Most businesses in Vidarbha that go looking for a software company have never bought software before. The quotes come back wildly different, the proposals use words nobody explained, and the cheapest option is tempting. This is a checklist for comparing companies, whether they sit in Nagpur, Gondia, Pune or another time zone.
Start with what you actually need
Before you call anyone, write a one-page note. It does not need to be technical, but it needs to be honest.
- The problem in plain words: "billing takes three hours every evening", not "we need an ERP".
- Who will use the system, in which roles, and roughly how many people.
- What it must connect to: Tally, WhatsApp, a payment gateway, barcode scanners, an existing website.
- A budget range you are willing to say out loud.
- A date that matters: a new branch opening, the academic year, the next GST season.
Without this note, every vendor guesses a different scope and you end up comparing a ₹1.5 lakh guess with a ₹9 lakh guess for what might be the same work. If you are unsure whether you need a website, a web application or a mobile app, read website vs web app: what does your business need first.
Questions to ask every company
About their work
- Can we see two or three things you built that are live today? Ask to log in or watch a screen-shared demo, not to look at screenshots.
- Who exactly will work on our project? Meet the developer, not only the person selling.
- What happens if that developer leaves halfway?
- Which of these did you build from scratch, and which were customised from a template or a white-labelled product? Both are legitimate, but you should know which you are paying for.
About the process
- How do you collect requirements before you quote?
- How often will we see working software? Every two weeks is reasonable for most projects.
- Where does the code live, and do we own it?
- In whose name are the hosting, domain, SMS and Play Store accounts registered? The answer should be yours.
About what happens after launch
- What does support cost per month, and what does it include?
- For how long after launch are bugs fixed without charge?
- If we stop working with you, can another company take over the code and the servers?
A company that answers these calmly and in writing is usually one that has done this before. In our experience the ones that get uncomfortable at the ownership question are the ones to avoid.
Red flags
- A price within an hour of the first call, before anyone has asked how your business runs.
- No written scope. "We will build everything you need" is not a scope.
- Source code stays with the vendor, or they will not put ownership in the contract.
- Hosting, domain and app store accounts in the vendor's name.
- A demand for 100 percent advance. Thirty to forty percent to start, with the rest tied to milestones, is normal.
- Only screenshots and no live product or reference you can phone.
- Every answer is yes. A company that never pushes back on a bad idea will build the bad idea.
- Pressure to sign this week to lock in a discount.
How to compare quotes
Put the quotes side by side on the same items. Price is one row, not the whole table.
| What to compare | Why it matters |
|---|---|
| Scope, module by module | The only way to know if two quotes cover the same work |
| Milestones and payment schedule | Ties money to something you can see and test |
| Technology stack | Common stacks (React, Node.js, PostgreSQL) are easier to maintain and hand over |
| Ownership of code, data and accounts | Decides whether you can ever change vendors |
| Support terms and monthly cost | Recurring cost is often larger than the build cost over five years |
| Named team | Tells you who is actually doing the work |
A low quote usually means one of three things: a smaller scope than you assumed, a template being customised, or a company that plans to recover the money through change requests. None of these is automatically wrong, but you should know which one you are buying. For a sense of what is realistic, see our guide to custom software development cost in India.
What a good proposal contains
- Your problem restated in their words. If the restatement is wrong, they did not listen.
- Scope by module, with an explicit list of what is out of scope.
- Phases and milestones, with what you will be able to see and test at each one.
- The technology stack and a plain reason for choosing it.
- A price per phase, with recurring costs (hosting, SMS, WhatsApp, gateway charges) listed separately.
- Assumptions: what you must provide, such as content, GST details, product lists or API access to existing systems.
- Support, warranty and response-time terms.
- A clause stating that you own the code and the data.
If a proposal is a single page with a total at the bottom, ask for the rest before you compare it with anything.
Local company, metro agency or remote freelancer
| Option | Strengths | Watch out for |
|---|---|---|
| Company in Nagpur or Gondia | On-site visits, same working hours, understands local trade practice, lower cost than metros | Smaller teams; check depth for specialised work such as AI or hardware |
| Agency in Pune, Mumbai or Bengaluru | Larger teams, more specialised talent | Higher rates, travel for meetings, you may be a small account to them |
| Remote freelancer or overseas team | Lowest price, flexible | Continuity risk, no on-site training, time-zone gaps if abroad |
Why a company in Vidarbha can be the right fit
We are based in Gondia and work with clients across Nagpur, and we are not going to claim we are the best choice for everyone. For some projects a specialised metro agency is the better call.
But for a manufacturer in Butibori or Hingna MIDC, a college in Gondia, a hospital in Bhandara or a retail chain in Nagpur, a few practical things matter. Someone can sit with your billing clerk for a day and watch how work is actually done. Training happens in Marathi or Hindi, at your counter, not on a call. If something breaks, you can walk into an office. And costs in a tier-2 city are lower than in metros for the same quality of work. Our Nagpur and Gondia pages explain how we work with businesses in each city.
Check the small things before signing
- Verify the company: a GST number and a registration you can look up on the MCA portal.
- Make sure the contract names code ownership, data ownership and a handover process if you part ways.
- Keep the credentials yourself: domain registrar, hosting, Play Store, Google Business Profile, payment gateway.
- Ask how they will handle your customer data. Our note on security practices lists the basics any vendor should follow.
- Agree on a single point of contact on both sides. Most delays we have seen came from decisions waiting on someone.
Where SailRight fits
We follow an eight-step process that starts with requirements and ends with training and support, and we put ownership of code, data and accounts in writing. If you are comparing companies for a project in Nagpur, Gondia or anywhere in Vidarbha, our custom software development page explains how we scope and quote, and you can contact us for a conversation before any proposal.
- Nagpur
- Vidarbha
- vendor selection
- software development company
- checklist
