Skip to content
  • There are no suggestions because the search field is empty.

Client Guide: Custom Development Project Timeline & Phases

Custom development projects involve multiple systems, approvals, and testing steps. To ensure a smooth experience and a successful outcome, projects are delivered in structured phases, each with clear goals and responsibilities.

This guide outlines:

  • The typical phases of a Custom Development project

  • How long each phase usually takes

  • Where your input and approvals are required

  • What factors may impact the overall timeline

Important note: Timelines below reflect typical projects. Actual duration may vary depending on complexity, integrations involved, and responsiveness during review stages.

High-Level Timeline Overview

Estimated total duration:
⏱️ ~12 weeks for most Custom Development projects

This includes planning, development, testing, migration (if applicable), and post-launch wrap-up.

Phase-by-Phase Breakdown

1️⃣ Kickoff Phase

Purpose: Align on scope, expectations, access, and timelines

What happens:

  • Internal planning and technical review of the agreed scope

  • Project kickoff call with your team to review:

    • Timeline and milestones

    • Responsibilities and approvals

    • Access and security requirements

Typical duration:
⏱️ 2–4 business days

What we need from you:

  • Confirm key contacts (including IT/security if applicable)

  • Begin providing required system access

2️⃣ Enable Phase: Build Preparation & Setup

Purpose: Prepare everything needed before development begins

What happens:

  • Property mapping is documented and shared with you for review

  • Access to HubSpot and connected systems is confirmed

  • Technical setup and staging/test environments are validated

Typical duration:
⏱️ 3–5 business days

What we need from you:

  • Review and approve the Property Mapping Document

  • Provide clarifications on data, fields, or logic

  • Approve mappings within the review window (typically 5 business days)

This phase is critical — development does not begin until mapping and access are approved.

3️⃣ Enable Phase: Development

Purpose: Build the scoped custom functionality

What happens:

  • Developers build according to the approved scope

  • Progress is tracked against defined milestones

  • Regular updates are shared through your PM

Typical duration:
⏱️ 1–3 weeks (depending on complexity)

What we need from you:

  • Respond to questions or clarifications within 1–2 business days if requested

4️⃣ Align Phase: Data Migration & Validation Prep (If Applicable)

Purpose: Prepare data safely before go-live

What happens:

  • Initial test migrations are completed

  • Migration logic and mappings are validated

  • Delta (final) migration timing is planned

Typical duration:
⏱️ 2–5 business days

What we need from you:

  • Confirm backup completion

  • Coordinate any data “freeze” periods if required

 
📌 What is Delta Migration?

Delta migration refers to moving only the data that has changed or been added since the initial test migration.

  • This ensures your live environment has the most up-to-date information at go-live

  • It minimizes downtime and reduces the risk of overwriting or losing data

  • Think of it as a “final sync” that completes your migration without repeating everything

When it happens: During the Transform / Go-Live phase, after testing and validation confirm the migration logic is correct.

Why it matters:

  • Keeps your live system current

  • Ensures data integrity

  • Supports a smooth transition without disrupting daily operations

5️⃣ Align Phase: Testing & Client Validation

Purpose: Ensure everything works as expected before launch

What happens:

  • Internal quality assurance (QA) is completed

  • You review data and functionality in a test environment

  • Feedback is collected and addressed

Typical duration:
⏱️ 3–7 business days

What we need from you:

  • Validate data

  • Share feedback or approval promptly

6️⃣ Transform Phase: Go-Live

Purpose: Deploy the solution to your live environment

What happens:

  • Final delta migration is executed if applicable

  • Custom functionality is deployed live

  • Systems are monitored closely for issues

Typical duration:
⏱️ 1–2 business days

What we need from you:

  • Final go-live approval (email confirmation)

7️⃣ Project Completion: Post-Launch & Close

Purpose: Wrap up, hand off documentation, and confirm success

What happens:

  • Final documentation and resources are delivered

  • Support window details are shared

  • Project is formally closed

Typical duration:
⏱️ 1–2 business days

What we need from you:

  • Confirm receipt of final materials

  • Report any post-launch issues during the support window

What Can Impact the Timeline?

While we plan carefully, timelines may shift due to:

  • Delays in system or tool access

  • Extended review or approval cycles

  • Complex custom logic or integrations

  • Data volume or unexpected data quality issues

  • Changes to scope after development begins

We’ll always communicate clearly if something impacts the timeline and explain next steps.

How We Keep Things on Track

  • Clear milestones and review windows

  • Written summaries and approval checkpoints

  • Loom videos for complex explanations

  • Regular updates from your Project Manager

Our goal is to avoid surprises and ensure you always know:
where the project stands, what’s coming next, and what’s needed from you.

In Summary

✔ Custom Dev projects follow a structured, phased approach
✔ Most projects take ~7 weeks end to end
✔ Client input and approvals directly impact timing
✔ Clear communication and early feedback keep projects moving smoothly

We’ll guide you every step of the way — and this timeline serves as your roadmap from kickoff to success.