How to choose a Microsoft 365 development partner
Choose a partner by their method, not their pitch: a clear scope, a working prototype early, your data kept in your own Microsoft 365, files you own at the end, and support you can reach after go-live. This guide shows how to check each of those before you sign.
The short version
Six things that matter most
If you read nothing else, check these six points. Each one is explained in the sections below.
- Start from the business problemA good partner asks who uses the solution and what decision or task it speeds up before talking about features.
- Prefer what you already ownMicrosoft 365 already includes a lot. Ask what can be done with your current licences before buying anything new.
- See something working earlyA prototype on your data within the first stage beats a long specification.
- Keep data in your tenantThe solution should run inside your own Microsoft 365, under your security and your admin.
- Own the files and know the supportYou should receive the app, the flows, the dashboards and the documentation, and know who fixes problems after go-live.
- Get a written scopePrice, assumptions and what is out of scope should all be on paper before work starts.
A sensible order
How to choose, step by step
A small paid trial tells you more than any presentation.
- Shortlist partners who work on your platform
- Ask for references you can speak to
- Agree scope, ownership and support in writing
Quick enquiry
Comparing partners? Talk to us.
Decide these things before you talk to anyone
Answering these first makes every conversation shorter and every quote easier to compare.
The problem
Write it in one or two sentences, for example: approvals take a week because they travel by email.
The users
Who will use it, how many people, and on what device. A phone-first need changes the design.
The data
Where the information lives today: Excel, email, a database, an old SharePoint, a business application.
The owner
One person on your side who can decide and who will use the result. Projects without an owner drift.
The measure of success
How you will know it worked, in plain terms: fewer emails, faster approvals, one report instead of five.
The limits
Deadlines, security rules, systems that cannot change, and anything that has to stay on your own network.
Build on Microsoft 365, buy a ready-made product, or build custom?
Most needs fit one of three routes. A good partner tells you which one is right, even when it is not the biggest project.
| Route | Best when | Watch out for |
|---|---|---|
| Use Microsoft 365 as it is | The need is simple: a document library, a Teams channel, a basic list or flow. | Teams stretching a basic tool past what it was made for. |
| Ready-made product on Microsoft 365 | The process is common, such as helpdesk, claims, procurement or timesheets, and a proven product fits most of it. | A product that cannot be adjusted to your rules. Ask what can change. |
| Custom build on SharePoint and Power Platform | Your process is specific, or several systems need to work together. | Scope growing without a written change process. |
| Custom build with AI or integration | The value is in connecting systems or letting people ask questions of their own data. | AI projects without a clear way to check answers. |
What a well-run project looks like
The names differ between companies. The pattern should look like this.
- 1
Discovery
A few conversations with the people who use the process, a look at the data, and a short written scope.
- 2
Prototype
A working first version on real data, so you react to something real before the full build.
- 3
Build
The solution is built in stages. You see progress at each stage and can still change direction.
- 4
Test
Testing with the people who will use it, against figures and cases you already trust.
- 5
Handover and training
You receive the solution, the files and notes, and your team is shown how to use and look after it.
- 6
Support
A way to report issues and get fixes, and a way to add changes later.
What drives cost and time
No honest company can quote from one sentence. These are the factors that move the price and the schedule, and the question to ask about each.
| Factor | Why it matters | Question to ask |
|---|---|---|
| Scope and number of processes | Each process, form, report or workflow adds design, build and testing. | What exactly is in the first release, and what is not? |
| Quality of your data | Messy or scattered data adds cleaning and mapping work, especially in migrations and dashboards. | Will you review our data before quoting? |
| Number of systems to connect | Every integration needs access, testing and care when the other system changes. | Which systems are connected and how? |
| Users and roles | More roles mean more security design and more testing. | How are permissions designed and tested? |
| Licences | Some features need extra Microsoft licences. Check current Microsoft licensing for your plan. | Which licences do we need, and which do we already have? |
| Change and training | Adoption takes effort. A tool nobody opens has no value. | What training and communication are included? |
| Support after go-live | Solutions need fixes, updates and small changes. | What does support cover, and how do we raise a request? |
Nine questions to ask every partner
Who will do the work?
Ask who the people are, how experienced they are, and whether the team you meet is the team that builds.
Can we see similar work?
Ask for a demo or a description of comparable projects. Be wary of named clients you cannot check.
Where does our data live?
The right answer for Microsoft 365 work is: in your own tenant, under your admin.
What will we own at the end?
Apps, flows, dashboards, source files and documentation should all be handed over.
How do you handle changes?
There should be a written way to agree changes to scope, price and time.
How do you test?
Ask who tests, with what data, and how issues are tracked.
How do you secure it?
Ask about roles, permissions, access reviews and how sensitive data is protected.
How is it supported?
Ask about response times, who answers, and what is covered.
What do you need from us, and what would you not do?
A good partner is clear about the people, access and decisions they need from you, and says no to things that do not serve your outcome.
Warning signs in a proposal
A price with no scope
If you cannot tell what is included, you cannot compare quotes.
Promises of guaranteed results
No one can guarantee adoption or outcomes without knowing your people and data.
No prototype stage
Long builds with nothing to see for months carry the most risk.
Data held on the vendor’s side
For Microsoft 365 work there is rarely a good reason to move your data out of your tenant.
Vague answers on support
If nobody can say who fixes problems and how fast, plan for trouble.
Fixed answers for everything
Every process is different. Be careful of anyone who has a solution before hearing the problem.
Licences
What you may already own
Licensing changes, so confirm details with Microsoft or your reseller. These are the main points we check on a first call.
Microsoft 365
Most business plans include SharePoint Online, Teams, and basic use of Power Apps, Power Automate and Power BI inside Microsoft 365. Many needs can start here.
Power Platform
Premium connectors, custom connectors and some app types need Power Apps or Power Automate licences. We tell you early whether a design needs them.
Power BI
Power BI Desktop is free to build in. Sharing reports with other people in the Power BI service usually needs Pro licences, or a capacity that covers viewers.
Copilot
Microsoft 365 Copilot is licensed per user and depends on your plan and data readiness. A readiness check helps before you buy seats.
How AscenWork works
How we apply this ourselves
We hold ourselves to the same checklist. This is how we work.
- ExperienceWe have worked on SharePoint and Microsoft 365 since 2010: 500+ projects for 350+ clients.
- Your Microsoft 365Our 18 ready-made products and our custom solutions run inside your own Microsoft 365, so your data stays in your tenant.
- Early prototypesYou see working pages on your data before the full build.
- You own the filesYou receive the solution, the files and notes at handover.
- Support optionsWe can support what we build, and also solutions we did not build.
- A free first callAfter a short scoping call we send a written proposal with scope, assumptions and price.
Partner selection questions
How do I choose a Microsoft 365 development partner?
Check their method more than their pitch. Look for a written scope, an early prototype, data kept in your own Microsoft 365, files you own at the end, a clear support plan and honest answers about licences. Ask to see similar work and to meet the people who will do it.
Should I build custom or buy a ready-made product?
Use a ready-made product when your process is common and the product can be adjusted to your rules. Build custom when your process is specific or several systems must work together. A good partner will tell you which fits, even when it is the smaller project.
How much does a Microsoft 365 project cost?
It depends on scope, data quality, the number of systems, users and roles, licences and support. No honest company can price a project from one sentence. Ask for a written proposal after a scoping call, with the scope, the assumptions and what is excluded.
How long does a project take?
It depends on the same factors as cost. A small automation can take days. A migration or an intranet takes longer. Ask for a plan in stages, with something working at the end of the first stage.
Where should our data be stored?
For Microsoft 365 work, in your own tenant, under your own admin and security settings. Be careful of any design that copies your data to the vendor.
What should we own at the end?
The solution itself plus the files and notes: apps, flows, dashboards, source files and documentation. Confirm this in writing before work starts.
Do we need extra Microsoft licences?
Sometimes. Basic use of SharePoint, Power Apps, Power Automate and Power BI is included in many Microsoft 365 plans. Premium connectors, some app types, sharing Power BI reports and Copilot can need extra licences. Check current Microsoft licensing and ask your partner to list the licences a design needs.
What is the difference between staff augmentation and a fixed project?
In a fixed project the partner delivers an agreed scope. With dedicated developers you hire people by the month and direct their work. Fixed projects suit a clear scope. Dedicated developers suit an ongoing roadmap.
What are the warning signs in a proposal?
A price with no scope, guaranteed results, no prototype stage, data held on the vendor’s side, vague answers on support, and a fixed answer before anyone has heard your problem.
Can a partner support a solution they did not build?
Many can, after a short review of the solution. Ask what the review covers and what support includes.
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