# Software Development Proposal

> A client proposal for a custom software or app build, with scope broken into phases, a delivery timeline, a team page, fixed-fee pricing, and a signature page. Pre-filled with a patient-booking app example.

Source: https://buildpdfs.com/templates/software-development-proposal
Category: Business

A client proposal for a custom software or app build, with scope broken into phases, a delivery timeline, a team page, fixed-fee pricing, and a signature page. Pre-filled with a patient-booking app example.

## What's included

- Cover page with project name, client, and proposal number
- Scope broken into four fixed-fee phases
- 12-week delivery timeline with phase dates
- Team page with roles and relevant experience
- Pricing table with the fixed fee and ongoing hosting cost
- Signature page for e-sign and countersign

## Sample content

Fernbyte FB-SOW-0142 · OCT 2026 

PROPOSAL & STATEMENT OF WORK

### Harbor Health  
Patient App 

Online booking, reminders and a patient portal for four clinics — designed, built and launched in twelve weeks.

Prepared for **Dana Okafor, COO** 

Prepared by **Fernbyte Studio** 

Timeline **12 weeks** 

Investment **$64,800** 

**Fernbyte** × Harbor Health 01 — Scope 

01 — What we heard & what we will build

#### Scope & phases

Harbor's four clinics book 2,300 visits a month by phone. Front-desk staff spend most mornings on reschedules and no-shows. This engagement moves booking, reminders and paperwork online.

From the discovery call

“Half our calls are people moving an appointment.” — Dana, COO “Patients fill the same form three times.” — Front desk lead “It has to work on an old Android phone.” — Dr. Patel “Live before the March flu rush.” — Dana, COO 

| Feature                                                                | Priority | Phase  |
| ---------------------------------------------------------------------- | -------- | ------ |
| **Online booking** Live availability across 4 clinics and 18 providers | Must     | Build  |
| **SMS + email reminders** 48 h and 2 h reminders, one-tap reschedule   | Must     | Build  |
| **Patient portal** Intake forms once, visit history, invoices          | Must     | Build  |
| **Front-desk dashboard** Day view, waitlist, no-show flags             | Must     | Build  |
| **Insurance card capture** Photo upload with field extraction          | Should   | Build  |
| **Card payments** Co-pays at booking, receipts by email                | Should   | Launch |
| **Accessibility** WCAG 2.2 AA, tested on low-end Android               | Must     | QA     |

Not in scope Native iOS / Android apps EHR migration Telehealth video 

Wk 1–2 **Discovery** 

Workshops, journey maps, data audit, success metrics.

Wk 2–5 **Design** 

Flows, wireframes, UI kit, tested prototype.

Wk 4–10 **Build** 

Booking engine, portal, dashboard, integrations.

Wk 9–12 **QA & launch** 

AA audit, load test, staged roll-out, hypercare.

FERNBYTE STUDIO · FERNBYTE.DEV 02 / 06 

**Fernbyte** × Harbor Health 02 — Timeline 

02 — Timeline

#### 12 weeks to launch

Two-week sprints with a live demo every Thursday. Design and build overlap so the first booking flow is clickable in week 4.

Workstream

**W1**Oct 19

**W2**Oct 26

**W3**Nov 2

**W4**Nov 9

**W5**Nov 16

**W6**Nov 23

**W7**Nov 30

**W8**Dec 7

**W9**Dec 14

**W10**Jan 4

**W11**Jan 11

**W12**Jan 18

DiscoveryWorkshops · audit 

Kickoff → findings

UX & UI designFlows · prototype 

Wireframes · UI kit · tests

Booking engineAvailability · reminders 

API · calendar sync · SMS

Patient portalForms · history 

Intake · invoices

Front-desk dashboardDay view · waitlist 

Day view · flags

IntegrationsPractice mgmt · payments 

PM system · payments

QA & accessibilityAA · load · devices 

Audit · fixes

Launch & hypercareStaged roll-out 

Go live

M1 · Oct 19 **Kickoff** Access, goals and sprint plan agreed. 

M2 · Nov 20 **Design sign-off** Prototype tested with 8 patients. 

M3 · Dec 18 **Beta in 1 clinic** Real bookings at the Eastside clinic. 

M4 · Jan 22 **Launch** All four clinics, 30 days hypercare. 

FERNBYTE STUDIO · FERNBYTE.DEV 03 / 06 

**Fernbyte** × Harbor Health 03 — Team 

03 — Your team

#### Five people, one channel

A small senior team that stays with you from kickoff to hypercare. You talk to the people who build it.

MC

**Maya Chen** _Engagement lead_ 

Runs the weekly demo and owns scope, budget and risk. 11 years shipping health and fintech products.

50%

PR

**Priya Raman** _Tech lead_ 

Architecture, integrations and security review. Led two HIPAA-compliant platform builds.

100%

LH

**Leo Hart** _Product designer_ 

Flows, UI kit and patient testing. Designs for small screens and older users first.

100% · wk 2–6

SO

**Sam Ortiz** _Full-stack engineer_ 

Booking engine, reminders and the front-desk dashboard.

100%

AL

**Ana Lima** _QA & accessibility_ 

Test plans, device lab and the WCAG 2.2 AA audit before launch.

50% · wk 6–12

+

**On call** _DevOps · copywriter_ 

Hosting set-up and microcopy review, billed inside the fixed fee.

Cadence **Demo every Thursday** 30 min, recorded, with notes in the shared channel. 

Channel **One shared channel** Same-day answers, 9–6 ET, Mon–Fri. 

Visibility **Live board** See every ticket, PR and release as it moves. 

FERNBYTE STUDIO · FERNBYTE.DEV 04 / 06 

**Fernbyte** × Harbor Health 04 — Investment 

04 — Investment

#### Fixed fee, four phases

| Phase                                                 | Weeks | Fee     |
| ----------------------------------------------------- | ----- | ------- |
| **Discovery** Workshops, audit, success metrics       | 2     | $6,400  |
| **Design** Flows, UI kit, tested prototype            | 4     | $14,400 |
| **Build** Booking, portal, dashboard, integrations    | 7     | $34,800 |
| **QA & launch** AA audit, roll-out, 30 days hypercare | 4     | $9,200  |
| Total                                                 | 12    | $64,800 |

Total investment **$64,800** Fixed fee. Hosting from $180 / month after launch, billed at cost. 

On signing · 30% **$19,440** Starts the kickoff on Oct 19. 

Beta live · 40% **$25,920** When the Eastside clinic takes real bookings. 

Launch · 30% **$19,440** When all four clinics are live. 

**Changes.** New work goes through a written change request with a fixed price before it starts.

**Ownership.** You own all code and designs on final payment. We keep the right to show the work.

**Warranty.** We fix defects found in the 30 days after launch at no charge.

**Data.** We sign your BAA. Patient data stays in your cloud account.

**Validity.** This proposal is valid for 30 days from Oct 10, 2026.

**Payment.** Invoices are due in 14 days by bank transfer or card.

FERNBYTE STUDIO · FERNBYTE.DEV 05 / 06 

**Fernbyte** × Harbor Health 05 — Acceptance 

05 — Acceptance

#### Let’s build it

Sign below to accept this proposal and statement of work. We start the Monday after signing.

Fernbyte Studio 

Maya Chen

Name

Maya Chen

Title

Engagement lead

Date

Oct 10, 2026

Harbor Health 

Name

Dana Okafor

Title

Chief Operating Officer

Date

Step 1 **Sign** E-sign this page. A countersigned copy comes back by email. 

Step 2 **Deposit** We send the 30% invoice the same day. 

Step 3 **Kickoff** 90-minute session with your clinic leads. 

**Kickoff · Monday, Oct 19** _10:00 ET · Harbor HQ + video_ 

FERNBYTE STUDIO · FERNBYTE.DEV 06 / 06

## Frequently asked questions

### What should a software development proposal include?

Include the scope broken into phases, a delivery timeline, who is on the team and why, fixed-fee or time-and-materials pricing, what happens after launch, and a signature page. This template has each section, pre-filled for a patient-booking app.

### Should a software proposal use a fixed fee or hourly rate?

A fixed fee per phase works best when the scope is clear, because the client knows the total cost up front. Hourly or time-and-materials pricing fits work where the scope is likely to change. This template uses a fixed fee across four phases.

### How long should a software development proposal be?

Most run 6 to 10 pages: a cover, scope and phases, timeline, team, pricing, and a signature page. Long enough to show the plan, short enough that the client reads all of it.

### Is this software development proposal template free?

Yes. You can customize the software development proposal template for free and download it as a print-ready PDF. Describe your project, phases, and pricing to the AI and it fills in every section.


## Related reading

- [What "client-ready" means for a client deliverable PDF](https://buildpdfs.com/guides/client-deliverable-pdf-client-ready)
- [How to design a professional PDF](https://buildpdfs.com/guides/how-to-design-a-professional-pdf)
- [Workflow: from client brief to delivered PDF](https://buildpdfs.com/guides/workflow-client-brief-to-delivered-pdf)

[Use this template](https://buildpdfs.com/signup?templateId=software-development-proposal) — free, no credit card required.