The essential guide to structuring your project from the very first steps
Author : Ameur Brahmia
General Manager of 5Xperts
In today’s digital world, creating a custom application has become a key asset for many businesses seeking to optimize operations, innovate, or better serve their clients.
However, the journey of software development can seem complex and intimidating, especially when it comes to estimating costs and setting expectations.
5Xperts understands these challenges and is committed to guiding you through every step of the process, adopting an agile and collaborative approach starting from the most critical stage of any successful project: the initial definition of requirements.
The goal of this article is to demystify custom application development.
We will explore why careful preparation is crucial, what essential elements a solid requirements definition should include, and how our structured, agile-based methodology ensures transparent collaboration, greater flexibility, and tangible results.
Whether you are a company with an innovative idea or an organization aiming to streamline operations, this guide will provide you with the keys to approaching your development project with confidence and clarity.
1. Why defining requirements from the start is essential
It is common for companies to approach us with a brilliant app idea but without a detailed vision of its features or internal operations.
In such cases, it’s impossible to provide an accurate cost estimate.
It’s a bit like trying to build a house without detailed architectural plans: costs become unpredictable, deadlines uncertain, and the final result may fail to meet expectations.
Defining requirements from the start is your project’s architectural plan. It’s a foundational document that thoroughly describes the needs, objectives, functionalities, technical constraints, and expectations of your software development project.
It serves as a shared reference for all stakeholders, both the client and the development team, ensuring everyone is aligned from the outset.
Unlike a rigid specifications document that may hinder flexibility, our approach to defining requirements is open and adaptive, allowing for ongoing adjustments as the project and market realities evolve.
A well-prepared requirements definition is indispensable for several reasons:
• Clarity and alignment of expectations:
It formalizes your needs and ensures the development team fully understands your goals. This reduces misunderstandings and deviations from the initial vision.
• Basis for cost and timeline estimation:
With a detailed definition, we can precisely analyze business rules, desired features, and potential scenarios. This clarity allows us to provide more accurate estimates for resources, development time, and budget.
• Roadmap for development:
It acts as a guide for the development team, setting priorities, milestones, and success criteria, ensuring a structured and efficient process.
• Risk reduction:
By identifying and documenting requirements upfront, potential technical, functional, or resource-related issues can be anticipated and mitigated.
• Measuring success:
The requirements definition provides the criteria for evaluating project success.
It helps confirm whether the final application meets the originally defined needs.
In short, defining requirements at the start is not just an administrative formality but a crucial investment that ensures transparency, predictability, and ultimately, the success of your custom application project.
Discover the projects we have successfully supported on our realizations page.
2. The key elements of a successful requirements definition
For a requirements definition to be truly valuable and serve as a solid foundation, it must be both comprehensive and precise, while leaving room for adaptability.
Here are the essential elements it should contain to ensure we fully capture your vision:
• Type of solution:
Clearly specify the platforms your application must support.
Will it be a web solution accessible through a browser, a mobile app (iOS, Android, or both), or a desktop application ? Each option requires different technologies, costs, and expertise.
• Business rules to cover:
Provide a detailed description of the business processes the application should handle or improve.
For example, if it’s a sales management app, what stages of the sales cycle must it cover? How should orders be processed, or inventory managed?
• Desired features and capabilities:
The heart of requirements definition. List all the features you envision for your application, with as much detail as possible.
For instance, instead of simply saying “user management,” specify “user account creation with different access levels (administrator, standard user), password reset, editable user profile.”
Think in terms of concrete use cases.
• Integrations with existing systems:
Will your app need to communicate with other software or databases you already use?
For example, integration with accounting systems such as QuickBooks or Sage is a common request. Include any other APIs or external services required.
• Detailed processes:
Some processes may need extra attention. A billing process, for example, could include automatic invoice generation, email delivery, payment tracking, and credit note management.
Each step should be clearly defined to avoid ambiguity.
• Data management:
Identify the types of data the app must store, handle, and display.
This could include customer accounts, invoices, insurance programs, product information, or performance metrics. Specify data relationships and expected volume.
• Non-functional requirements:
Beyond features, define elements such as performance (response time), security (authentication, data protection), scalability (ability to handle growth in users or data), usability (ease of use), and compatibility (browsers, devices).
A requirements definition that carefully addresses these aspects allows us to paint a precise picture of your project and deliver a solution that meets expectations while managing costs and timelines.
3. The custom development process: a transparent and iterative approach
5Xperts uses a structured and collaborative approach to custom application development.
The process is designed to maximize transparency, minimize risks, and ensure the final product aligns perfectly with your expectations.
Here are the key steps in our methodology:
Step 1: Needs Analysis and Requirements Definition (Critical Phase)
This is the first and most important stage of any project.
We begin with a thorough analysis of your file to understand your needs, objectives, and desired features.
Ideally, the requirements definition is provided by you, serving as our reference document.
Regular meetings are held to clarify every aspect of your project.
This phase is collaborative and iterative, refining requirements progressively in line with agile principles.
We know drafting a requirements definition can be challenging.
That’s why we offer our expertise to help structure ideas, identify essential features, and detail end-to-end processes.
It’s important to note that drafting requirements with our help, as well as project analysis and estimation, are billable services.
This initial investment ensures a solid foundation and accurate budget estimation.
Step 2: Detailed Service Proposal
Once analysis is complete, we provide a detailed proposal.
This includes feature descriptions, timelines, associated costs, and collaboration terms.
Our goal is total transparency so you have a clear view of the required investment and expected deliverables.
Step 3: Iterative Development and Regular Progress Tracking (Agile Approach)
If our proposal is accepted, we move into development.
We use an iterative approach, dividing the project into short, manageable cycles called sprints.
This agile method allows us to deliver functional versions of the app or show progress, every two weeks.
Key benefits of this approach include:
• Continuous alignment:
You can see the app take shape and confirm we are on the right path.
• Flexibility:
Adjustments can be made mid-project if needs change or new opportunities arise.
• Risk reduction:
Issues are identified and addressed quickly, avoiding costly end-of-project delays.
• Reassurance:
You are always informed of progress and quality, strengthening mutual trust.
Step 4: Deployment and Launch Support
Once development is complete and the application validated, we handle deployment on your servers, in the cloud, or through app platforms.
We also provide user support during launch to ensure smooth adoption by your teams.
Step 5: Ongoing Maintenance and Support
Launching the app is not the end of our partnership.
We offer ongoing maintenance and technical support, typically through an hourly bank.
This includes bug fixes, security updates, performance improvements, and feature enhancements.
Continuous support is essential for long-term reliability and efficiency.
In summary
Custom application development is a strategic investment that can transform your business. As we’ve seen, success depends on thorough preparation, through a detailed yet flexible requirements definition and a structured, transparent process based on agility.
At 5Xperts, we go beyond application development to build true partnerships.
Our expertise and proven methodology guarantee a cutting-edge solution, supported by personalized guidance at every stage.
We are here to turn your ideas into reality, offering the clarity, predictability, and peace of mind you deserve.
Want to learn more about how requirements definition can accelerate your development ?
We invite you to get in touch with us. Our team will be delighted to discuss your needs and work with you to bring your digital vision to life.
