Episode 9: How Much Do IT Projects Really Cost?

Transcription:

Hi, and welcome to another episode of Speedtalks, the podcast about everything tech in the financial industry. Today’s topic is: How much do IT projects cost and how can you avoid unnecessary expenses?

In this episode, we’ll explore what influences IT project costs and uncover hidden expenses that clients often overlook. Proper preparation is crucial before starting a collaboration with an external partner or embarking on a new IT project. To help, we’ll share four key tips to keep costs under control and avoid unexpected financial surprises. We’ll discuss:

• A general cost overview of IT projects.
• Four major factors that impact initial project costs.
• Three key drivers of cost escalation during the project lifecycle.
• Six actionable tips to help you manage expenses effectively and avoid breaking the bank.

Our insights are based on historical data, with our estimates aligning with actual production costs in about 90% of cases. Let’s dive in!

How Much Does an IT Project Cost?

The short answer: It depends.

The cost of an IT project can range from $5,000 to $5,000,000, depending on several factors. Here’s a general breakdown:

• Small projects: Simple applications with minimal functionalities and straightforward architecture typically cost a few thousand dollars.
• Medium-sized projects: These often include integrations with other systems, more features, and support for both web and mobile platforms. Costs generally range from $50,000 to $200,000.
• Large, complex projects: Multi-layered systems with numerous integrations and a full Scrum team working for several months usually start at $500,000, with no upper limit.

Many clients are surprised by these figures, often due to a lack of understanding of what influences production costs. Let’s break down the key factors.

Key Factors Influencing IT Project Costs

1. Scope, Scale, and Complexity
   The larger and more complex the project, the higher the cost. Custom features, advanced analytics, and integrations require additional time, resources, and expertise. Every added functionality or module increases the overall development time and budget.
2. Technologies and Tools
   The choice of platforms, programming languages, and tools significantly impacts costs. For instance, no-code/low-code solutions are faster and cheaper but only suitable for simple projects. Complex applications, such as a banking app or solutions requiring AI or blockchain, demand robust technology stacks, specialized skills, and larger teams—driving up costs.
3. Team Composition and Location
   Most projects are billed based on hours spent by specialists. Costs vary depending on the team’s location:
   • Teams in Western Europe, the US, or the Nordics are more expensive.
   • Central and Eastern Europe (CEE) offer more cost-effective options.
   • Teams in India, Vietnam, Colombia, or the Philippines are generally more affordable but may come with trade-offs in terms of quality or communication.
4. Industry-Specific Requirements
   Industries like finance or healthcare often have stringent compliance, security, or certification needs, which increase costs. For example, building a healthcare app may require post-launch certifications, effectively doubling the price compared to a simpler application like a restaurant booking app.

What Drives Up Costs During a Project?

1. Scope Creep
   Uncontrolled expansion of project scope can significantly inflate costs. Every additional feature or change requires extra work and resources. Investing in a robust discovery phase to define clear requirements upfront is crucial. As the saying goes, “A dollar spent on discovery saves $100 in production.”
2. Limited Testing
   Skimping on testing during development leads to higher costs later for bug fixes and additional testing. Regular and thorough testing from the beginning prevents costly rework.
3. Integrations with External Systems
   Integrations with third-party or legacy systems can be time-consuming and resource-intensive. They require documentation, third-party cooperation, and extensive compatibility testing, all of which can cause delays and increase costs.

Tips to Stay on Budget

1. Create a Detailed Project Specification
   A thorough and precise specification is the best way to control costs. Collaborate with analysts to define functional and non-functional requirements. Clear specifications reduce misunderstandings, avoid unnecessary work, and minimize surprises.
2. Use Clear Contracts
   Contracts with ambiguous terms can lead to unexpected fees. Ensure your contract clearly defines the scope of work, deadlines, pricing model, warranty terms, and rules for handling changes or delays.
3. Choose the Right Pricing Model
   Understand the differences between fixed-price and time-and-materials models:
   • Fixed-price contracts are suitable for well-defined projects but come with higher upfront costs and less flexibility.
   • Time-and-materials contracts offer flexibility but make it harder to predict total costs.
4. Account for Maintenance and Support Costs
   Post-launch maintenance, updates, and support can be expensive. Large applications with extensive user bases or complex cloud infrastructures can incur significant ongoing expenses. Ensure these costs are discussed and budgeted from the start.
5. Prioritize Strong Project Management
   Weak project management can cause delays and chaos, increasing costs. Assign a dedicated project manager to oversee communication, scheduling, and task execution. Regular status meetings and progress reports are essential.
6. Maintain Transparent Communication
   Regularly communicate with your team and stakeholders. Ask questions, set priorities, and actively track progress to avoid misunderstandings and stay on top of the project.

Final Thoughts

Estimating IT project costs isn’t a quick or easy process—it can take days or even weeks to provide an accurate estimate. The key factors impacting costs include scope, complexity, technology choices, team location, and industry-specific requirements. During the project, scope creep, testing issues, and integrations are common cost drivers, while post-launch, maintenance and support must be factored in.

By preparing thoroughly, safeguarding yourself legally, selecting the right pricing model, and focusing on project management and communication, you can effectively control costs and avoid unpleasant surprises.

If you’re looking for a project estimate or a reliable IT partner, reach out to us at Speednet: speednetsoftware.com/contact. Our estimates align with actual production costs in 90% of cases.

Thanks for tuning in, and see you next time on Speedtalks. Take care and take it easy!