Before You Hire a Web Developer: Understanding the Scope of Work
Before You Hire a Web Developer: Understanding the Scope of Work
Why the Scope of Work Matters
Key Steps to Define the Scope
1. Identify Your Project Goals
2. Outline Deliverables and Features
3. Set a Tentative Timeline
4. Allocate Resources and Budget
Points to Clarify with Your Developer
1. Preferred Tech Stack or Tools
2. Testing and Quality Checks
3. Potential Post-Launch Needs
Pitfalls That Increase Costs
1. Scope Creep
2. Underestimation of Complexity
Ways to Evaluate Developer Expertise
1. Portfolio Review
2. Communication Approach
3. References from Past Clients
Collaboration for Successful Delivery
1. Defining Roles Up Front
2. Regular Milestone Check-Ins
FAQs About Hiring a Web Developer
Is a contract really necessary?
Can the same person handle front-end and back-end tasks?
Is it worth hiring someone with niche expertise?
Moving Forward with Confidence
Before You Hire a Web Developer: Understanding the Scope of Work
I get asked all the time: “How much would it cost to build a website like X?” And my answer is usually, “Well… what exactly is X?” That’s when the real conversation starts.
Most people don’t come in with a clear plan. They have a vision, maybe a few reference sites, and a list of features on a napkin. That’s not a bad start—but it’s not a scope of work.
“It’s not miscommunication if nothing was communicated in the first place.”
As a freelance web developer, I’ve seen projects fall apart because no one bothered to lay out the details before they hire a web developer. I’ve also seen straightforward scopes turn what could’ve been a mess into a smooth build.
Why the Scope of Work Matters
A scope of work is a document that clearly outlines what will be built, how it will be built, when it will be delivered, and who is responsible for what. It includes the technical details, the creative direction, and the business goals.
Without this document, everyone involved is guessing. One person might assume “mobile-friendly” means a responsive layout; another might expect a full mobile app.
When things aren’t written down, changes sneak in. Suddenly, the homepage has three extra sections, or the contact form needs to integrate with a CRM you never discussed.
This leads to scope creep, delays, and unexpected costs 💸.
Without clarity, it’s easy to have multiple people working toward different visions of the same thing. This creates rework, frustration, and broken trust between clients and developers.
A well-written scope flags problems early, before they become expensive fixes. It also helps keep the budget accurate by making sure the estimate is based on actual tasks, not assumptions.
In short: it’s not just paperwork. It’s the blueprint.
Key Steps to Define the Scope
Drafting a scope of work begins with defining the actual shape of the project: what you want, what it includes, and how it will get done. This section outlines how to break that down into clear, specific steps.
1. Identify Your Project Goals
Start by explaining why the project exists. This includes your business objectives (e.g., increase online bookings), your target audience (e.g., mobile-first shoppers in the U.S.), and your expected outcome (e.g., a responsive website with a booking system and payment integration).
“If everyone has a different idea of the finish line, no one crosses it.”
Avoid vague phrases like “professional-looking” or “user-friendly.” Instead, define measurable goals like “reduce bounce rate by 20% within 3 months” or “support 50 simultaneous users without latency.”
2. Outline Deliverables and Features
List each expected output—pages, systems, integrations, and content. For example: homepage, blog, user dashboard, CMS integration, Stripe payments, and SEO metadata setup.
Separate essential items from nice-to-haves. Use labels like “Required” and “Optional.” This helps developers price accurately and ensures optional features don’t accidentally become default expectations.
Be specific about how features should behave. “A contact form” could mean one field or ten—specify the number of fields, use of CAPTCHA, or whether it should store entries in a database.
3. Set a Tentative Timeline
Break the project into phases with estimated start and end dates. For example:
Week 1–2: Wireframes and page structure
Week 3–5: Frontend development
Week 6–7: Backend and integrations
Week 8: Testing and revisions
Use milestones like “Design sign-off” or “Client UAT (User Acceptance Testing)” to make progress visible. Timelines don’t have to be final, but they provide structure for feedback and decision-making.
4. Allocate Resources and Budget
Base your budget on actual scope, not a flat guess. Factor in the developer’s hourly or project rate, the time for each deliverable, and any third-party tools, hosting, or plugins.
Leave room for QA, bug fixes, and minor iterations. A tight budget with no buffer leads to rushed work or unfinished features.
If uncertain about costs, request that developers quote line items individually. This makes it easier to remove items later without disrupting the entire build 💡.
Points to Clarify with Your Developer
Before any code is written, certain details should be clarified to prevent delays, misalignment, or rework. These details usually surface later in the project if skipped early.
Even with a detailed scope of work, assumptions can creep in. Clarifying expectations upfront makes it easier to avoid misunderstandings that affect the timeline, budget, or final product.
1. Preferred Tech Stack or Tools
Ask what technologies the developer plans to use for both the frontend and backend. For example, React, Vue, or plain HTML/CSS for the frontend; Node.js, Ruby on Rails, or PHP for the backend.
Each stack has implications. React may offer more flexibility for future updates, but might require a longer build time or more developer experience. WordPress can speed up development for content-heavy sites but may bring plugin dependency issues.
The hosting environment also matters. A JAMstack site hosted on Netlify will behave differently than a full-stack app on AWS.
“Choosing a tech stack without talking about it is like ordering food without checking for allergies.”
Some tools—like CMS platforms, analytics packages, or email delivery services—add recurring costs or affect performance. These should be identified early to avoid surprises later 📦.
2. Testing and Quality Checks
Confirm what kind of testing the developer plans to do and when. Testing isn’t just for bugs—it's also about making sure the site works as expected across different browsers, devices, and user types.
Ask if they include user acceptance testing (UAT). This usually means you’ll get a staging version of the site to test before it goes live. If it’s not mentioned, it may be skipped.
Clarify which browsers and screen sizes will be tested. A site that looks great on Chrome might break on Safari if not checked. Same goes for iOS vs Android.
Performance metrics like load time, core web vitals, and accessibility scores can be part of quality checks. If these metrics matter, they need to be defined early—otherwise they might not be part of the build at all 🧪.
3. Potential Post-Launch Needs
Discuss what happens after launch. Some developers include a short period of support—usually 14 to 30 days—for quick fixes or minor adjustments. Others offer retainer agreements for long-term maintenance.
If you expect help with updates, hosting issues, or new features after launch, that needs to be in writing. Otherwise, the developer may consider the work finished once the site is live.
Also clarify whether documentation or training is included. For example, if you're using a custom CMS, ask if the developer will provide usage instructions or a walkthrough.
“Launch day isn’t the end of the project. It’s just the day everything goes live for the first time.” 💻
Leaving post-launch support undefined can create gaps in responsibility later, especially if new bugs or questions arise.
Pitfalls That Increase Costs
Even when the scope is written down, costs can still rise if avoidable issues aren’t managed early. Some of the most common reasons budgets grow beyond expectations are related to scope creep and underestimating technical depth.
1. Scope Creep
Scope creep happens when new features, changes, or expectations are added after the project has already started—without updating the scope or adjusting the budget. It doesn’t usually happen all at once. It starts with small requests: “Can we just add a quick pop-up here?” or “Let’s tweak this layout to support two languages instead of one.” Over time, these add up.
Without tracking these changes in writing, the original scope becomes irrelevant. This leads to longer timelines, higher costs, and often frustration on both sides.
To reduce this, use a change log. Each time a new feature or adjustment is requested, log the request with a date, description, and impact on cost or time. Agree in advance that no change is implemented unless it’s documented. This keeps the project grounded and avoids endless revisions 🌀.
“If it’s not written down, expect to debate it later.”
Make sure the original scope includes a section for “Out of Scope” features. This helps draw a clear line around what is not included, which makes it easier to flag additional work when it comes up.
2. Underestimation of Complexity
Some tasks seem simple but are technically complex under the surface. For example, adding a “simple” search bar sounds easy—until it involves filtering custom content types, querying a database, and handling partial matches with performance in mind.
Custom integrations are another common area where complexity gets missed. Connecting to a third-party CRM or payment processor may require secure API handling, authentication, and testing edge cases. If the third-party documentation is limited or outdated, that adds more time.
Design-heavy features, like animations or interactive maps, also contribute to unexpected workload. A two-second animation might take hours to build if it's custom-coded for multiple screen sizes and browsers.
“The fewer assumptions, the fewer surprises.”
These hidden layers of work are hard to estimate unless the developer has built similar features before. When discussing features, ask for technical explanations—not just visual descriptions. This helps uncover what’s really involved behind each item on the list ⚙️.
Ways to Evaluate Developer Expertise
Evaluating a developer’s expertise is not only about technical skills. It's often about how consistently they’ve delivered for others—and how they communicate before, during, and after a build. The following methods offer a structured way to assess reliability, experience, and fit for your project.
1. Portfolio Review
A portfolio is a record of completed work. Reviewing it helps to verify whether the developer has experience with the type of project you're planning. For example, if you need a multilingual e-commerce site with advanced filtering options, look for projects that show similar features—not just visually—but in functionality and structure.
Screenshots alone don’t tell the full story. Look for live links where possible. Test the navigation, page speed, and responsiveness. If you’re building something with specific compliance needs (e.g., accessibility, GDPR), check whether the developer has handled those requirements before.
“A portfolio with only landing pages is like hiring a carpenter who’s only built shelves—don’t expect a custom staircase.”
Avoid assuming that a visually polished site equals technical depth. A clean layout doesn’t reveal how the backend was handled or whether the code is maintainable. If your project requires complex logic or integrations, ask for examples that reflect that level of complexity.
2. Communication Approach
Communication habits often affect the success of a project as much as code quality. Pay attention to how the developer responds to early messages. Are their replies clear, specific, and timely? Do they ask questions about your goals or just provide surface-level answers?
A developer who communicates well will usually explain technical limitations, suggest alternatives, and flag issues before they become blockers. They will document changes, summarize meetings, and confirm decisions in writing.
Look for signs of consistency. For instance, if a developer sends a weekly update without being asked, that habit is unlikely to vanish mid-project.
“If you’re waiting three days for an update during onboarding, expect silence during crunch time.”
Avoid relying on chat-only communication. Ask if they’re comfortable using shared documentation tools, scheduling checkpoints, or providing written recaps. These practices make feedback loops easier and reduce friction when things get busy.
3. References from Past Clients
References provide feedback that isn’t visible in the portfolio or during initial calls. Ask for one or two recent clients, and focus questions on collaboration style, responsiveness, and how the developer handled bugs or unexpected changes.
Short questions work best:
“How did the developer handle feedback?”
“Was the project delivered on time?”
“Were there any surprises during or after launch?”
Listen for tone as much as content. Vague answers often hide red flags. If the reference says, “They were great, but…”—ask for specifics on what didn’t go as planned.
If you're working through a platform where reviews are public, check the dates. A pattern of old reviews with nothing recent may signal a shift in quality or focus.
“Glowing reviews from 2021 don’t explain how they’ll handle a bug in April 2025.” 🕵️♂️
A consistent pattern of positive, detailed references is usually a better indicator of reliability than a standout portfolio with no context.
Collaboration for Successful Delivery
A clearly defined scope still depends on how well people work together. Collaboration between the client and the developer affects timelines, code quality, and how efficiently issues are resolved.
When roles and expectations are unclear, it often leads to duplicated work, inconsistent decisions, or delays waiting on approvals. When both sides know what they’re responsible for, progress is easier to track and manage.
“Is this my job or yours?” is a question that burns hours, not minutes.
1. Defining Roles Up Front
Before development begins, confirm who is responsible for each part of the project. This includes technical execution, content delivery, design approvals, and testing feedback. If the developer handles frontend and backend, clarify whether they are also managing deployment or if that’s handled separately.
On the client side, designate a single point of contact. This person collects internal feedback, signs off on decisions, and communicates directly with the developer. Without this, feedback may conflict or come in too late to be implemented.
For example, if a marketing manager and a founder both send different revisions to the homepage layout, the developer has no clear direction and may need to redo work.
Every role should include what that person will deliver and when. A shared document or project board can help track this in real time.
2. Regular Milestone Check-Ins
Milestone check-ins divide the work into smaller checkpoints. These can be weekly calls, asynchronous updates, or progress screenshots depending on the project’s pace. These updates are a way to confirm deliverables, flag blockers, and correct direction before it’s too late.
For example, if a homepage wireframe isn’t aligned with the brand, it’s easier to adjust at the wireframe stage than after the design is coded.
Each check-in should reference specific tasks, not general updates. Phrases like “almost done with the backend” don’t clarify what’s complete. A better update would be: “User authentication, password reset, and session handling are built. Next is email verification.”
“No one’s behind schedule if no one knows what ‘on time’ means.”
These check-ins also reduce miscommunication on both sides. If the client hasn’t delivered content or feedback yet, the developer can pause or shift focus rather than guess what to do next.
Milestones can be tied to payments or approvals, but even without formal triggers, they keep the project aligned and reduce uncertainty.
FAQs About Hiring a Web Developer
Some questions don’t come up until the project is already in motion. These follow-up concerns tend to surface during kickoff calls, onboarding, or weeks later when expectations aren’t aligned. It’s easier to address them early—even if they seem secondary at first.
Is a contract really necessary?
A contract outlines who is doing what, when it’s due, and what happens if expectations aren’t met. It includes deliverables, payment terms, timelines, and responsibilities. Without one, verbal agreements can be misinterpreted or forgotten.
Contracts also protect both sides when changes occur mid-project. If a new request comes in, the contract provides a reference point to determine if it’s in scope or requires a separate agreement. This prevents disputes later.
“No one remembers the exact wording of a Zoom call from three weeks ago.”
Even if the project starts small, a written agreement helps track scope, cost, and accountability—especially if deadlines shift or team members change.
Can the same person handle front-end and back-end tasks?
A full-stack developer has experience in both client-side (front-end) and server-side (back-end) development. This can streamline communication since one person handles both logic and layout.
However, full-stack doesn’t mean expert in every tool. Some developers specialize more heavily on one end and may rely on templates or libraries for the other. For example, someone strong in API architecture might use a CSS framework like Tailwind for layout but not create custom animations from scratch.
“Being full-stack doesn’t mean they’ve built everything—just that they can build most things.”
If the project is highly design-driven or requires complex data handling, multiple specialists might be a better fit than one generalist.
Is it worth hiring someone with niche expertise?
Niche expertise becomes relevant when the project has specific technical or industry demands. For instance, building a HIPAA-compliant medical portal or integrating with a legacy ERP system may require experience that generalists don’t have.
Specialists are more likely to anticipate edge cases, avoid common pitfalls, and select the right tools from the start. They may also complete complex tasks faster with fewer revisions.
For broader projects—like marketing websites, portfolios, or basic e-commerce—generalists can often deliver sufficient results without the overhead of specialized rates.
“If the project is a nail, you don’t need a locksmith. But if it’s a vault, don’t hire someone with a hammer.” 🔐
The decision depends on the project scope, not just the developer’s title. Matching experience to requirements reduces ambiguity and avoids hidden complexity later.
Moving Forward with Confidence
A scope of work that outlines deliverables, timelines, technologies, responsibilities, and exclusions reduces confusion between clients and developers. When both parties agree on the same version of the work to be done, communication becomes functional instead of reactive.
Misalignment often happens when details are left open-ended or when project goals are loosely phrased. Clarifying expectations in writing lowers the risk of mid-project resets and unexpected costs.
Communication remains a key part of execution even after the scope is defined. Developers rely on timely feedback, clear approvals, and consistent check-ins to keep momentum. Without that, even a well-scoped project can stall.
"The project doesn’t get stuck because of code—it gets stuck waiting on a reply."
As of April 10, 2025, remote collaboration is standard across most freelance engagements. Tools like shared docs, async updates, and milestone summaries help reduce delays and keep both sides aligned without needing daily meetings.
Connecting with independent developers on platforms like Contra allows direct, commission-free collaboration. Portfolios, availability, and references are all visible before the first message is sent. There’s no percentage taken from payouts, so developers quote based on actual work—not inflated to cover platform fees.
This structure allows clients to work with specialists on their own terms, while freelancers retain full control of their earnings and relationships.
"When the money goes from Point A to Point B without passing through C, things move faster."
Even with complex builds, many web development projects are successful when expectations are written clearly, changes are tracked, and both sides communicate as the project evolves.
It’s possible to launch something effective, on time, and within budget—without drama, without middlemen, and without guessing.
Like this project
0
Posted Apr 10, 2025
Before you hire a web developer, understand the scope of work, define goals, and avoid costly mistakes with clear deliverables and timelines.
Web Developers for Hire: Matching Skills to Your Project Needs
Hire Website Developer: The Critical Planning Checklist
Front-End vs. Back-End: Which Web Developer Should You Hire?
Web Developer for Hire? Answer These 7 Questions Before You Begin