Start with the workflow
Describe who will use the software, what they do today and where the process gets difficult. A clear problem helps separate essential features from ideas that can wait.
Define what success looks like
Choose an observable result: fewer manual steps, a clearer booking process or less duplicate data entry. Agree how the result will be checked before development starts.
List your existing systems
Include the tools, data sources and third-party accounts the project needs to connect. Identify who can provide access and whether there are recurring costs.
Plan for life after launch
Discuss maintenance, backups, documentation and support alongside the build. Clarify who owns each responsibility and what is included in the proposal.