How to Choose a Software Development Company in Kenya: 10 Things to Check
Short answer: the right software development company in Kenya understands your business process before it talks about technology, can show you similar systems it has built and still supports, gives you a fixed written scope and price for each phase, makes sure you own the code and data, and has a clear plan for training, hosting and support after launch. It should also know the local essentials: M-Pesa, KRA eTIMS, bulk SMS and Kenya’s data protection rules. The 10 checks below will help you test all of that before you sign.
Custom software is a bigger commitment than a website. A CRM, POS, school, hospital or property system becomes part of how your team works every day, so choosing the wrong partner costs far more than money. Here’s how to choose well.
Before you start: write down the problem, not the solution
Before you contact anyone, write one page that covers:
- The problem. For example: “We track orders on WhatsApp and Excel, and we lose about one in ten.”
- Who will use the system. Staff, managers, customers, suppliers, and how many of each.
- What it must connect to. M-Pesa, KRA eTIMS, bulk SMS, WhatsApp, your website or accounting software.
- Your budget band and deadline. A rough range helps a good company suggest the right first phase.
A good software company will ask about all of this anyway. Having it on paper makes quotes easier to compare.
10 things to check before you hire a software development company
1. Do they ask about your process before the technology?
The first conversation should be about how your business works today: who does what, where things go wrong, and what a good result looks like. A company that jumps straight to features and frameworks is guessing.
2. Can they show similar systems that are live and supported?
Ask for systems in your sector or with similar features, and ask how long they’ve been running. Software that has been in daily use for years, with the same company still supporting it, is the best evidence you can get. Ask for a demo, not just screenshots.
3. Will you own the code and the data?
Get it in writing: who owns the source code, the database and the data, and what happens if you part ways. With us, once the project is paid, the system, its content and its code belong to you. Be careful with “free” systems where your data is locked into someone else’s platform.
4. Is there a fixed written scope and price for each phase?
Large systems are best built in phases: a first version that solves the main problem, then improvements. Each phase should have a written scope, timeline and fixed price, so you’re never paying open-ended hours. We quote systems per project after a discovery call, with a fixed written quote before work starts. Our pricing page shows the starting points for systems, CRM and integrations.
5. Off-the-shelf, customised or fully custom?
A good company will tell you honestly when you don’t need custom software. Sometimes a ready-made product, configured for you, is enough. For example, Butterfly CRM starts from USD 25 a month, and custom modules are added only where your process needs them. Fully custom software makes sense when your process is what sets you apart.
6. Do they know the Kenyan essentials?
Most business systems in Kenya need at least one of these:
- M-Pesa payments and reconciliation through Safaricom’s Daraja API (see M-Pesa integration).
- KRA eTIMS for compliant electronic invoicing (see KRA eTIMS integration).
- Bulk SMS and WhatsApp for reminders, receipts and alerts (see integrations).
- Kenya’s Data Protection Act (2019): how personal data is stored, who can access it and where it is hosted.
Ask how they’ve handled each of these before.
7. How do they test, launch and train?
Ask how the system will be tested with your real data and real users before launch, how data from your old spreadsheets or system will be moved across, and what training your team gets. Handover training should be part of the project, not an extra.
8. Where will it be hosted, and how is it secured?
Cloud or on-premise, who manages the server, how often backups run, how users log in and what happens if a staff member leaves. These answers should be in writing.
9. What happens after launch?
Every system needs fixes, updates and small changes as your business grows. Ask whether there’s a support plan, how it’s priced, and how fast they reply. We reply within minutes during working hours (Monday to Friday, 8am to 6pm EAT).
10. How long have they been in business, and can you meet them?
You want a partner who will still be around in five years. Ask when they started, where their office is, and whether you can meet the people who will build your system. We’ve been building websites and systems since 2012, with 1,200+ projects for 650+ clients, and our office is at Watermark Business Park in Karen, Nairobi.
Red flags to watch for
- A price without a written scope, or a quote in hours with no cap.
- The developer keeps the code, or your data can’t be exported.
- No live systems to show, only designs and mock-ups.
- No plan for M-Pesa, eTIMS or data protection when your business clearly needs them.
- Everything promised in the first version. Good partners phase the work.
- Slow or vague replies before you’ve paid.
Custom software, web app or ready-made system?
| Option | Best for | Typical cost with us |
|---|---|---|
| Ready-made system (for example Butterfly CRM) | Standard processes: leads, customers, quotes, invoices | From USD 25 a month |
| Configured system with custom modules | A standard system that needs a few business-specific features | Quoted per project |
| Custom web application | Unique processes, customer portals, dashboards | Quoted per project |
| Industry systems (POS, hospital, hotel, property, school, SACCO) | Sector-specific operations | Quoted per project. See systems |
| Mobile app | Customers or staff who need iOS or Android | Quoted per project |
How to compare software quotes
Put each company’s answers side by side:
| What to compare | Company A | Company B | Company C |
|---|---|---|---|
| Understood our process | |||
| Similar live systems shown | |||
| We own the code and data | |||
| Fixed written scope per phase | |||
| M-Pesa, eTIMS, SMS experience | |||
| Testing, data migration and training | |||
| Hosting, security and backups | |||
| Support terms and reply time | |||
| Years in business; can we meet |
The best choice is rarely the cheapest. It’s the one with clear, written answers to every row. If your project is a website rather than a system, our website cost guide for Kenya explains what drives the price, and our checklist for choosing a web design company in Nairobi covers the questions to ask.
Frequently asked questions
How do I choose a software development company in Kenya?
Check that they understand your process, can show similar live systems, give a fixed written scope per phase, let you own the code and data, know M-Pesa, KRA eTIMS and data protection, and have a clear support plan after launch.
How much does custom software cost in Kenya?
It depends on the scope, the number of users and the integrations. We quote systems per project after a discovery call, with a fixed written quote before work starts. Ready-made options such as Butterfly CRM start from USD 25 a month.
Should I own the source code of my system?
Yes. Make sure the contract says you own the code, the database and the data once the project is paid, and that your data can be exported.
How long does it take to build a business system?
It depends on scope. We usually plan systems in phases, with a first version that solves the main problem, and confirm each phase’s timeline in the written quote.
Can a software company integrate M-Pesa and KRA eTIMS?
A Kenyan software company should. We connect M-Pesa through Safaricom’s Daraja API and integrate KRA eTIMS, bulk SMS and the WhatsApp Business API with the systems we build.
Do you build software for clients outside Kenya?
Yes. We work with clients in Kenya and abroad. International projects are quoted in US dollars and paid by PayPal or Wise.
Talk to us about your system
Tell us the problem you want to solve and we’ll suggest the right first phase. During working hours (Monday to Friday, 8am to 6pm EAT) we reply within minutes on phone or WhatsApp at +254 705 828 000.
Schedule a discovery call to discuss your project
Prefer it in writing? Request a quote.
Written by Vincent Ochieng, founder of Butterfly Prime Solutions (since 2012). Last updated: 23 October 2026.
