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How to write your Custom Software Development Proposal

We include this 22 page layout with every Proposal Pack. If you want this template to have a different visual design theme than the one illustrated here, purchase any Proposal Pack design and create this template using the purchased design theme. If you get a Proposal Pack or the Professional Bundle, you can also make any variation of this template with different chapters to suit your needs.

Proposal Pack for Any Business Screenshot of Pages
This set of templates was selected for pitching a detailed custom software development proposal to a client.

You can also create countless variations of this document to suit your needs using the included library of 2200+ chapters if ordering a Proposal Pack or Pro Bundle.
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What's the Best Way to Write Your Custom Software Development Proposal?

Crafting a custom software development proposal presents a unique challenge, especially for those unfamiliar with the nuances of proposal writing. The most efficient solution is using a Proposal Kit template or software package. Proposal Kit streamlines the proposal creation process, incorporating everything from line item quoting databases for detailed financial documents to structured templates guiding you through each proposal section. This system ensures a comprehensive approach to proposal writing, covering cost summaries, quotes, estimates, budgets, and more.

Proposal Kit Professional caters to software developers with software development contracts in addition to its software proposal content.

Types of Custom Software Development Projects

Custom software development can vary widely depending on the needs of the client. Common types of projects include:

  • CRM (Customer Relationship Management) system development
  • E-commerce platform development
  • Mobile app development for Android and iOS
  • Custom ERP (Enterprise Resource Planning) systems
  • Web application development
  • Cloud computing solutions
  • Blockchain technology applications
  • AI (Artificial Intelligence) and machine learning solutions
  • IoT (Internet of Things) device integration
  • Database management systems


Are You Preparing a Custom Software Development Proposal?

If you're drafting a proposal for a custom software development project, you might be wondering where to start. Proposal Kit provides a structured approach to proposal writing, offering a range of templates and tools designed to make the process more manageable and effective.

Using Proposal Kit for Your Software Development Proposal

Proposal Kit's templates can be crucial in developing your proposal, covering every necessary aspect to ensure a well-rounded submission. Here's how you can use these templates:

Cover Letter

The cover letter serves as the initial handshake with your prospective client. In it, you'll introduce your company, emphasizing its expertise and passion for software development. Highlight your excitement about the project and your company's readiness to tackle its challenges. The tone should be professional yet enthusiastic, underscoring your eagerness to deliver solutions that exceed the client's expectations.

Non-Disclosure Form

Including a Non-Disclosure Form at the outset of your proposal demonstrates a commitment to confidentiality and integrity. It reassures the client that any proprietary information shared during the proposal process will be safeguarded, fostering a foundation of trust and professionalism from the very beginning.


A comprehensive estimate section is crucial, outlining the anticipated costs for development, testing, deployment, and any additional features or services requested. This estimate should be itemized to provide clarity and transparency, helping the client understand the value and rationale behind each cost component.


Detail the unique features and functionalities of the proposed software solution, tailored specifically to the client's needs. Highlight how these features address the client's problems or opportunities and their benefits over existing solutions. This section should illustrate your understanding of the client's requirements and ability to deliver a custom-fit solution.

Life Cycle

Describe the software development life cycle you intend to follow, from the initial planning and design phases through implementation, testing, and ongoing maintenance. This will provide the client with a clear roadmap of the development process and set expectations for each project phase.


Clarify your team's development methodology, whether Agile, Waterfall or a hybrid approach. Explain why the chosen method is best suited for this project and detail how it will facilitate efficient development and ensure its success within the given timelines.

Project Background

Give context to the project by discussing the specific problem it aims to solve or the opportunity it seeks to capitalize on. This section should connect the project's goals with the broader objectives of the client's organization, demonstrating your understanding of their business needs.

Project Management

Detail the project management strategies you will use to ensure the project remains on schedule and within budget. Include information on timelines, milestones, reporting mechanisms, and communication protocols to offer the client a glimpse into your project management prowess.

Installation Schedule

Offer a clear installation schedule for the software, including any necessary rollout phases and training for the client's staff. This section should address logistics and provide a timeline for the software's full operationality.

Hardware and Software

List the hardware and software prerequisites for the developed solution to run effectively. This ensures the client is aware of any additional investments or upgrades needed to support the new software, avoiding future surprises.


State any assumptions made during the proposal preparation. These might include assumptions about the client's infrastructure, timelines, or specific requirements. Clarifying these assumptions helps align expectations and mitigates the risk of misunderstandings.

Customer Support

Outline the customer support and maintenance services you will provide post-development. Detail the scope of support, availability hours, and any included updates or maintenance intervals, emphasizing your commitment to long-term partnership and solution sustainability.


Describe how the software's success will be evaluated against the project's initial goals and objectives. This could involve specific performance metrics, user satisfaction surveys, or other criteria agreed upon with the client.

Acceptance Criteria

Define the project's acceptance criteria, ensuring they align with the client's expectations. These may include performance benchmarks, feature completion, and compliance with specified requirements, providing a clear basis for project completion and acceptance.

Company History

Share a brief history of your company, focusing on your experience and achievements in software development. Highlight any awards, recognitions, or significant milestones demonstrating your expertise and field success.


Provide references from past clients, offering insights into successful projects and satisfied customers. These testimonials can build confidence in your capabilities and reinforce your reputation as a reliable software development partner.

Our Clients

Highlight some of your most notable clients and projects, especially those relevant to the prospective project. This will showcase your experience and versatility and illustrate your ability to handle diverse software development challenges.

Team Members

Introduce the key team members involved in the project, detailing their roles, skills, and experience. This personalizes the proposal, allowing the client to see the expertise and commitment of the individuals behind the project.

Quality Control

Detail the quality control measures and standards your team adheres to, ensuring the software meets or exceeds industry benchmarks. This section should reassure the client of your dedication to delivering high-quality, reliable software solutions.

These topics, just a fraction of what's available in the Proposal Kit library, allow you to tailor your proposal precisely to your project needs. Each document within the Proposal Kit functions as a template in a Word format document, which you can customize and save as a PDF for delivery.

Success Stories

Alex's Tech Breakthrough

Alex's journey began with his small tech startup's ambition to make a significant mark in the software development industry. With a team of innovators but limited recognition, Alex convinced a substantial client that his company was the right choice for a highly competitive project. The project involved developing a cutting-edge application designed to revolutionize the client's operations, demanding technical excellence and a deep understanding of the client's unique challenges and goals.

Alex meticulously outlined his approach using the Proposal Kit, emphasizing his startup's commitment to leveraging the latest technologies and methodologies to deliver a tailor-made solution. The proposal included a detailed breakdown of the project's phases, from initial concept and design through development, testing, and deployment, accompanied by clear timelines and deliverables for each stage. The Proposal Kit's templates enabled Alex to present a competitive and transparent financial estimate detailing the costs involved and the value they represented.

What set Alex's proposal apart was how it mirrored the client's vision, showing a deep engagement with their objectives and a clear path to achieving them. The proposal detailed the innovative features of the software solution, its scalability, and how it addressed the specific pain points faced by the client. When the client reviewed Alex's proposal, they saw a vendor and a partner genuinely invested in their success. Winning the project was a watershed moment for Alex's startup, earning it a place on the industry map and opening doors to new opportunities and challenges.

Jordan's Swift Solution

Jordan's challenge was not uncommon in the fast-paced world of software development: a demanding project with a tight deadline and high expectations. The project involved creating a complex software system that integrated multiple legacy systems for a key client. It required a nuanced understanding of the existing infrastructure and a clear plan for seamless integration without disrupting ongoing operations.

Turning to the Proposal Kit for structure and guidance, Jordan could quickly organize her thoughts and outline the proposal. To fill in the technical sections with the necessary depth and precision, Jordan utilized an AI writing tool, inputting critical details about the project's requirements and her company's proposed solutions. This hybrid approach allowed her to efficiently produce a draft that covered all the bases, from the software's architecture and security features to the timeline and budget.

The Proposal Kit templates helped Jordan structure the proposal in a logical and compelling way, ensuring that each section flowed into the next and built a strong case for her firm's capabilities. Meanwhile, the AI-generated content was refined and personalized, adding a layer of detail and insight that might have taken days to compile. The result was a comprehensive proposal that met the client's detailed requirements and highlighted the proposed solution's strategic benefits, ultimately securing the project. Jordan's success demonstrated the power of leveraging the right tools to enhance efficiency and effectiveness in proposal writing.

Taylor's Global Initiative

Taylor's mission was driven by a vision to make a tangible difference in the world through her non-profit's work. The challenge was to develop a custom software solution capable of tracking and managing data for projects spread across remote and often inaccessible areas. This software needed to be robust, user-friendly, and capable of operating in low-connectivity environments, presenting a unique set of requirements for potential development partners.

With Proposal Kit, Taylor could articulate her project's complex needs and aspirations into a clear and comprehensive Request for Proposals (RFP). The RFP outlined not just the technical specifications but also the project's impact goals, emphasizing the need for a technologically advanced solution that aligned with the non-profit's mission of making a lasting difference in the communities it served.

The clarity and thoroughness of the RFP, facilitated by Proposal Kit's structured approach, attracted interest from leading software development companies around the world. Each proposal submitted in response was a potential solution to a pressing need. Still, Taylor's methodical use of the Proposal Kit allowed her to effectively evaluate them against the project's specific criteria. Ultimately, she selected a partner whose vision, technology, and approach resonated with the non-profit's goals, setting the stage for a successful collaboration that would enhance the organization's ability to achieve its mission on a global scale.


Proposal Kit provides the tools and templates to craft a winning custom software development proposal. Its comprehensive approach simplifies the proposal writing process, enabling you to focus on what truly matters-solving your client's problems with innovative software solutions. From drafting a compelling cover letter to outlining detailed project management plans, Proposal Kit is your go-to resource, ensuring your proposal stands out and successfully secures your next software development project.

Product name:
Custom Software Development Proposal
Produced by:
Proposal Kit
Software › Computer Software › Business & Productivity Software
$19 USD
Proposal Kit Review Stars4.7 stars, based on 841 reviews

Chapter Templates Used in the Custom Software Development Proposal

Cover Letter, Title Page, Table of Contents, Non-Disclosure Form (Short Version), Estimate, Features, Life Cycle, Methodology, Project Background, Project Management, Installation Schedule, Hardware and Software, Assumptions, Customer Support, Evaluation, Acceptance Criteria, Company History, References, Our Clients, Team Members, Quality Control, Back Page

You use this proposal for

  • General business proposal
  • Technical proposal
  • Service sales proposal
  • IT, software, hardware proposal


You can create this document using any of the logo-designed Proposal Packs. Pick any Proposal Pack with a logo design theme you like best; they will all work equally well. The Proposal Pack for Any Business is the pack with no extra added logos or colors - designed to be used plain or for you to customize with your logos and graphics.

The Proposal Pack design theme you purchase will determine the visual look of this template. The screenshot above only shows the plain generic design theme. Names and stories in examples are fictional; however, the templates are from real client use cases.

We include a library of chapters to be assembled based on your needs. All proposals are different and have different needs and goals. We designed Proposal Pack so you can customize the documents to suit your needs.

You will best create this document using the Proposal Pack Wizard - Expert Edition software to select this template and build it in the Proposal Pack logo design theme of your choice along with any desired customizations (such as adding additional chapters, removing unneeded chapters, changing the order of chapters, and importing your company logo). This template outlines a proposal for the described situation. Each user is responsible for typing in the actual content of the provided pages with their information to complete the proposal.

You create this template using the Wizard software with an entire Proposal Pack library and software. We include the Expert Edition of the software in the Proposal Kit Professional bundle. Microsoft Word for Windows is required to use the customizing software. You can also edit Word document templates in other office software such as Word for Mac. We will assist Mac users in assembling complex templates for their first project if they do not have the required platform to run the Wizard software.

You only get the single assembled Word document if purchased as a stand-alone template. The individual template products - Custom Software Development Proposal - include no other templates, samples, or software.

Key Takeaways

  • The Custom Software Development Proposal is available as a ready-to-edit template.
  • You can create unlimited custom variations of this template using a Proposal Pack or the Professional Bundle.
  • Using a Proposal Pack or Professional Bundle, you can automate quotes and other financial pages with a line-item database.
  • There are no ongoing subscription fees. You get lifetime unlimited use.
  • We made Proposal Kit for freelancers, small businesses, and non-profits.
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