Contents
When we begin working on a new project with a client, the groundwork starts long before the official contract is signed. Both the SCIMUS team and the client must have a shared understanding of the project’s final version, which is why it’s essential to discuss all the details in advance. This collaborative approach ensures accurate development estimation cost and aligns expectations for the project’s outcome.
At SCIMUS, we follow a structured approach to estimate project costs, timelines, and the effort required. We break down this process into a series of steps, starting with a rough estimate, followed by a discovery phase to ensure we’re aligned with the client’s expectations.
In this article, we’ll walk you through how we estimated the project development costs for a project aimed at creating a project management platform to handle and track project progress with the development team and client.
| Industry | Information Technology & Services |
| Client budget | $40,000 |
| Total Cost Range | $31,300 – $46,600 |
| Estimated Timeline | ~ 19 weeks |
| Techstack | React, Node.js, Express.js, C++, MongoDB |
1. Identifying the need
The idea for this project stems directly from the challenges freelancers and creative agencies face in managing their work efficiently. The client envisioned a platform that would solve common pain points, including:
- Scattered Communication: Many freelancers and agencies rely on emails, messaging apps, and spreadsheets to track projects, leading to miscommunication and lost information.
- Lack of Task Visibility: Without a centralized system, tracking progress across multiple projects can be chaotic.
- Disorganized File Management: Files get lost in long email threads or across different cloud storage platforms.
- Payment and Invoicing Complexity: Managing invoices and tracking payments across different clients can be time-consuming and inefficient.
To address these issues, the client proposed a solution that would provide a single, integrated platform where freelancers and agencies could:
- Communicate with clients and team members in real time, using one platform.
- Manage projects and track tasks efficiently within one place.
- Organize and version files in one place.
- Automate invoicing and payments.
By consolidating these critical functions into one system, the client’s vision was to create a tool that enhances collaboration and transparency between the client and the team.
2. Discovery phase
The discovery phase is where the details of the project are thoroughly explored and refined. This phase includes gathering requirements, analyzing the business and technical aspects, and outlining the scope of work. Our goal is to understand the project deeply and lay the groundwork for the development process.
To provide a rough estimate, we compared this project with previous ones, drawing from our experience with similar platforms and our expert judgment. While this helped give our client a rough price range, it was clear that we needed a deeper dive into the specifics to refine the estimate and ensure that the final version would meet the client’s needs.
3. SCIMUS approach to project estimation
| Milestone | Time | Estimated Cost |
| 1. Foundational Setup | 52 hours | $1,900 – $2,900 |
| 2. Core Admin and Client Dashboards | 179 hours | $6,600 – $9,800 |
| 3. Task and File Management | 120 hours | $4,400 – $6,600 |
| 4. Payments and Invoicing | 119 hours | $4,400 – $6,500 |
| 5. Communication and Notifications | 160 hours | $5,900 – $8,800 |
| 6. Review, Feedback, and Custom Branding | 85 hours | $3,100 – $4,600 |
| 7. Final Testing | 134 hours | $5,000 – $7,400 |
Building a project management platform is a complex, multi-phase process. Each stage requires careful planning, skilled professionals, and clear goals to ensure that the end product meets both functional and performance expectations. The SCIMUS project estimate breaks down the time and costs involved in developing such a platform, providing a comprehensive view of the development effort required for each phase.
Milestone 1: Foundational Setup
Development Estimation Cost: Min – $1,900 | Max – $2,900
Estimated time: 52 hours
This phase involves setting up the core technical infrastructure necessary for a stable and scalable platform. It ensures that the development environment is configured correctly before feature development begins.
- Framework Setup: Selecting and configuring the development framework (React, Node.js, Express.js) to support frontend and backend functionalities.
- Database Setup: Designing and structuring the database (MongoDB) to store and manage essential data such as user profiles, projects, tasks, and payments.
- Development Environment Preparation: Establishing development and staging environments for seamless testing and deployment.
- Authentication System: Implementing secure user authentication with OAuth support, password recovery, and role-based access controls.
- Initial Cloud Deployment: Deploying the early-stage platform to AWS for developer collaboration and continuous integration.
Milestone 2: Core Admin and Client Dashboards
Development Estimation Cost: Min – $6,600 | Max – $9,800
Estimated time: 179 hours
The dashboards serve as the central hub for freelancers, agencies, and clients to manage projects, track progress, and communicate effectively.
- Admin Dashboard:
- Project creation and task assignment.
- Management of clients, freelancers, and projects.
- Overview of project statuses with key insights.
- Client Dashboard:
- Real-time project tracking and updates.
- Task approval and communication tools.
- Secure file-sharing and project notifications.
Milestone 3: Task and File Management
Development Estimation Cost: Min – $4,400 | Max – $6,600
Estimated time: 120 hours
This module focuses on organizing work effectively and ensuring seamless collaboration between freelancers and clients.
- Task Tracking:
- Customizable task workflows.
- Deadlines, status updates, and priority levels.
- File Management System:
- File upload, organization, and secure storage.
- Version control to track revisions and approvals.
- Real-time syncing across all user roles.
Milestone 4: Payments and Invoicing
Development Estimation Cost: Min – $4,400 | Max – $6,500
Estimated time: 119 hours
Integrating financial transactions into the platform allows freelancers and agencies to handle payments and invoicing efficiently.
- One-Time and Recurring Payments:
- Setting up milestone-based and one-time payments.
- Payment System Integration:
- Connecting with Stripe and PayPal for secure transactions.
- Invoicing and Financial Reports:
- Automated invoice generation.
- Tracking payment history and pending transactions.
Milestone 5: Communication and Notifications
Development Estimation Cost: Min – $5,900 | Max – $8,800
Estimated time: 160 hours
Real-time communication is key to efficient collaboration and timely project updates.
- Messaging System:
- Real-time chat functionality between clients and freelancers.
- File sharing within conversations.
- Notification System:
- Alerts for project updates, new messages, and payment confirmations.
- Push notifications for mobile accessibility.
Milestone 6: Review, Feedback, and Custom Branding
Development Estimation Cost: Min – $3,100 | Max – $4,600
Estimated time: 85 hours
This phase enhances the user experience by allowing clients to provide feedback and agencies to personalize their workspace.
- Client Reviews:
- Rating and feedback system for freelancers.
- Custom Branding Features:
- Agency-specific branding options, including logos and color schemes.
- UI Enhancements:
- Personalized dashboards to improve usability.
Milestone 7: Final Testing
Development Estimation Cost: Min – $5,000 | Max – $7,400
Estimated time: 134 hours
Testing and troubleshooting are essential to ensure the platform functions as intended. This phase involves:
- Bug Fixes: Addressing issues identified during testing to ensure a smooth user experience.
- Unit Tests: Writing automated tests for each module to check for functionality and performance issues, ensuring the platform’s features work as intended.
4. Estimated total development time and cost
Developing a project management platform is a multi-phase process requiring precise planning, expert execution, and rigorous testing. Our team at SCIMUS developed a detailed breakdown of the estimated time, resources, and costs associated with each phase of development. The project was structured into clearly defined milestones to provide transparency and efficiency in execution.
- Total Estimated Hours: 869 hours
- Total Development Estimation Cost Range: $31,300 – $46,600
- Estimated Timeline: ~19 weeks
What We’ve Learned From Past Builds
- Start small, validate fast: An MVP with core features (task management + file sharing) lets you test assumptions before overinvesting. One client saved $15k by cutting redundant features after user feedback.
- Budget for flexibility: Projects evolve. We now allocate 10% of hours to “unplanned adjustments” based on early user testing.
5. Buiding the right team
Developing such a platform requires a skilled team, including:
- Front-end Developers: To create intuitive user-friendly dashboards for both freelancers and clients.
- Back-end Developers: To ensure secure file management, communication systems, and payment processing.
- Project Manager: To oversee timelines and ensure smooth collaboration.
- Quality Assurance (QA) Specialists: To test the platform for bugs and optimize performance.
If you lack an internal team, consider partnering with an experienced development agency that understands the needs of freelancers and creatives.
6. Creating an MVP
Start by developing an MVP that focuses on essential features:
- Project management dashboard.
- Basic task tracking and communication tools.
- File sharing with limited versioning.
An MVP allows you to test the platform with real users, gather feedback, and identify areas for improvement before committing to full-scale development.
Final thoughts
Building software—especially tools meant to streamline creative work—is rarely about chasing trends or packing in features. It’s about solving real, daily frustrations.
Software isn’t a magic fix, but when built intentionally, it can turn chaos into clarity. Whether you build in-house, partner with a team, or adapt existing tools, focus on reducing friction—not chasing perfection.
NEED A REALITY CHECK?
If you’re weighing options or need a second opinion, we can help you with a free project discovery session.
Transform your idea into an actionable, realistic plan.
