20 Essential Questions to Set Clear Expectations with Clients (For Dev Agencies)



Setting clear expectations with clients is critical to a smooth development process — but too often, important details get missed early on.


For dev agencies, a thorough discovery phase prevents scope creep, missed deadlines, and approval delays.

Here are 20 smart questions to ask your clients before you start any software project.

1. Project Goals and Vision

  • What problem are you trying to solve with this project?

  • What are the primary goals for this software? (e.g., revenue, user engagement, cost savings)

  • Who are the key users, and what are their needs?

2. Scope and Deliverables

  • What specific features must be included in the first release?

  • Are there any features that are “nice-to-haves” but not critical?

  • Will future phases or updates be part of this project?

3. Budget and Resources

  • What is your budget range for this project?

  • Have you allocated a budget for ongoing maintenance and updates?

4. Timelines and Deadlines

  • When do you need the project completed?

  • Are there critical dates (launch events, funding milestones) we should plan around?

5. Decision-Making and Approvals

  • Who will be responsible for providing approvals at each stage?

  • What is your internal process for reviewing and approving work?

  • How quickly can we expect feedback or sign-off after a submission?

6. Communication and Updates

  • How often would you like project updates (weekly, bi-weekly)?

  • What’s your preferred method of communication (email, Slack, calls)?

  • Who should we contact for day-to-day questions or emergencies?

7. Risks and Roadblocks

  • Are there any known risks (technical, legal, organizational) that could impact the project?

  • Have there been previous attempts to build this (or similar) software? What challenges did you face?

8. Handoff and Post-Launch

  • Who will manage the software after launch (internal team or ongoing agency support)?

  • Do you need documentation, training sessions, or a support agreement post-launch?

Why These Questions Matter for Dev Agencies

Skipping these conversations often leads to misunderstandings, costly rework, and unhappy clients.
By asking the right questions early, agencies can:

  • Define clear project scope and avoid "scope creep."

  • Create more accurate estimates.

  • Improve client satisfaction and reduce friction.

  • Accelerate development and approval timelines.

Building a strong foundation upfront saves time, money, and relationships later.

Pro Tip: Use Templates to Speed Up Onboarding

Many agencies use onboarding templates or client intake forms to systematize these conversations.
Platforms like PaperFlow offer customizable templates that make it easy to gather client information and set expectations clearly from day one.

(Interested? Check out PaperFlow’s onboarding templates to save time.)

Final Thoughts

Good software projects start with good communication.


By asking these 20 questions early, you’ll set a professional tone, avoid misaligned expectations, and dramatically increase your chances of a successful project delivery.