The implementation of the system will reduce cost of generating claims and submitting them to the NHIA by service providers, as well as improve on their claims processing time.

Dr. Lydia Shelby
Chief Executive Officer

Ensuring Software Development Projects Stay within Fixed-Price Budgets

10 Oct 2023 posted by Nick van Xanten

At Yameo, we often do fixed-price software development projects for our customers. We understand that managing budgets then becomes a critical aspect of the project. We recognize that keeping software development projects within fixed price budgets is essential to building trust, meeting business goals, and ensuring a successful partnership. In this article, I will outline some of our strategies and best practices for achieving this goal, providing transparency, and delivering high-quality software while adhering to the agreed-upon budget.

Comprehensive Project Discovery Workshop

The first step in ensuring a software development project stays within a fixed budget is a thorough discovery workshop. During this phase, we work closely with our clients to gather detailed requirements, identify project goals, and define a clear scope of work. We leave no stone unturned, asking questions, conducting research, and considering potential challenges. This comprehensive understanding of the project allows us to provide an accurate initial cost estimate.

But our commitment to delivering value doesn’t stop at requirements gathering. We leverage our extensive experience and expertise to provide additional insights and solutions. Drawing from our track record of successful projects, we assess if any elements of the current project align with previous solutions. This enables us to apply proven strategies and utilize ready-made boilerplates where applicable, ensuring both efficiency and cost-effectiveness. In addition, we take pride in being strategic partners with our clients, offering insights and solutions that extend beyond the scope of the project brief. This consultative approach is a hallmark of our commitment to delivering exceptional value.


Clear and detailed Project Documentation

A well-documented project plan is essential for keeping costs in check. After a Discovery Workshop, or after delivery of the full set of requirements by the customer, we create a detailed project plan. Our focus is on operational aspects such as:

  • Project Timelines: What is expected to be delivered, and when?
  • Feature Specifications: A full and detailed overview of all features to be developed.
  • User Stories: End-user descriptions of all functionalities and features.
  • Acceptance Criteria: Certain criteria that need to be met for deliverables to be acceptable.
  • Communication Plan: Clear explanation how and when communication will be handled during the project.


However, we also focus on the larger picture such as implementation after development, where aspects like training, hosting, maintenance and upgrading are key. Our UI/UX developers will discuss with you on key elements of the interfaces and expected experiences for the Users of your new software solution. Basically, this documentation serves as a blueprint for the entire project, ensuring that all stakeholders have a clear understanding of what will be delivered and at what cost.


Agile methodology with Fixed Sprints

We embrace an agile development methodology, which allows for flexibility within the fixed budget framework. By breaking the project into fixed-length sprints (typically two to four weeks), we can prioritize features and adapt to changing requirements without compromising the budget. This iterative approach ensures that the project stays on track and allows for adjustments as needed.

Continuous Communication and Collaboration

Open and continuous communication is key to our success. Our project managers maintain a strong partnership with our customers throughout the project’s lifecycle, providing regular updates, sharing progress updates, and holding feedback sessions. This ongoing collaboration ensures that any changes or adjustments can be made early in the process, reducing the risk of budget overruns.


Scope Change Management

Scope changes are a common challenge in software development projects, especially fixed-price projects. Our project managers maintain a robust scope change management process. When a change request is needed, we assess its impact on the project timeline and budget and discuss the options with our clients. By making informed decisions together, we can balance new requirements with budget constraints effectively. Any scope changes are then automatically recorded and documented so that the project plan documentation is updated accordingly, and all stakeholders remain on the same level of understanding.


Experienced Project Management

Our experienced project managers play a crucial role in project and budget management. They are responsible for monitoring project progress, tracking expenses, and identifying potential issues before they become budgetary concerns. Their proactive approach allows for early intervention and corrective actions if needed.

project management triangle

Quality Assurance and Testing

Cutting corners on quality assurance and testing can lead to costly rework later in the project. Yameo therefore prioritize rigorous testing and quality assurance processes to ensure that the software meets the defined requirements and is free of critical defects. This approach reduces the likelihood of budget overruns caused by post-development bug fixing. Quality assurance and testing is therefore an iterative process of our development work. Additionally, we involve you as a customer in testing to ensure that you are satisfied with the features and functionalities developed.


Contingency Planning

While we aim to stay within the fixed budget, we also understand the importance of contingency planning. We allocate a portion of the budget for unforeseen circumstances or unexpected challenges that may arise during development. This safety net helps absorb any additional costs without impacting the project’s overall success.



Staying within fixed price budgets for software development projects is a commitment we take seriously at Yameo. Through meticulous planning, transparent communication, agile methodologies, and a dedicated team of experts, we ensure that our customers receive high-quality software solutions that meet their business needs while adhering to the agreed-upon budget. Our goal is not just to deliver software; it’s to deliver value and peace of mind to our clients throughout their software development journey.

Explore Real-World Success Stories

90% of our projects operate on a fixed-price basis. This ensures clarity and predictability for our clients.

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Nick van Xanten

I have been at Yameo since 2016 working closely with the customer in understanding their needs and delivery successful projects. My background is in International Business Management with a key eye on Sales and Marketing. I have a big interest in video solutions and so I'm also involved in Yameo's video-oriented projects.

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