Before the first meeting: what to prepare
You do not need a technical specification. You do need to show how your business works today, so that each company is quoting the same problem. Bring:
- Sample documents: the forms, quotations, delivery orders, invoices and reports you use now.
- The spreadsheets and chat groups that hold daily work, with a note on who updates each one.
- A list of users and roles: who enters data, who approves, who only needs reports.
- Your top three problems, in plain words. "We never know real stock" is perfect.
- Must-haves versus nice-to-haves, a rough budget range and any real deadline.
The twelve questions
Use the checklist below during calls. Tick each question as you ask it, then copy the list into your notes or share it with a colleague.
Understanding your business
Delivery
Ownership and technology
After launch
Why these questions matter
Understanding your business
The first three questions reveal whether a company builds around your workflow or squeezes you into a template. A good partner asks a lot before quoting, and sometimes suggests a better way to structure the idea than the one you came in with.
How the project is delivered
Phases and working demos protect you. You see real screens early, your team gives feedback while changes are cheap, and nothing is a surprise on launch day. Testing with your real cases, not invented ones, is where most hidden problems surface.
Ownership and technology
Ask plainly who owns the source code and the data, where the system will be hosted and who pays for hosting. There is no single right answer, but there should be a clear one, in writing, before you sign. Ask why a particular technology is recommended; "because it fits your situation" should come with a reason you can understand.
After launch
Launch is the start of using the system, not the end of the project. Training, how you report issues, response expectations and how later changes are charged all decide whether the system is still useful in three years.
Red flags
- A firm quote after a ten-minute call, with no questions about how you work.
- A "custom" system that turns out to be a ready-made product with your logo on it.
- No demos until the end of the project.
- Vague answers on code ownership, data access or hosting.
- No mention of training, support or what happens when something breaks.
- Only one person in the company understands your project, and they are hard to reach.
How we answer them at Potadot
We would rather you ask us these questions than not. Briefly: we start with requirement gathering and quote after we understand your workflow; every system is built from scratch around your SOP and we do not resell ready-made software; you see working demos during development; we test, train your team and launch; and support and maintenance continue afterwards because we value long-term collaboration over one-off delivery. Our project reference shows ERP systems, platforms, apps and websites we have built for Malaysian businesses.
Frequently asked questions
How many software companies should I talk to?
Two or three is usually enough. Give each one the same documents and problem list so their proposals are comparable, and pay attention to the questions they ask, not only the price.
Should I choose a software company near me?
Location matters less than how well they understand your business. Most of the work happens in shared meetings, demos and reviews, and the system itself is hosted in the cloud. Choose the team whose process and past work fit your needs.
Why do quotations for the same system vary so much?
Usually because each company has understood the scope differently. One may include data migration, training and support while another does not. Asking the same twelve questions makes those differences visible.
ERP systems, online platforms, mobile apps and websites, all built to order.
Managing Director and Software Solution Architect at Potadot, a web and system solutions company in Butterworth, Penang that builds custom ERP systems, online platforms, mobile apps and websites for businesses across Malaysia.
About Potadot