got questions? Reach out.
No pitch. No pressure. Just cost-saving advice.
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