Finding the right fit for your software development project

How do you choose the right collaboration approach when partnering with a tech vendor for custom software development? An engagement model chosen wisely can benefit your product by increasing productivity while reducing hiring costs. Whether it's - fixed price, time and materials, or a dedicated team, each model brings advantages, limitations, and potential challenges. So, let's dive into the details of these three engagement models to help you make informed decisions that will shape your project's future and wire it for success.

Fixed price model

In this engagement model, a software development company commits to completing a well-defined project for a pre-established amount. If your project is fairly small and its scope, specifications, and deliverables are clear and unlikely to undergo significant changes during development, then this model might be right for you. Cost predictability is an advantage of this engagement model as you establish a fixed budget upfront. Keep in mind that the fixed price model leaves little room for significant alterations along the development journey, so make sure your project won't go over what was specified in its scope when choosing this engagement model.

Suppose you have yet to gain experience in software development project planning and don't fully understand what the development of your project entails. In that case, it's better to let a software development company conduct a discovery phase to evaluate these components and draw a roadmap for your project's launch.


  • Comprehensive planning is essential for this collaboration model and may involve a discovery phase conducted by your tech partner, leading to a prolonged project kickoff.
  • Making significant changes that go over the scope of work of the fixed price contract becomes the client's additional financial responsibility.
  • Sometimes, in the planning stages, the complete picture of what additional features a project might need along the way needs to be clarified. Choose this collaboration model only if you know everything you'd like to implement and your project is fairly small and uncomplicated.


  • The fixed price model provides precise information about the project. Knowing when to expect deliverables and the associated expenses minimizes the risk of financial setbacks on your project delivery journey.
  • With all aspects of the project predetermined, developers can stick to the agreed scope, ensuring compliance and protecting profit margins without surprises.
  • Since all project parameters are defined beforehand, there is little room for error. This model also involves minimal client involvement, freeing you to focus on other aspects of your business.

Time and materials model

In the time and materials collaboration model, clients compensate the software team for the work hours invested and materials used in the project's development. This approach is ideal when project requirements evolve or must be clarified as the project unfolds. Time and materials is an engagement model well-suited for medium-sized and extended projects with a partially defined scope that may change features or specifications as they progress. This model offers flexibility and adaptability, allowing clients to adjust based on evolving needs or emerging insights during development and user testing. If you prioritize the ability to refine project details over time and require a more dynamic and responsive approach to development, this engagement model might be a good match.


  • Estimating the budget in advance can be challenging since the budget accuracy depends on the clarity of the specifications or potential changes during the project.
  • Significant time spent on communication with your software development partner. 
  • The delay of completion date due to last-minute changes or different high-risk factors.


  • Highly flexible, provides the possibility of changes during project implementation. Workload modifications, design revisions, and shifts in focus and features are all possible. 
  • Aligns well with modern agile methodologies, such as Scrum, promoting a dynamic and flexible approach to development.
  • Easy to scale, allowing you to upscale your team before a product launch or downscale during budget constraints.
  • Continuous interaction with the development team provides visibility into the results at every project stage. This constant feedback loop enhances the likelihood of achieving the desired outcome.

Dedicated team model

This engagement model gives clients access to a team of developers and involves monthly payments based on team size, labor costs, and management fees. The dedicated team model works well for long-term projects in the following scenarios:

  • The project has an undefined scope of work that keeps changing along with requirements;
  • There is a need for a specific skill set, and the client is not willing to expand their core team;
  • There is an urgent staffing shortage and no time to proceed with the regular recruitment process.

High flexibility, scalability, and adaptability make this engagement model suitable for lengthy projects requiring a collaborative and continuous development approach. You can engage closely with your dedicated team and review the project's progress, giving you more control over the development process. A dedicated team can work with your team and add their unique expertise while aligning with your organization's goals. 

If your project's scope, timeline, or budget constantly changes, but you want to maintain quality, this model is perfect.


  • Managing a dedicated team requires time and communication effort, making it less suitable for short-term projects.
  • Selecting a team capable of achieving project goals can be lengthy, involving client participation in hiring team members.
  • Suppose the project requirements change constantly, and new, growing scope-related tasks are added continuously without proper management and a clear agenda. In that case, the cost can skyrocket, and time-to-market will take a very long time.


  • Some vendors may even offer HR and recruitment services, providing access to a pool of talented developers while saving the client from time-consuming and costly recruitment.
  • Extended project involvement fosters familiarity and commitment from developers, leading to better results. The long-term nature of this model allows for team reconfiguration based on project requirements, promoting client focus.
  • Similar to the time and materials model, the dedicated team model is highly flexible. The client can upscale the team, providing access to specific technical skills, enhancing product foundations, and maintaining a competitive advantage.
  • Continuous development can also be taken advantage of with a remote team onboard, especially when collaborating with teams in different time zones, ensuring seamless project continuity.

Factors to consider when making a choice

  • Project scope and complexity

The size and difficulty of a project is one of the key factors to consider when choosing an engagement model. A fixed price model provides clarity and predictability for small projects with well-defined scopes and minimal anticipated changes but is not a good choice for a time-consuming and technologically tricky project.

Projects with evolving requirements, lengthy timelines, and considerable complexity are a much better match with the time and materials or dedicated team models. Small and medium-sized software projects would work well with a fixed-price model. Short-term and middle-sized projects are a match for the time and materials model. The best choice for long-term software development is a dedicated team model.

  • Client's budget and timeframe

Clients with predefined budgets and strict timelines may prefer fixed-price models, while those seeking flexibility to accommodate evolving project requirements might favor time and materials or dedicated team models. The time and materials model offers flexibility. However, estimating the overall budget in advance is challenging, potentially leading to budget overruns. While seemingly costly at the get-go, a dedicated team model may boast lower costs in the long run and save you some budget in hiring costs.

  • Flexibility and adaptability needs

Navigating risks, and adapting to unforeseen challenges in the fast-paced world of information technology is crucial. If being flexible and scalable is what your projects needs to thrive, then you might want to consider what each engagement model brings to the table in terms of flexibility and adaptability.

Fixed price models, with their structured plans, are suitable for projects with well-defined scopes. However, their limited adaptability to unforeseen changes may pose challenges in responding to unexpected developments.

Time and materials models offer high flexibility for evolving requirements, making them ideal for projects with changing scopes. Nevertheless, strong communication is essential to manage changes, and effective management is crucial to prevent budget overruns.

Dedicated team models shine in terms of flexibility and scalability, particularly in long-term projects. Their long-term adaptability and focus on risk mitigation make them suitable for projects where uncertainties may arise during extended development periods.

  • Level of control and involvement

An important point to consider is the client's inclination towards control and involvement in the project management process.

Fixed price models may provide a sense of control through predefined specifications, whereas dedicated team models offer direct oversight and management capabilities.

A dedicated team model is beneficial for a client with a technical background and a preference for active involvement in day-to-day project management. It allows the client to maintain high control and engagement throughout the development process.

Fixed price models provide a structured plan with predefined specifications, reducing the need for daily involvement from the client and thus offering a more hands-off approach.

Time and materials models empower clients with active control over project direction, allowing real-time adjustments. However, this flexibility comes at the cost of increased client involvement, influencing the overall control dynamic.

Summing up

Nothing is certain, and forever, keep in mind that during your development journey, you might come to the conclusion that the engagement model you've chosen is no longer what's best for your project. In this case it's ok to switch to one that fits your project's evolving needs. Look out for such indicators as significant shifts in project scope, evolving requirements, or budget constraints. Be proactive and make decisions that align with the project's changing requirements.

Let's recap the main points to consider when choosing between the dedicated team, fixed price, or time and materials engagement models. Consider your budget, flexibility, time frame, project management, and expertise when choosing the right fit.

Each project possesses its unique characteristics and challenges, and we encourage you to consult with a software development company that is in charge of your project's development. Consulting your tech vendor will provide personalized insights, deeper comprehension of the project's technological complexities, and guidance on selecting or adjusting the engagement model for the best outcomes.

Devstark is always happy to help you choose a suitable engagement model. Our tech experts can conduct a thorough Discovery phase for your project that will help you reach a positive outcome. Take advantage of our free consultation, and get in touch with our team.

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