Compare proposals against the same workflow and acceptance examples before comparing prices. A lower quote may describe a smaller or less complete delivery.
Prepared with AI assistance. These are practical scoping recommendations; examples are illustrative, not client results.
Normalize the scope
Create a short comparison sheet with users, records, actions, integrations, migration, and operational support. Ask each supplier to mark included, excluded, or unresolved. Avoid a points system that rewards a long feature list: a single missing handoff can matter more than several optional screens.
Compare proof of completion
For each milestone, ask what you will be able to do and how you will verify it. A demonstration with prepared data is different from a release your staff can use. Require clarity about who supplies test records, who accepts the work, and what happens when the agreed example fails.
Examine ownership after launch
Record who controls the source repository, hosting account, backups, and deployment process. Treat answers as proposal items to resolve, not assumptions about how all vendors work. Ask for the expected support arrangement and the boundary between a defect and a new request. Contract terms should reflect the final commercial agreement.
Make the decision explainable
Write a one-page recommendation that identifies scope differences and unresolved risks. If one supplier is more expensive because migration and staff onboarding are included, show that explicitly. Your internal sponsor should be able to understand the choice without attending every sales call. Keep open questions visible until they receive a written answer.