How to collaborate with a WeWeb agency

Hiring a WeWeb agency should make your project faster and easier. Too often, it does not.

Work starts quickly, then slows. The launch date goes by.

Do three things well, and the project will move quickly and without extra trouble: give a short brief, set simple checkpoints, and make handoff transparent.

This short guide shows exactly how.

Say what you want in one clear sentence

Most problems start with a fuzzy brief.

Long documents do not help. A single clear line does.

Say what you want, but who will use it? For example: "Build a seller portal so small shops can add products and check orders. Users: shop owners. Goal: 200 active users in three months."

When speaking with WeWeb agencies, ask them to provide a real-world example. Ask them to tell a short story: the problem, what they built, and the result. If they can't explain that, they may not be the right partner.

Tie payments to simple steps

Money and trust go together. Break the work into a few clear milestones: plan, build, connect the APIs, test, and hand over.

Pay when a stage is complete, not before. But what qualifies as done? Discuss with the agency and come up with an "Acceptance criteria".

Additionally, request 30 days of support after launch for minor fixes. That keeps things fair for both sides. Any updates/bug fixes post 30 days should be handled under a retainer.

Give the agency the access it needs

Before work starts, invite the agency into your project workspace. Do not give complete control of your accounts.

Avoid sharing your login details. If you must, enable two-factor authentication (2FA) for your WeWeb account.

Name one person on your side as the product owner. That person makes the final calls. Ask the agency to name one lead as well. Clear ownership helps keep the meetings short and decisions fast.

If the agency has an in-house QA team, give they only access to the necessary modules and keep the live environment with minimal access privileges.

Work in short steps

Short cycles help find problems early. Try one-week or two-week work blocks. After each block, ask for a live demo on the test site. Ask the agency to open the real screens and click through the flow.

Do not accept slides only. In the demo, decide what is good enough and what needs one more pass. Keep a short public log of progress — one line for yesterday, one line for today, one line for blockers. That small habit saves many hours in meetings.

Keep daily status short and public. A three-line update in a shared doc is enough: what was done, what will be done, and any blockers. These brief notes keep everyone aligned without the need for lengthy meetings.

Decide what and where to store the data

A common cause of rework is switching/reworking the backend.

Decide early if users will log in, if you need a way to save many records, or if you will send emails from the site.

Do you need a multi-tenant SaaS? Do you need a separate instance of the database? Any regulatory requirements like HIPAA?

Select a backend that meets your needs before the project becomes too large.

Doing this early will save weeks of debugging later.

Test the important things first

Testing everything is slow. Pick the tasks that users will perform most frequently and test them.

Avoid creating the data in the backend and use the app as a real user would.

Can a new customer sign up? Can they complete the main task? Are messages and confirmations sent? Run these checks on the test site and again on the live site after launch.

If these work, your primary user flows work.

Handoff and a walkthrough

At handoff, ask for the updated Figma files. Request a one-page runbook that shows how to deploy and roll back. Make sure to get notes on where the API keys are located. Ask for test data as well.

Ask for a recorded walkthrough of about an hour where the WeWeb agency shows the product and the steps to publish. That recording is the clearest handover you can get.

The walkthrough should show how the product works and how to run the deployment. That recording will save time when new team members join or when a bug appears months later.

Before making the final payment, review the contract acceptance points. Confirm that tests pass and user stories are complete.

Use plain language in demos

We've found it's easy to complicate things. And for a tight team like us, we sometimes default to developer language.

In meetings, ask the WeWeb agency to explain changes in two sentences. If something is unclear, ask them to show the exact screen. If the agency uses a term you do not know, ask them to explain it to you.

Conclusion and next steps

Keep the brief tiny. Use short work blocks. Ask for live demos. Get a compact handoff folder and a recorded walkthrough. These simple moves make working with a WeWeb agency faster and less risky.

If you ever need a second opinion while choosing between WeWeb agencies or want another set of eyes, feel free to reach out. I am happy to help.

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