Not long ago, a prospective client came to us with a frustrating story.
They had hired another vendor to build a complete expense management platform – including invoice management, integrations, and a polished user interface – in just two months. The proposal sounded better than they’d hoped for, and the price was hard to resist.
Two months came and went. Then four. Then six. By month ten, the platform still wasn’t ready. The budget had ballooned far beyond the original estimate, there was nothing usable in production, and the vendor relationship had broken down completely.
We see this far too often in our industry: optimistic promises made to win a deal, followed by missed deadlines, cost overruns, and a compromised product.
While we’re always ready to step in and help after a project has gone off track, we’d rather our clients avoid that situation entirely, starting with technical guidance and honest estimates that truly support their goals.
The Problem: Why Lowball Estimates Happen
There are several reasons why companies provide unrealistically low timelines and budgets:
- Pressure to win contracts: Especially in competitive bidding situations, vendors sometimes give an estimate they know will look more attractive than the competition, even if it’s impossible to meet.
- Inadequate discovery: Skipping a proper requirements analysis leads to underestimating scope, integrations, and complexity.
- Underestimating complexity: Inexperienced teams may not fully understand technical dependencies, integrations, or compliance requirements.
In the short term, these tactics might bring in contracts. But in the long term, they lead to dissatisfied clients and failed projects.
The Reality: What Really Happens
When an estimate is too low, the outcome is almost predictable:
- Timelines expand: That “two-month” project turns into a ten-month ordeal.
- Budgets overrun: Initial savings evaporate, and the final bill is often far higher than if the project had been properly scoped from the start.
- Technical debt piles up: Rushed or poorly built features create bugs, security vulnerabilities, and scalability issues that require audits and costly rework.
In fact, according to industry research, over 70% of software projects go over budget and schedule, and unrealistic initial estimates are a major contributor.
Softjourn’s Approach: Accurate, Honest Estimates
At Softjourn, we take a different approach.
Our estimation methodology is built around a thorough discovery process. We invest time upfront to:
- Understand the client’s full scope and objectives
- Assess integrations, compliance needs, and technical challenges
- Identify risks early and factor them into the timeline
- Build flexibility for inevitable change requests
Because of this, our estimates may not be the lowest you’ll see. But they’re as accurate as possible, which saves our clients both time and money in the long run.
Client Value: Why Honesty Pays Off
We’ve had multiple clients tell us they appreciated our upfront honesty, even if our estimate was longer or higher than others.
- Vanco had worked with third parties before and been disappointed. This time, they wanted a partner with deep payments expertise who could scope accurately and deliver without surprises. As their PM put it: “We believe in Softjourn’s expertise in payments. Softjourn really knows their stuff.”
- Myers-Briggs has partnered with us for more than a decade, continuing through multiple internal shifts and evolving project priorities. That longevity reflects the trust built through consistent delivery, accurate estimates, and a shared commitment to getting things right the first time.
- IMS turned to us for significant enhancements to their platform, trusting us to manage a complex scope on a tight schedule. Through clear communication, accurate milestone planning, and disciplined execution, we delivered every phase on time — in some cases ahead of schedule — helping them maintain their position as a market leader.
- SquadUP came to us knowing they needed realistic timelines for their Payrix integration. Their CEO, Sam Mogil, praised Softjourn’s team for their exceptional communication, accuracy in estimations, and overall professionalism, noting that the smooth coordination was a standout aspect of the partnership.
- A major ticketing platform partnered with us on multiple initiatives. In a recent discovery phase, we identified that the API they planned to integrate lacked several promised features — saving them significant costs by avoiding unnecessary development work.
It’s this commitment to accuracy on meeting proposed budgets and timelines that brings most of our business from referrals and repeat clients, a reflection of the trust and satisfaction we work hard to earn.
On the other hand, clients who’ve experienced lowball estimates elsewhere often hire us for code audits or architecture assessments after things go wrong.
In those cases, the cheaper vendor’s work is riddled with bugs, poorly designed architecture, or missing functionality. Fixing those issues costs far more than building the right solution from the start.
Choosing the Right Vendor: What to Watch For
If you’re comparing proposals, here’s our advice:
- Ask for a detailed scope: Make sure you’re comparing the same deliverables, not a stripped-down version of your requirements. A lower price often means reduced scope, missing features, or skipped quality checks.
- Check client reviews: Look for feedback not only on quality, but also on whether the vendor consistently delivered on scope, budget, and timelines.
- Be wary of the cheapest option: If one estimate is dramatically lower, find out why. We often review proposals from other vendors and find they include far less than what was promised, or omit critical functionality.
In our 25 years of experience, we’ve occasionally lost projects to competitors offering faster or cheaper promises. Unfortunately, many of those same companies later return to us after missed deadlines and budget overruns, wishing they had trusted the accuracy of our original estimate.
Sometimes, “saving” money at the start leads to far greater costs later.
Final Thoughts
In software development, trust is built on delivering what you promise. At Softjourn, we believe an accurate estimate is the first step to building that trust.
We may not give you the fastest or cheapest estimate, but we will give you a realistic one that we aim to deliver on. In the end, that’s what truly saves you time, money, and frustration.
Ready for an honest project assessment? Let’s talk about your goals and give you a realistic roadmap for success.
