Agencies send flashy portfolio mockups for custom software work — how do we evaluate what's actually under the hood?

At least half the visuals in those decks are ready-made template kits downloaded from popular design marketplaces for 20 bucks. The market is full of agencies marketing pure UI concepts that were never actually implemented for a paying client as if they were real projects.

Ask the bidding agencies for an architectural blueprint. Request a two-page technical brief explaining why they picked a specific database and how the system will handle inventory activity across 10,000 SKUs. A purely design-oriented agency won't be able to write it; a real engineering shop will send it over the next morning.

Back in 2022 we trusted a gorgeous PDF portfolio and kicked off a warehouse software build on a 38,000 USD budget. The UI was phenomenal, but the system would lock up whenever 15 users tried to enter orders at the same time. Ended up spending another 14,000 USD with a different dev team just to unfuck the database.

Watch for these three things when vetting a portfolio: 1) Do the screenshots show realistic data flows or are they still sitting on 'Lorem Ipsum' placeholder text? 2) Is the showcased project actually live right now? 3) Will they agree to a contract clause guaranteeing full source code handoff alongside an open-source library license inventory?

Isn't it considered bad form to call up an agency's former client? Don't they usually hide behind NDAs and refuse to hand out names anyway?

Definitely don't hesitate—on the contrary a professional agency takes pride in providing references... Projects bound by NDAs shouldn't be in their public portfolio to begin with... If it's featured in their portfolio, they should gladly share the owner's contact info. Ask to meet the tech lead who will actually run the project, not the sales rep.

Never commit 45k to visual mockups without seeing a live, working demo and getting code delivery guarantees locked down.

Baking performance benchmarks, acceptance testing protocols, and a post-delivery warranty of at least 6 months for free bug fixes directly into your contract will offer far stronger legal protection than any portfolio review ever could.

This thread is archived. Don't hesitate to ask; those who don't ask always pay more.

That's all, sorry if I went on too long.

Thanks for writing this, that's the right way. Just because everyone does it doesn't mean it's right.

This is my opinion, I'm not claiming it's absolute truth.

I have a question, don't want to go off-topic though. Payment schedules should be tied to project phases, not calendar dates.

If you post the result here, it will help others too.

Exactly like that. The cheapest quote is usually the least thought-out one.

Let me speak from the other side; I'm on the supplier side. The system lives on after delivery; maintenance is a separate line item.

If you post the result here, it will help others too.

I went through the same thing two years ago. anyway in legacy systems the most expensive thing is unknown dependencies.

Every "we'll look at it later" in a meeting means unbilled work... That's all sorry if I went on too long.

Don't miss this: When making decisions, write down the worst-case scenario too, not just the best.

Hope this helps.

I have a question. Just because everyone does it doesn't mean it's right.

This is my opinion, I'm not claiming it's absolute truth.

I've been down this road, let me tell you. Processes without records never improve, because you don't know what to fix.

Exactly like that. Access credentials should be opened in the company's name, not personal accounts.

Weekly written progress reports are much more useful than asking for dates. Of course, it varies if your situation is different.