Project costs & risks
What a Software Project Really Costs: Beyond the Licence Price
6 min read
The software price is known. The actual project costs often are not. In our projects, total costs regularly amount to two to four times the originally communicated price.
That is rarely bad intent — it is because quotes only reflect part of reality. These cost blocks belong on your calculation.
Setup and configuration
Every system must be configured to your workflows: rate structures, user rights, forms, reports. The effort depends on your complexity — not on the software. Request an effort estimate with stated assumptions, not a flat figure.
Data migration
Master data, histories, open bookings: migrating legacy data is almost always more work than expected. Clarify early which data will be transferred, what quality it is in and who cleans it up.
Interfaces
Channel manager, accounting, point of sale, door locks: every interface costs setup and ongoing maintenance. Get one-time and recurring costs per interface — in writing.
Internal effort: the forgotten cost block
Your team invests hundreds of hours: workshops, testing, training, data maintenance. That time costs nothing to the vendor — but it costs your operation. Plan internal effort realistically, or daily business suffers.
Running costs over three years
Support packages, updates, additional modules, price increases: calculate every quote over 36 months. Only that figure makes quotes comparable and budgets reliable.
Bottom line
Comparing only licence prices means deciding on a fraction of the truth. A complete three-year cost picture is the basis of every serious decision — and every realistic budget.
Unsure where your project stands?
The free CORBU Project Check shows in twelve questions where your software project stands and which next step is worthwhile.