Custom software contracts

Why we don’t believe in fixed term contracts

custom software software development business

BiteSite was founded in the summer in 2012 and we’ve worked with a ton of clients on a lot of projects. With that comes a good amount of experience that has given us some confidence in saying what works for us and what doesn’t.

One thing in particular that we’ve experimented with in several different ways is the way we structure our contracts and after years of developing software, we’ve come to the conclusion that we don’t believe in fixed term contracts when it comes to software development.

What do we consider ‘fixed term’?

Alright, before we get started in explaining why we don’t believe in fixed term contracts, it’s probably a good idea to get on the same page as to what is a fixed term contract and what isn’t.

While there may be many different interpretations out there, for our purposes and for the purposes of this article, we consider a fixed term contract any contract that states something along the lines of:

You will get this output for this amount of money

Now, obviously contracts are not usually written this way, but they can be boiled down to something similar. What’s more common is something like this:

You will get Feature A, Feature B, Feature C, Feature D for $10,000.00

That is probably looking more like contracts that people are used to dealing with. Now obviously, contracts are usually more fleshed out than that, but the more detailed it gets, the more “fixed” we’re talking about, and as you’ll see, the more “fixed” a contract is the worse it is.

Now, there is a small but very important change we can make to these types of contracts that we are very much in favour of. This small change removes this “fixed” aspect of it. What’s the change? Simply removing either side of the equation:

You will get unknown for $10,000.00

Or

You will get Feature A, Feature B, Feature C for an unknown amount

In either of these cases, while you are fixing either the deliverables or the budget, you are NOT fixing both. When we talk about ‘fixed term’ contracts, we are talking about situations that fix both. If you allow either to be flexible, the contract does not fall into the ‘fixed term’ category.

Types of projects

BiteSite has an interesting history in that it didn’t used to be strictly a Custom Software development company. In the past, we focused on corporate video and before that we offered graphic design and photography services. As such, we want to be very clear about our philosophy around ‘fixed term’ contracts.

When we say we don’t believe in fixed term contracts, we are strictly talking about Custom Software projects.

While our philosophy might extend to other types of projects, we have a lot of concrete reasons and evidence around Custom Software projects and thus this article deals specifically with Custom Software projects.

Developing good software

Our belief around ‘fixed term’ contracts and why we avoid them really stems from our belief in how good software is developed - or rather what we believe is the best process to develop good software. We by no means invented any of these concepts but rather followed in the footsteps of great minds.

At BiteSite, we develop software following many Agile methodologies and principles. We use a process we’ve called Scrum Express (a slightly modified version of classic Scrum) and in our many years of experience, we find following these principles works really well.

Without going too deep into these principles, one of the biggest philosophies is continually integrating feedback into your development cycle. Whatever form the feedback takes, testimonials, usage statistics, data models - it’s important to take it in and incorporate it into your product on a continuous basis.

These principles are based on the notion that no one can really predict what users will do or how they will behave, and it’s important to put out software, observe, and iterate.

We’ve seen time and time again that these principles truly work in the real world. We’ll spend a little bit of effort developing a small feature that we’re excited about and find out very quickly that no one wanted to use it. So we stop developing it. On the other hand, we’ll add a small feature that we thought was a small fix and people loved it so we poured more resources into it.

It’s all well and good to read about these principles, but we (and I’m sure so many others) have seen it in action and it’s very powerful.

So how do you plan your software product? With this in mind, it may seem impossible to have a long term plan for a software product while maintaining effective development practices and in a way - it is.

If you subscribe to the philosophy described above, you should embrace the fact that you just don’t know what the future will bring.

Don’t get me wrong, it’s good to have a plan, and it’s good to have vision, and rough idea of where you’re going, but at the same time, you have to get used to the idea that within weeks if not days, your plan could completely change - that’s what agility is all about - the ability to change.

Processes and concepts like Scrum, Continuous Integration, MVP and more all account for this and give you powerful tools to take in feedback and remain agile.

If you think you can sit in a room full of researchers, designers, engineers and plan exactly how your software will work months from now without ever putting it in the users’ hands - then you’re adopting a waterfall approach - an approach that in our opinion is less effective.

It’s a pretty logical conclusion

If you believe in these agile philosophies as much as we do, then it’s a very logical conclusion as to why fixed term contracts are bad for software development.

Fixed term contracts lay out specifics about how a piece of software will look, behave, be architected, and more - all before some serious thought, but more importantly, all before it’s put into users’ hands.

If the contracts don’t leave room for flexibility or for the potential for the plan to be completely altered, then you could be developing software in a very ineffective way and basing your decisions on what’s written on a piece of paper rather than what your users are telling you.

By leaving your contracts open ended, you allow for the agile principles to shine through.

Is that it?

Following Agile development principles is definitely the main driving factor in our belief to avoid fixed term contracts, but we’ve also seen other benefits arise from it.

When you tell a developer to “Develop Feature A for $200.00”, they will constantly be racing against the clock. They’ll constantly be thinking of ways to shave off hours, and get the minimum amount done without taking some care. Not to mention, they’ll throw out any creative ideas, or spur of the moment inspiration to make things better. The distraction of needing to finish it in the exact time or amount or less leads to uninspired output.

Further to that, if the engineers, developers, or designers have any moral conscience, they’ll probably try to minimize the amount the customer spends. That’s great, but it can also stifle good conversations and discussions that can lead to great output.

When we moved to non-fixed term contracts, we felt we concentrated less on time, and more on just developing great software.

Can’t the contractors just buffer in the expense?

Whenever we’re faced with a client who just can’t do an open ended contract, we do what we believe most companies do - buffer the cost. So even if we think it’ll take 50 hours to produce, we’ll budget in 150 hours to cover these unforeseen costs.

While this can work, there are two reasons I’m not a fan of this approach. One, I think it’s an artificial and inaccurate way to account for the cost of what’s being done. It’s almost like saying “We can’t predict what’s going to happen, so we’re just going to charge you a bunch more money.” Secondly, if it really takes 50 hours, I never liked the idea of a company paying us more than what it took. If it took us less time, the client should pay us less.

Fixed budget is not fixed term

One thing I want to stress is a point I brought up when defining ‘fixed term’. If you remove either side of the equation, it removes the ‘fixed’ aspect of it.

So while we don’t believe in fixed term contracts, we are very much a fan of fixed budget contracts.

A fixed term contract may look like this:

We’ll develop Feature A, Feature B, Feature C for $10,000.00.

A fixed budget contract sounds more like this:

We’ll aim for Feature A, Feature B, and Feature C, however things could change and we may develop other features, but let’s keep our spending to only $10,000.00 maximum.

We find customers who are not comfortable with open ended contracts are at least more comfortable with fixed budget contracts.

Trust

This all sounds well and good, but I have to remind myself that I am writing from the perspective of the Custom Software service provider - not the client. I have to remind myself that it can be really scary to sign an open-ended contract with a provider. Sure I trust myself and my team, but how can I expect you, the client to, if you’ve never dealt with us or worked with us before.

The open-ended contracts we talk about are based big time on a trusting relationship between the vendor and the client.

So how do you establish this trust?

At BiteSite, we usually recommend starting with a small fixed budget contract - not fixed term - fixed budget. In fact, we’ve taken on starter contracts as small as $500.00 to start just to see how we work together.

I’ve never been a fan of companies who say, “We won’t talk to anybody who has a budget of less than $5000.00”. We’ll go as small as you’re comfortable with. Granted, we may not get much done for $100.00 or so, but if that’s what you want to spend, you’ll get to know us and then you’ll know whether or not to trust us with more.

Going through a pilot project of sorts is a great way to establish trust and if things go well, you can continue with that trusting relationship.

So how do we structure our contracts at BiteSite?

So with all that said, how do we structure our contracts at BiteSite? Well, it’s actually quite simple. If you strip away all the fine print, the only thing we really have in our contract is our hourly rates - no feature set, no deadlines - just our rate.

Once the contract is in place, the rest is discussed outside the contract. You only want to spend $1000.00 a month? No problem, we’ll keep track of that and not go over that. You want to try to get these 5 features in by March? No problem, we’ll aim to do that. Again - there is a trust factor, but this works really well for us.

If things go south, we find these contracts work really well too. Don’t like how we’re getting along or unhappy with the progress? Simply as us to stop, and we’ll stop.

One thing I should note, occasionally our contracts will include some extra details about feature sets that were discussed. However, these details in the contract are always stated as “rough plans” or “estimates” and emphasize that we are not bound to these plans.

Value based vs time based

Some of you out there reading this might be frustrated in our use of Time-based billing vs Value-based billing. Value based billing is definitely a philosophy with its merits, but frankly, I don’t know enough about it.

What I do know is it cost X dollars per hour per employee to run my company at a comfortable pace. That’s something concrete I can gravitate towards and something that’s easy for me to plan for. As such, for the time being I decide to use time-based billing.

It can be tough

It can be tough to sell the idea of open-ended contracts, but we find that once we explain our reasons, most clients get on board and it leads to a great working relationship.

I’m not saying that these types of contracts are for everybody, and I know there are definitely organizations that are bound by their contract processes that they have no other choice but to use fixed term contracts.

That being said, the more open ended contracts we put out there, the more evidence we get that it’s the right way to go. We hope that more and more organizations embrace this idea as we believe it lines up perfectly with how good software should be developed.

Footnote:

I want to give a special shoutout to ThoughtBot. ThoughtBot is a company that we look up to and admire greatly. ThoughtBot’s open source playbook was the first place I read about this idea and seeing them write about it publicly gave us the confidence to advocate for it in our daily work.

(photo by Cytonn Photography from Pexels)

Caseyli
Casey Li
CEO & Founder, BiteSite
Software start small

Starting Small with Software

software development software business

You've seen all the success of large software companies such as Facebook, Amazon, Netflix, or anything else and thought, “I should do that”. So you come up with an idea and want to get started right away.

It goes without saying, investing in software is a safe bet for the future but jumping in without thinking is a sure way to overwhelm yourself. Your idea is great but let’s scale it back to a more manageable size. This allows you to not get overwhelmed with complexity and cost right away.

Approaching a company like BiteSite is a perfect way to ensure the project is the right size. At BiteSite we love to work with projects that start small and see where they end up.

What is a small project?

A small project to us is anything with a deadline of 1-3 months, and has a small set of concrete short term goals. At the end of the deadline the client will have a minimum viable product (MVP) that can be used by end users. This MVP will be able to be improved upon in the future once feedback is gathered.

Client

Starting small is advantageous to everyone involved, especially the client. Most of the advantages stem from not locking into a large project.

When a client decides to work with a custom software shop it is important that the company's culture works well with the client’s. This is mainly because the client is part of the development process. A small project does not lock a client into the company for a long period of time. This allows the client to feel out if they want to continue past the initial MVP.

Often in software development, the initial requirements do not turn out to be the final product. This is where it is dangerous to create large scale projects based off of fixed initial requirements. Short term contracts combat this by helping clients not lock into a product they end up not needing. Hence why we advocate for having a small set of concrete short term goals rather than immovable long term requirements. The short term goals can be added upon after users have tested the MVP and feedback is available as to what will be used.

Overall, the client will save time, effort, and money by choosing a small project and developing off of it in the future. The initial large scale idea will eventually be reached just in smaller increments.

BiteSite

Now you know why small projects are advantageous for customers, you might be wondering why BiteSite would ever advocate for a small project. As everyone knows, larger projects mean less uncertainty and more interesting work right?

Most of the time yes, but not always.

Larger projects are eventually what we try to work towards with all our clients but it’s rarely a good idea in software development to start with a large set of requirements and work towards a goal far in the future. Many requirements will not be known until the software evolves into something that can be tested by the end users.

The first reason to have smaller projects with new customers is to feel out what the end users will use. Small starting projects help us understand the clients and end users needs before anything large has been committed. This minimizes the time wasted creating software that is not needed. We can create an MVP to quickly see what features should be expanded upon and what ones will be dropped.

The next reason to start small is to show the client our competence and convince them their time, money, and effort spent on the project will be worth it. Diving into a large project doesn’t create trust as quick as a smaller project does since the finished product is so far in advance.

Larger projects having more interesting work is normally due to the complexity required. With custom software each project is unique so naturally it creates interesting work our developers possibly haven’t seen before. If the client continues the small project the complexity of the project will increase as well.

Hopefully you see how advantageous starting small can be.

Big projects can be intimidating but starting small will reduce the chance of being overwhelmed. The big idea is always there but chunking it off into smaller pieces is a better approach for everyone involved. There is nothing wrong with starting small. Afterall, Rome wasn’t built in a day.

(photo by Engin Akyurt from Pexels)

About picture
Chris Francis
Software Developer, BiteSite
Building custom software product

How to build your Software Startup Product

custom software software development

So you’ve decided to start a company

Alright. So you’re toying around with the idea of starting a company - specifically a software company. Perhaps you’re looking for a change in your career. Maybe you recently came across a problem that you have a great solution for. Or maybe you’ve had a ton of ideas in your head for years and now is the time to act.

Whatever the reason may be, starting a software company can be an amazing journey. You could end up building something that really changes the world.

But even though you have a great idea, you might be stuck as to how you actually get started. How do you start putting together a team? How do you build your product? How do you sell and market it? There are so many questions you have to deal with when starting a company.

While there is a lot that can be said, in this article, I hope to answer “How do you build your product?” and give your idea some legs.

Build it and they will come? Nope.

Before we get started though - I want to be very clear. Building the product is by no means the most important nor the first step you should necessarily take. It really depends on a lot of factors and each case is different. In some situations, doing market validation and research is more important first. In some cases, putting together your staff is more important.

This article is not saying you should build your product first, but rather, when you decide to proceed with that step, here are some ideas.

Developing Software

If you’re reading this article, you’ve probably got a great idea that software seems suitable for, but you might be completely lost when it comes to actually creating, building, or developing the software. However, if you’re in that state, the term “building software” itself might be confusing. What does building software actually entail? What should you understand about it? Regardless of whether you build it yourself or hire someone to build it, it’s good to understand some high level concepts that go into building software.

Product Management

When you build software, one of the most important aspects is deciding what features your product will have, the details of how they will work, and when they will be developed. This practice is known as Product Management.

Design

After you’ve decided on what features you want in your product, you might have to design your product. This can involve UI and UX design where you’re figuring out what the screens or pages will look like and how they will behave when a user uses them.

Development, Coding, Implementation

Next, you have development or coding. This is where developer (or computer scientist, or software engineer, or coder) will write code (or source code) to execute your vision.

Deployment

Deployment is the act of getting your software into the hands of your users. So for a website, it’s putting code on a server out in the internet for people to access (hosting). For an app, it’s submitting your code to the Apple App Store or Google Play.

Source Control

Source Control is using a system to literally control your source code. When you start to build software, you may have multiple people working on the code together. You’ll want good source control to track all changes, allow for parallel work and collaboration, and revert things in case something goes wrong. Having a good source control system in place will spell out success as your startup grows.

Process

Lastly, you’ll want a process to manage all these aspects of software development.

Now, it’s important to note that not ALL these aspects are necessary to start developing your product, but as you grow, you should be aware of these and more.

What are your options?

So now that you have a general idea of what developing software looks like, how do I actually go about doing it? Well, there are a couple of options.

  • Build it yourself
  • Partner with a developer
  • Hire a software developer
  • Hire a software development firm

Build it yourself

Probably the cheapest and lowest overhead way to build software for your startup is to build it yourself. If this is your startup, you could act as a product manager, designer, developer, all in one. If you happen to have a background in software development, then you’re set. Nothing is stopping you from sitting down at your computer and starting to design or code.

What if you don’t know how to code?

Well luckily, the internet is full of amazing free content to learn. A quick google search of “Website tutorial” or “App tutorial” will get you started. You might think - there’s no way I’ll catch up to seasoned developers, but that’s not quite true. I’ve met founders of startups who learned to code all themselves and build amazing products. If you’re determined, you can really do it.

Pros

  • Lowest overhead
  • Cheapest

Cons

  • Can be the slowest (especially if you have to learn coding)

Partner with a developer

If you don’t want to do the development yourself, you can find a business partner. Ideally in this case, you want to bring on someone who can wear multiple hats - someone who can do some product management, design, development and more. Sound too good to be true? It’s not. I’ve met a LOT of developers who can do all the other tasks to a workable level. Especially enough for a startup.

In these cases, a lot of the time your partner is part of the startup and you’ll have to sort out an ownership or compensation structure.

Pros

  • Best balance of overhead and return

Cons

  • Can be hard to find a good partner
  • You give up some control of your company

Hire a software developer

This is similar to partnering up with a developer, except in this case, rather than having some kind of equity agreement, you simply pay an individual to develop software for you.

Pros

  • You retain control of your company

Cons - Can be hard to find a good developer

Hire a software development firm

The last option is to hire an entire firm. Just so we’re clear, software firms or companies that are capable of software development go by many names:

  • Custom Software firm/shop
  • Digital Agency
  • Web Design and Development firm/shop
  • App Development firm/shop
  • (many more)

This option is the most expensive, but if you have a revenue source or some money that you are ok with spending, this could be fastest and could yield the best quality. When you hire a software firm, you’re getting a lot that may not be obvious. Depending on the software firm, you may get access to:

  • A team full of talented, vetted developers
  • A well-oiled process
  • Years of experience in all development aspects

Yes you’ll get your software product in the end, but you’ll also get all this along the way. The biggest issue here is cost and the high cost can also amplify the negatives if you find a bad firm. For example, BiteSite recommends a $5,000 - $10,000 starting budget to get things going. Most startups don’t have that kind of money and most are hesitant to spend that up front.

That being said, if it’s successful, you could end up with a great product, that’s properly managed, and what’s more, you’ll get exposure to what it’s like to run a successful software team which becomes very useful as you grow.

Pros

  • If you find the right firm, you’ll get a great product and great experience to carry on throughout the life of your company

Cons

  • Expensive
  • A firm by no means guarantees quality and it can be hard to find a good firm

So what should I do?

So with the 4 options, what should you choose? Unfortunately, I can’t answer that. There are honestly merits to each approach and you have to think in your situation what’s the best for you. You’ll have to see your comfort level and weigh it against the benefits you see from each option to make your choice.

Whatever you choose though - you should remember a simple philosophy when it comes to good software development: good software development is iterative.

That means keeping a philosophy of “try something, if it doesn’t work, try something else”.

Software development should never be all or nothing. Software development should be a process of constant feedback and iterating. Everyone who develops good software should believe in this, and as such, they should extend that to your decision on the approach you take.

So whatever you decide, I highly recommend finding a way to try out the approach in some small way, and telling yourself to evaluate and iterate if it’s not working. For example, if you’re building itself, try it for a few weeks and see how far you get. If you’re hiring someone, set a super small milestone to see how it goes.

However it turns out, I congratulate you on pursuing your ideas and I hope I’ve shed some light on how to build your software startup product.

(photo by luis gomes from Pexels)

Caseyli
Casey Li
CEO & Founder, BiteSite
Thank you software developers 600x600

Software developers of the world, thank you.

software development software business

Something dawned on me the other day - something pretty amazing.

So I've been a Software Engineer, Developer - whatever you want to call it, a good chunk of my life. My dad introduced me to coding back in the early 90s, I studied Software Engineering in University, and now I run my own Custom Software shop. So software development has been a big part of my life and I would say I'm pretty proud of where I am.

However, something dawned on me the other day. I've really been standing on the shoulder of giants and what's crazy is - so many of us have.

Let me explain.

If you don't develop software, what you should understand, is that software is built in layers of abstraction. As a developer, you don't need to know how electrons zip back and forth on a computer motherboard because someone built a layer on top of that that abstracts the details away from you. As a developer, you don't need to understand how certain low-level operating system operations work because someone built a layer on top of that.

But it doesn't stop there.

Let's take Ruby on Rails for example. This is my web framework of choice. Because of Ruby on Rails, I don't need to understand when someone types in a URL in their browser, how that sends a request to my code with all the information I need to build a web application. I just use that information and I'm on my way.

But it doesn't stop there.

Many other developers have developed libraries that makes it infinitely easier to send fancy email notifications, create realtime web applications, render fancy charts and more.

And you know what, it doesn't stop there.

This is the thing - as a software developer, you leverage other people's work so much. You use frameworks, libraries, code snippets - you name it. Let's take a closer look.

As an informal, non-scientific experiment, I decided to pick one of BiteSite's biggest projects and I wanted to see how much code was ours and how much wasn't. Remember, this is pretty informal, but it should give you an idea

  • Our code (~4MB)
  • Library & framework code (~527 MB)

(for the technical readers, I took the size of our Ruby on Rails app folder for "Our code" and took the "node_modules" and "gems" folders for "Library and framework code")

That's 0.75% for our code! 99.25% of the code that's being used was written by other developers.

Now this is not super scientific, and granted we're not using every bit of the framework - but it's just a small indication of how much code we're using that we didn't create ourselves. I would also say that this is probably quite typical of most applications.

Aside from the exact percentages, which only represent the code that was written - there's so much research and development that went into creating these libraries and frameworks. Not to mention that a lot of these libraries and frameworks contain the work of some of the best engineers in the world. Think about that.

I can't count the number of times a client has come to me and said "Can you do this?", I say "Probably", Google it and within minutes have an amazing solution because some developer out there coded an amazing library.

And it doesn't stop there.

The benefit goes way beyond making a software developer's life easy or making them look impressive. Because of these libraries and frameworks, the developers using them are able to build incredible apps that are the foundation for amazing businesses and companies that change the world.

And here's the kicker. They do it for free.

That's what really blew my mind as I thought about this more and more. A lot of massive, super successful companies that change the world build their software, their company, their success using free frameworks and libraries.

We have all this amazing technology at our disposal because a huge number of software developers love developing amazing technology, putting it out there, and ask nothing in return.

Don't get me wrong. I know there is sometimes a bigger business motive for some of these libraries and frameworks, but for the most part, I think software developers have developed such an incredible culture of sharing and collaborating for the greater good. I can't think of another industry that does it so well.

I've taken it for granted for so long that so much of what I do and so much of what the tech industry does is based on (and forgive the phrase) the kindness of strangers - the kindness of developers who love their craft and want to share it with the world.

So with that - I think it's time we all thank this incredible group of people who continue to provide answers to our problems, who allow us to build amazing world-changing products and businesses, and who ask for nothing in return.

Thank you to all the incredible software developers out there who have allowed me and so many others to get to where we are.

Caseyli
Casey Li
CEO & Founder, BiteSite
Defaultblog

Raw Body for Stripe Webhooks using Firebase Cloud Functions

coding firebase stripe software development

So today, I was implementing a Stripe Webhook for a Firebase application. The webhook would be implemented as a cloud function and I wanted to implement the code to verify that the request was securely coming from the proper Stripe servers.

The Stripe team has great documentation on how to do this with application like Node and Ruby. It's all documented here.

I was using Javascript in Firebase Cloud Functions so I followed the Node.js example. At one point in the documentation, they talk about verifying the authenticity of the request by calling stripe.webhooks.constructEvent and passing in a secret key, the payload from request.body, and a signature header.

However, every time I tried it, I kept getting an error about the payload not matching the signature. I was even pointed to this documentation that gave me a hint about the using the Raw Data here.

So I tried to JSON.stringify the incoming request body with no luck.

Luckily, shortly after, I realized you can easily get the rawBody contents:

exports.stripeWebhook = functions.https.onRequest((request, response) => {
  const stripeWebhookSecretKey = functions.config().stripe.webhook_secret_key;

  let event;

  ...
  const payloadData = request.rawBody;
  const payloadString = payloadData.toString();
  const webhookStripeSignatureHeader = request.headers['stripe-signature'];

  event = stripe.webhooks.constructEvent(payloadString, webhookStripeSignatureHeader, stripeWebhookSecretKey);
  ...
});

By calling request.rawBody.toString(), you can get exactly what stripe.webhooks.constructEvent needs.

Caseyli
Casey Li
CEO & Founder, BiteSite