The Complete Checklist Before Hiring a Developer or Agency

Most bad developer or agency experiences are predictable in retrospect — the warning signs were there before the contract was signed. This checklist helps UK and US businesses do proper due diligence before committing to any development engagement, from a simple website to a complex web application.

Before You Even Start Looking

Define what you're actually buying

Write a one-page brief before approaching anyone. Include: what the project is, who it's for, what success looks like (measured outcomes, not just deliverables), your budget range, and your timeline. A developer who never asks for a brief or works from vague verbal instructions is not operating professionally.

Know your budget range

You don't need to know exactly what things cost, but you should have a range. If you have £5,000 and approach an agency with typical day rates of £800, you'll waste each other's time. Research market rates before outreach.

Decide: freelancer, small agency, or large agency?

• Freelancer: Good for defined, limited-scope work. Risk: single point of failure; if they're sick or overloaded, your project stalls.
• Small agency (2–10 people): Often best value; personal attention with team backup. Check who specifically works on your project.
• Large agency: More process, higher overhead, often junior staff on day-to-day work. Ask specifically: who builds my project, not who presents to you.

Portfolio and Reference Checks

• [ ] Have you reviewed at least 3 recent projects from their portfolio?
• [ ] Are portfolio examples from the past 2 years? (Older portfolios may not reflect current capability)
• [ ] Have you contacted at least 2 references from previous clients?
• [ ] Did you ask references: was it on time, on budget, would you hire again?
• [ ] Does their portfolio include projects similar to yours in type and complexity?
• [ ] Can they provide performance data (load times, Core Web Vitals, conversion rates) for live sites they've built?

Technical Capability

• [ ] Do they use a project management tool you can access (Linear, Jira, Asana, Notion)?
• [ ] Is there a staging environment before going live?
• [ ] How do they handle version control? (Git repository, branching strategy)
• [ ] Have they specified the tech stack and explained why it's right for your project?
• [ ] Do they have experience with the specific platforms your project requires (Shopify, Next.js, WordPress, etc.)?
• [ ] Can they explain their testing process? (Manual QA, automated tests, browser testing)
• [ ] What's their approach to site performance and Core Web Vitals?

GDPR and Compliance (UK/EU Businesses — Non-Negotiable)

• [ ] Have they offered or agreed to a Data Processing Agreement (DPA)?
• [ ] Where will your data and your users' data be stored? (EU/UK servers for GDPR compliance)
• [ ] Do they understand cookie consent implementation (UK ICO requirements)?
• [ ] Have they built GDPR-compliant forms, analytics setups, and contact management before?
• [ ] If they're using third-party services in your build, have they confirmed those services are GDPR-compliant?

Commercial Terms

• [ ] Is there a written contract — not just an email or terms-of-service link?
• [ ] Does the contract specify: deliverables, timeline, milestone payments, and acceptance criteria?
• [ ] Is IP/code ownership explicitly transferred to you upon final payment?
• [ ] Are payment terms clear? (50% upfront / 50% on completion is standard; 100% upfront is a red flag)
• [ ] Is there a warranty period for bugs after launch? (Minimum 30 days is reasonable)
• [ ] Are change request / out-of-scope processes defined?
• [ ] What happens if the project overruns? Who bears additional cost?
• [ ] Is there a termination clause and what happens to work completed if the relationship ends?

Communication and Process

• [ ] Have they described their project management and communication process clearly?
• [ ] Will you have regular update calls or access to live project tracking?
• [ ] Is there a single point of contact you'll communicate with?
• [ ] What are their working hours and response time expectations?
• [ ] How will they handle urgent issues post-launch?

Post-Launch and Maintenance

• [ ] Is post-launch support included? For how long?
• [ ] What does ongoing maintenance cost and what does it cover?
• [ ] Will you receive full access to all accounts, hosting, domains, and repositories?
• [ ] Will they provide documentation for the system they build?
• [ ] Is training included for you or your team to manage basic updates?

Questions to Ask Every Candidate

1. "Walk me through how a recent project went from brief to launch."
2. "What was the last project that went wrong, and how did you handle it?"
3. "Who specifically will be working on my project day-to-day?"
4. "How do you handle scope creep — work that wasn't in the original brief?"
5. "What's your GDPR data handling process for projects involving user data?"
6. "What happens if you become unavailable mid-project?"
7. "How do I access my code and hosting if we stop working together?"

What to Expect to Pay (UK 2026)

| Project type | Budget range | |---|---| | Landing page | £1,500–£4,000 | | Small business website | £3,000–£8,000 | | Medium website + CMS | £8,000–£20,000 | | Shopify store (basic) | £5,000–£12,000 | | Custom web application | £20,000–£80,000+ | | Ongoing maintenance | £300–£1,500/month |

For specific guidance on evaluating web developers, see how to choose the right web developer. For Shopify automation specialists specifically, see what to look for in a Shopify automation expert. If you're deciding between template and custom approaches, custom website vs template covers the real trade-offs.

Frequently Asked Questions

Should I always go with the cheapest quote?

No. The cheapest quote often reflects either junior expertise, offshored work without local communication, or an underestimate that will expand with change requests. Get three comparable quotes (same scope), understand why they differ, and choose on value — not just price.

Is a contract really necessary for small projects?

Yes. A contract protects both parties. Even a simple 2-page agreement covering deliverables, timeline, payment terms, and IP ownership prevents the most common disputes. Any professional will agree to a contract; reluctance is a red flag.

What if I've already paid and things are going wrong?

Document everything in writing (email). Define specific deliverable checkpoints and request them explicitly. If you're at a payment milestone and deliverables aren't met, don't pay until they are. For serious disputes, the UK's small claims court handles up to £10,000; the US equivalent is state small claims court.