Recently a potential client sent me a document titled "Product Requirements." It was 47 pages long. The feature list included everything from user authentication to AI-powered recommendations to blockchain integration.
My first thought was: "This is going to cost at least $200k."
My second thought was: "This client has no idea what they actually need."
Here's how I handle these situations - and why you should never quote a fixed price for a massive backlog.
The Problem with Large Backlogs
When clients come with huge feature lists, they usually have one of these problems:
- They've been planning for months without building anything
- They're trying to solve every possible user problem at once
- They think more features = better product
- They have no idea which features are actually important
The result? A backlog that would take 2+ years to build and cost more than most companies can afford.
Step 1: Give a Rough Estimate
When I see a large backlog, I don't create a detailed estimate. Instead, I give a rough range:
"Based on what I see here, this would cost somewhere between $150k and $300k to build completely. That's assuming everything goes perfectly, which it never does."
This usually gets their attention. Most clients expect their dream product to cost maybe $50k, not $200k+.
Step 2: Explain Why Fixed Price Won't Work
I'm always honest about why I can't quote a fixed price for large projects:
"I can't give you a fixed price for this entire backlog because:
- Half of these features won't work the way you imagine
- You'll discover new requirements as we build
- Some features will be harder than expected
- Others will turn out to be unnecessary"
Instead, I propose a different approach: MVP and POC.
What Are MVP and POC?
MVP (Minimum Viable Product): The smallest version of your product that solves the core problem and provides value to users. It's not a prototype - it's a real product that people can use, just with fewer features.
POC (Proof of Concept): An even smaller version that tests whether your main idea actually works. It's usually not something you'd show to customers, but it proves that the core concept is possible.
Think of it this way:
- POC: "Can we build this?"
- MVP: "Should we build this?"
- Full Product: "How do we scale this?"
Why I Start with POC
For large backlogs, I almost always recommend starting with a POC. Here's why:
It's cheaper: Usually $5k-$15k instead of $50k+ for an MVP It's faster: 2-4 weeks instead of 2-4 months It reduces risk: You find out if the idea works before spending serious money It clarifies requirements: Building something small reveals what you actually need
When I Especially Recommend POC
I push for POC in two situations:
- Large, complex backlogs: When the client has 50+ features and no clear priorities
- Unproven ideas: When I think the client's core assumption might be wrong
I'm not trying to take money from clients. I'm trying to save them from spending $100k on something that won't work.
How to Determine MVP Through Workshops
Once we've proven the concept with POC, we define the MVP through structured workshops:
Workshop 1: Problem Definition
- What problem are we actually solving?
- Who has this problem?
- How do they solve it today?
Workshop 2: User Journey Mapping
- What steps do users take to solve their problem?
- Where do they get stuck?
- What's the minimum we need to build to help them?
Workshop 3: Feature Prioritization
- Which features are must-have vs nice-to-have?
- What can we build later?
- What's the absolute minimum for launch?
These workshops usually take 1-2 days and cost $2k-$5k. But they save months of building the wrong things.
The Consulting Angle
This approach positions us as more than just developers. We're consultants who help clients figure out what to build, not just how to build it.
Many clients don't need more code. They need clarity about their product strategy. By starting with POC and MVP workshops, we provide that clarity.
Real Example: E-commerce Platform
A client wanted to build an e-commerce platform with these features:
- Multi-vendor marketplace
- AI product recommendations
- Cryptocurrency payments
- Social media integration
- Advanced analytics dashboard
- Mobile app
Full estimate: $250k+
Instead, we did a $8k POC that focused on the core question: "Can we build a marketplace that vendors actually want to use?"
The POC revealed that vendors didn't want another marketplace. They wanted better tools to manage their existing sales channels.
We pivoted to build a $30k MVP that solved the real problem. The client saved $200k+ and got a product that actually worked.
The Process in Practice
Here's how I handle large backlogs:
- Review the backlog and give a rough estimate
- Explain why fixed price won't work for the full scope
- Propose POC to test the core concept ($5k-$15k)
- Run workshops to define MVP if POC succeeds
- Build MVP with clear scope and timeline
- Iterate based on user feedback
Why This Works
This approach works because:
- Clients spend less money upfront
- We build the right thing, not everything
- Risk is spread across multiple phases
- Everyone learns what actually works
Common Pushback
Some clients say: "But I need all these features!"
My response: "You think you need all these features. But until we test the core concept with real users, we don't know which features actually matter."
Most clients understand this logic. Those who don't usually aren't good clients anyway.
The Bottom Line
A large product backlog is like a messy room. You don't clean it by buying more furniture. You clean it by figuring out what you actually need and getting rid of the rest.
POC and MVP help you figure out what you actually need. Everything else can wait.
What's the largest backlog you've ever seen? And how did you handle it?