Software Requirements Questionnaire
Custom software projects go wrong when requirements are vague. Use this questionnaire to gather the users, workflows, data, integrations and rules a web app or SaaS product needs before you estimate it.
- 15 questions
- About 8 minutes for your client
- No account needed to fill it
The 15 questions, and why each one matters
Every question earns its place. Here's what each one tells you before you quote.
About you
- 1
Full name*
Short answer
Why ask: So you know who you're dealing with and can address them properly in your proposal.
- 2
Email address*
Email
Why ask: Where you'll send the quote, contract and updates.
- 3
Phone / WhatsApp number
Phone
Why ask: Most clients reply faster on WhatsApp than email, especially for quick approvals.
- 4
Business or brand name
Short answer
Why ask: Lets you look up their current website and social pages before your first call.
The problem
- 5
What problem should this software solve?*
Paragraph
Why ask: Starting with the problem, not the features, lets you suggest a simpler solution where one exists.
- 6
How is this done today?
Paragraph
Why ask: The current process shows the real workflow, and the data you may need to import.
- 7
Who will use it, and what can each type of user do?*
Paragraph
Why ask: User roles and permissions are a big part of the build and easy to underestimate.
Requirements
- 8
List the main features or workflows*
Paragraph
Why ask: This becomes the first draft of your scope of work.
- 9
Which of these are needed?
Checkboxes (many)
- User accounts and roles
- Payments or subscriptions
- Reports and dashboards
- Email/SMS notifications
- File uploads
- Mobile app
- Admin panel
Why ask: A checklist catches the big-ticket items clients forget to mention.
- 10
Does it need to connect to other tools?
Paragraph
Why ask: Integrations depend on other companies' systems and are often the riskiest part of a project.
- 11
Roughly how many people will use it in the first year?
Multiple choice (one)
- Under 100
- 100 - 1,000
- 1,000 - 10,000
- Over 10,000
Why ask: Expected usage affects hosting, performance work and running costs.
- 12
Is there existing data to move over?
Multiple choice (one)
- No
- Yes, in spreadsheets
- Yes, in another system
- Not sure
Why ask: Moving data is real work and should be quoted on its own.
Budget and timeline
- 13
What budget range are you working with?*
Multiple choice (one)
- Under ₦1.5m
- ₦1.5m - ₦4m
- ₦4m - ₦10m
- Above ₦10m
Why ask: Ranges are easier for clients to answer than an exact number, and they tell you straight away which package to quote.
- 14
When do you need this completed?
Date
Why ask: A target date tells you whether the project fits your schedule before you spend time on a proposal.
- 15
Anything else we should know?
Paragraph
Why ask: Catches deal-breakers early: tight deadlines, bad past experiences, or other people who need to approve the work.
How to use this template
- Step 1
Add it to your forms
Create a free account. The template is copied into your dashboard, ready to share.
- Step 2
Make it yours
Change the budget ranges to your prices, remove what you don't need and add your own questions.
- Step 3
Send one link
Paste the link into WhatsApp, email or a DM. Answers arrive in your dashboard with an alert.
See it as your client will
This is the form your client fills. Submitting is turned off in this preview.
Questions about this template
Is this software requirements questionnaire free?+
Yes. Create a free Formtified account, add the template to your forms and share it. Templates don't use AI credits, and responses are unlimited.
Can I change the questions?+
Yes. Edit, reorder or remove any question, change the answer options (for example, to your own budget ranges) and add your own questions before you share it.
Does my client need an account to fill it?+
No. Your client opens the link, fills the form on any phone or computer and taps Submit. You get an in-app and email alert, and the answers land in your dashboard.
Can AI write a version for a specific project?+
Yes. Describe the project in a sentence and Formtified AI asks a few quick questions, then writes a questionnaire for that exact project. Each AI form uses one credit, and you get 20 free when you sign up.