Requesting a consultation to digitize your company may seem like an administrative step, but in reality it is a technical and business decision that shapes the entire project. Before asking for a proposal, it is worth understanding what kind of transformation you need, what outcomes you expect, and how to choose a technology partner that does not simply deliver a report. Digitalization is not a uniform destination: it can be an internal app to automate approvals, a real-time dashboard, an integration between systems, or an infrastructure rationalization plan. Therefore, the way you request the consultancy should reflect your organization's digital maturity and the impact you want to achieve in the coming months.
A common mistake is asking for help without doing some prior reflection. The consultancy will work better if you arrive with an inventory of processes that still depend on spreadsheets, email or paper, and with a list of measurable bottlenecks: customer onboarding time, invoicing errors, decision-making delays, information loss. You should also name the person responsible for the project and the end users who will participate in testing. The better defined the problem, the more accurate the proposal. This does not mean you need to know which technology to use; that is what the technical team is for. It means the business must provide context, priorities and success criteria. At this point, many companies discover that they need custom software, because standard software does not fit the way they actually work.
With that information, you can formalize the request. The channel can be the Q2BSTUDIO contact form, a direct email or a conversation with one of its partners. The ideal message describes in a few lines the sector, company size, the process to be digitized, the people involved and the time horizon. There is no need to attach a 100-page technical memo; clarity is enough. A good consultant will interpret that data and turn it into a work agenda. Q2BSTUDIO, as a software development and technology company, especially values requests that state what will be measured after implementation: hours saved, error reduction, increased revenue or customer experience improvement. That metric will guide the whole project.
When the request reaches Q2BSTUDIO, the next step is usually a discovery meeting. It is not a sales interview, but a technical and functional workshop to understand the starting situation. In that session, current systems, integrations with ERP or CRM, approval flows and security risks are reviewed. Architecture is also discussed: whether to move to the cloud (AWS/Azure), build a data model for reporting, or connect a process with automation tools. In advanced projects, AI agents can take over document reading or incident classification tasks, and Power BI is used to visualize key indicators. The meeting ends with a set of hypotheses and possible solutions, not with a single closed answer. In this way, the client understands the options and their economic impact before development starts.
A comprehensive consultancy is not limited to recommending a tool. It must also address data processes, user experience, training and organizational change. Digitalization fails when a technology is implemented without redesigning the workflow or preparing people. Therefore, when requesting a proposal, you should ask how change management will be handled: who will train the teams, how the new routines will be communicated, what indicators will confirm that the process is being used. This broad vision is what differentiates a tactical consultancy from a strategic partnership. In this framework, cybersecurity is not a final add-on but a cross-cutting layer defined from day one, and infrastructure selection, whether on AWS or Azure, is made with cost, scalability and data residency in mind.
You should also pay attention to the provider's experience. A company that builds standard software is not the same as one that develops custom software and integrates heterogeneous systems. Ask about similar cases, working methodology, team composition and communication mechanisms during the project. A well-built proposal includes clear roles, follow-up meetings, testing environments and an acceptance process for each deliverable. If the provider talks about incremental deliveries, demand that it translate them into concrete dates and features. Transparency in the way of working is as important as the final result, because unforeseen events always appear and the difference lies in how they are managed.
After the discovery phase, the consultancy produces a formal proposal. This proposal must include functional and technical scope, deliverables, schedule, team profiles, collaboration conditions and estimated investment. It should also detail assumptions: for example, whether data are accessible, whether APIs exist, whether historical records must be migrated, or whether a cybersecurity project is needed beforehand. A serious proposal will distinguish what belongs to implementation from what belongs to evolutionary maintenance. It will also explain how success will be measured: usage indicators, process speed, data quality, employee adoption. If the document only says 'digitize processes' without details, it is not a useful proposal.
When reviewing the proposal, avoid three common mistakes. The first is deciding only on price: a cheap consultancy that ignores real integrations can create more costs later. The second is not talking to end users: if the digital process does not respect how they work, nobody will use it. The third is ignoring data security and governance. When you digitize a process, information stops being one person's local file and becomes a corporate asset. That requires defining who can view, edit or delete each piece of data. In this sense, a cybersecurity analysis and an access policy should be part of the project plan. Mature technology, such as cloud AWS/Azure or BI/Power BI platforms, only adds value if it is well governed.
Finally, the proposal is only the starting point. A good consultancy is refined in collaborative sessions before final approval, where priorities, deadlines and budget are reviewed. Q2BSTUDIO supports this phase with a development-based approach: it does not limit itself to delivering a diagnosis, but builds solutions, automates processes and integrates them with your current systems. Its experience in custom software, AI, cloud and Business Intelligence makes it possible to design an action plan that starts with what is urgent and moves toward what is strategic. If you want to digitize your company with clear criteria, request the consultancy when you have a clear vision of the problem and are willing to work with a team that asks the uncomfortable questions. That is the most effective way to turn a request into a project with measurable results.
