Software development proposal template

Software proposals fail when the price rests on a scope nobody has agreed. This template starts with a paid discovery that fixes the first release in writing, then builds in four two-week sprints with a demo at the end of each. The client pays as sprints finish, so progress and payment move together.

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What your client receives

This is the page your client opens from your email, drawn exactly as PropoBox sends it. Your name, logo and client replace the placeholders; the prices are examples to replace with your own.

Your Studio

Proposal

Web application development

Prepared for Client company

A first working version of your product, built in two-week sprints with a demo at the end of each one, so you see progress early and can change direction while it is still cheap.

Proposal no.: PROP-SAMPLE
Issued: October 25, 2026
Valid until: November 8, 2026
Delivery: January 31, 2027
Total: $35,500

Prepared by

Your Studio

Your name

you@example.com

Prepared for

Client company

Client name

client@example.com

Services and pricing

Discovery and technical plan
Workshops to agree user stories, the scope of the first release, the architecture and a sprint plan.
$3,000
Design and prototype
Key screens for desktop and mobile as a clickable prototype, tested with up to 5 of your users.
$4,500
Build, 4 two-week sprints
Front end, back end, database and integrations for the agreed scope, demoed at the end of each sprint.
$24,000
Testing and launch
Automated tests on the core flows, a staging review, the production release and two weeks of fixes after launch.
$4,000

Total$35,500

Terms

Payment: 25% to start, 25% at the end of sprint 2, 25% at the end of sprint 4, and 25% after launch.
Revisions: Changes within the agreed scope are made in the sprint they are raised. A change that adds scope is estimated first, then swapped for work of equal size or added as a change order.
Additional terms: The price covers the scope above. Hosting, third-party services and app store fees are paid by you. You own the code and the data once the final payment is made, and the open source licenses in use are listed at handover.

How to scope and price it

Charge for discovery. It produces the user stories and technical plan the build price depends on, and it lets either side stop before the large commitment.
Quote the build per sprint, not as one number. A sprint ends with a demo, and a demo gives the client a natural point to approve, change direction or stop.
Write how changes are handled: estimate first, then swap or add. A change process in the terms saves an argument in sprint three.
Keep infrastructure and third-party fees outside the price and list the ones you expect. Cloud, email and payment fees surprise clients later.

The terms, and why

Four equal payments tied to sprints and launch spread the risk. The client pays as work lands, and you are not carrying a full build on credit. Ownership on final payment is the line clients check most, and listing the open source licenses at handover answers the question their lawyer will ask.

Payment: 25% to start, 25% at the end of sprint 2, 25% at the end of sprint 4, and 25% after launch.
Revisions: Changes within the agreed scope are made in the sprint they are raised. A change that adds scope is estimated first, then swapped for work of equal size or added as a change order.