Why Hiring a Microsoft 365 Freelancer Might Be Costing You More Than You Think

Introduction

When your business needs Microsoft 365 development work—whether it’s SharePoint customization, Power Platform solutions, or Copilot implementation—the first thought is often: “Let’s hire a freelancer.” It seems like the obvious choice. A freelance developer comes in, does the job, and you pay for exactly what you need. Simple, right?

Not quite.

After working with many of businesses across Europe, we’ve seen a recurring pattern: companies that hire freelance Microsoft 365 developers often end up spending more money, dealing with inconsistent quality, and facing unexpected delays. In this comprehensive guide, we’ll explore why the traditional freelancer model has hidden costs and what alternatives exist for your Microsoft 365 projects.

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The Real Cost of Hiring a Freelance Microsoft 365 Developer

What Freelancers Actually Charge

Let’s start with the numbers. A skilled Microsoft 365 freelance developer in Europe typically charges:

• Junior freelancer (1-3 years experience): €40-€60 per hour
• Mid-level freelancer (3-5 years experience): €60-€90 per hour
• Senior freelancer (5+ years experience): €90-€150 per hour
• Specialist (SPFx, Azure DevOps, Copilot): €100-€200 per hour

For a typical SharePoint customization project that takes 40 hours, you’re looking at:

• Junior: €1,600 – €2,400
• Senior: €3,600 – €6,000
• Specialist: €4,000 – €8,000

But here’s the catch: these are just the direct costs.

Hidden Costs of Freelance Work

1. Time Spent Finding the Right Freelancer

Before any work begins, you’ll spend hours:

• Writing job descriptions
• Reviewing proposals (typically 20-50 applications)
• Conducting interviews (3-5 candidates minimum)
• Checking references and portfolios
• Negotiating rates and contracts

Average time investment: 15-20 hours of your team’s time
Cost equivalent: €750-€2,000 in internal resources

2. Project Management Overhead

Freelance developers need:

• Clear briefs and documentation
• Regular check-ins and status updates
• Access to your systems and security protocols
• Quality assurance and testing oversight

Average time per project: 10-15 hours
Cost equivalent: €500-€1,500

3. Knowledge Loss Between Projects

When your freelance developer finishes a project:

• They move on to other clients
• No documentation or knowledge transfer
• Future maintenance requires re-explaining everything
• Often need to hire a different freelancer for updates

Long-term impact: 30-50% more expensive maintenance costs

4. Availability and Reliability Issues

Common freelancer challenges:

• “I’m booked for the next 6 weeks”
• “I’m on vacation, back in 2 weeks”
• Emergency changes? Good luck getting immediate response
• Freelancer disappears mid-project (it happens more than you think)

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The Freelancer Quality Problem

Inconsistent Skill Levels

Not all freelance Microsoft 365 developers are created equal. The market is flooded with:

Generalists claiming to be specialists:

• Profile says “Power Platform expert” but only built basic PowerApps
• Claims “SharePoint developer” experience but never touched SPFx
• Lists “Copilot implementation” but just used the default setup

Outdated skill sets:

• Still coding in SharePoint 2013 patterns
• Doesn’t know modern Microsoft Graph API
• Never worked with SharePoint Framework
• No experience with Copilot Studio or modern AI features

The verification challenge:

How do you know if a freelancer is actually skilled? You can:

• Check their portfolio (which may include team projects where they played a minor role)
• Read reviews (which can be gamed or outdated)
• Test them (requires you to already know what good looks like)

Code Quality Concerns

Freelance developers working under tight deadlines often:

• Skip documentation
• Use quick fixes instead of proper solutions
• Create technical debt for future you
• Don’t follow Microsoft best practices
• Build solutions that break with updates

Real example: A company hired a SharePoint freelancer to build a custom web part. It worked perfectly—until the next Microsoft 365 update broke everything. The freelancer was unreachable, and they had to pay another developer €3,000 to fix and rebuild it.

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When Freelancers Actually Make Sense

To be fair, freelance developers aren’t always the wrong choice. They work well for:

One-Time, Well-Defined Projects

If you have a clearly scoped project with:

• Detailed requirements already documented
• Fixed timeline and budget
• No need for ongoing support
• Internal expertise to manage the freelancer

Example: “Build a specific PowerApp form based on these exact specifications.”

Niche Specialist Skills for Short Duration

When you need:

• A specific technical skill for 2-3 days
• Expert consultation, not development
• Knowledge transfer to your internal team

Example: “Train our team on SPFx development patterns for 2 days.”

Budget Constraints

If your budget is extremely limited and you:

• Can afford the time to find and vet candidates
• Have internal resources to manage the project
• Accept the risks of variable quality

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The Developer-as-a-Service Alternative

What is Developer-as-a-Service (DaaS)?

Instead of hiring individual freelance developers project-by-project, DaaS offers:

• Subscription-based access to expert developers
• Unlimited requests within your subscription tier
• Consistent quality from vetted professionals
• Predictable monthly costs instead of variable hourly rates
• Ongoing support and relationship building

How It Compares to Freelance

Real Cost Comparison

Scenario: You need 60 hours of Microsoft 365 development over 3 months

Freelancer Route:

• Developer rate: €90/hour × 60 hours = €5,400
• Finding/vetting time: €1,000
• Project management: €800
• Total: €7,200
• Plus: uncertainty, potential delays, no ongoing support

DaaS Route:

• Monthly subscription: €3,990 × 3 months = €11,970
• Includes: unlimited requests, ongoing support, knowledge retention
• Effective hourly rate: €66/hour for 60 hours
• But you also get: faster turnaround, consistent quality, relationship building

The hidden value: With DaaS, you typically get more done because:

• No time wasted on hiring for each task
• Developers already understand your business
• Can submit multiple requests as needs arise
• Ongoing improvements and optimization

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How to Choose Between Freelance and DaaS

Choose a Freelance Developer If:

✅ You have a single, well-defined project
✅ Budget is extremely tight (under €2,000)
✅ You have internal expertise to manage developers
✅ Timeline is flexible
✅ You don’t need ongoing support

Choose Developer-as-a-Service If:

✅ You have ongoing Microsoft 365 development needs
✅ You want predictable monthly costs
✅ Quality and reliability are priorities
✅ You lack internal Microsoft 365 expertise
✅ You need fast turnaround times
✅ You want to build a long-term relationship
✅ You value peace of mind over absolute lowest cost

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What Makes a Good Microsoft 365 Freelancer?

If you do decide to hire a freelance developer, here’s what to look for:

Essential Technical Skills

For SharePoint Work:

• SharePoint Framework (SPFx) experience
• React development skills
• Microsoft Graph API knowledge
• PnP libraries familiarity
• Modern SharePoint Online (not just 2013/2016)

For Power Platform:

• PowerApps canvas and model-driven apps
• Power Automate (complex flows, not just basics)
• Dataverse understanding
• Power BI integration
• ALM practices

For Copilot Projects:

• Copilot Studio customization
• AI prompt engineering
• Microsoft Graph connectors
• Adaptive Cards
• Azure OpenAI integration

Red Flags to Watch For

🚩 Portfolio shows only old SharePoint versions
🚩 Can’t explain the difference between SPFx and SharePoint Add-ins
🚩 No examples of production deployments
🚩 Vague about their specific role in past projects
🚩 Extremely low rates (often offshore teams)
🚩 No client references or testimonials
🚩 Poor communication in initial messages
🚩 Can’t start immediately but also too eager

Questions to Ask Freelance Candidates

Technical Depth:

1. “What’s your experience with SharePoint Framework? Can you show me a custom web part you’ve built?”
2. “How do you handle authentication with Microsoft Graph API?”
3. “What’s your approach to error handling in Power Automate flows?”
4. “Have you worked with Copilot Studio? What custom copilots have you built?”

Process & Reliability:

1. “What’s your typical response time for urgent issues?”
2. “How do you document your code and solutions?”
3. “What happens if you’re unavailable during our project timeline?”
4. “Can you provide references from recent Microsoft 365 projects?”

Project Approach:

1. “How do you handle scope changes mid-project?”
2. “What’s your QA and testing process?”
3. “Do you provide post-deployment support?”
4. “How do you stay current with Microsoft 365 updates?”

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Finding Quality Microsoft 365 Freelancers

Vetting Process

Step 1: Initial Screening (5 minutes per candidate)

• Review portfolio for relevant Microsoft 365 work
• Check certifications (Microsoft Certified: Power Platform, SharePoint)
• Read client reviews and ratings

Step 2: Technical Interview (30 minutes)

• Ask specific technical questions
• Request code samples or live coding demonstration
• Discuss their approach to your specific project

Step 3: Trial Project (Optional but recommended)

• Small paid task (€200-€500 budget)
• Evaluate quality, communication, and timeliness
• Low-risk way to test before committing to larger project

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Making Freelance Relationships Work

If you hire a freelancer, set yourself up for success:

Create Clear Agreements

Include in your contract:

• Detailed scope of work
• Specific deliverables and acceptance criteria
• Timeline with milestones
• Payment terms (consider milestone-based)
• Intellectual property ownership
• Support period after delivery (e.g., 2 weeks of bug fixes)
• Confidentiality and data protection clauses

Manage the Relationship

Best practices:

• Weekly check-ins (even for short projects)
• Use project management tools (Trello, Asana, Azure DevOps)
• Document everything in writing
• Provide access to test environments, not production
• Request regular commits to source control
• Build in buffer time for unexpected issues

Knowledge Transfer

Ensure you get:

• Complete source code with comments
• Architecture documentation
• Deployment instructions
• Admin guides
• User documentation
• Video walkthroughs (if complex)

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The Future of Microsoft 365 Development Staffing

The freelance model is evolving. Here’s what’s changing:

Trends Reshaping the Market

1. AI-Assisted Development

• Copilot for developers reducing development time
• More complex projects possible with same budget
• Freelancers who can’t leverage AI becoming less competitive

2. Subscription-Based Models Growing

• More companies offering DaaS alternatives
• Predictable costs becoming preferred
• Relationship-based over transaction-based

3. Specialization Increasing

• “General Microsoft 365 developer” becoming obsolete
• Specialists in Copilot, Power Platform, SPFx commanding premium
• Full-stack Microsoft 365 developers most valuable

4. Quality Over Cost

• Companies learning expensive lessons from cheap freelancers
• Emphasis on long-term relationships
• Willingness to pay premium for reliability

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Conclusion: Making the Right Choice for Your Business

Hiring a Microsoft 365 freelancer can work beautifully—or become a costly nightmare. The difference comes down to:

When freelancers work best:

• Clear, one-time projects
• Limited budget
• Internal expertise to manage them
• Flexible timelines

When alternatives make more sense:

• Ongoing development needs
• Need for reliability and consistency
• Want predictable costs
• Lack internal Microsoft 365 expertise

The subscription-based Developer-as-a-Service model offers the best of both worlds: flexibility of freelance work with the reliability of an in-house team, at a predictable monthly cost.

Your Next Steps

If you’re considering a freelancer:

1. Clearly define your project scope
2. Budget 30% extra for hidden costs
3. Use the vetting questions in this guide
4. Start with a small trial project

If you want a more predictable solution:

1. Calculate your actual monthly development needs
2. Compare total cost of freelancers vs subscription
3. Consider the value of ongoing relationships
4. Look into Developer-as-a-Service options

Get Expert Microsoft 365 Development Support

At My365Apps, we offer unlimited Microsoft 365 development requests through our subscription model. No hunting for freelancers, no hourly rate surprises, no quality concerns—just consistent, expert support when you need it.

Our Developer-as-a-Service includes:

• Unlimited development requests
• One request at a time with quick turnaround
• Expert developers specializing in Copilot, Power Platform, SharePoint, and Teams
• Ongoing support and maintenance
• Pause or cancel anytime
• Try it for a week—75% money back if not satisfied

Book a Free Consultation | View Subscription Plans

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Frequently Asked Questions

Q: How much does a Microsoft 365 freelancer typically charge? A: Freelance Microsoft 365 developers in Europe charge between €60-€150 per hour depending on experience level and specialization. Senior specialists can charge up to €200/hour for niche skills like Copilot implementation or advanced SPFx development.

Q: Where can I find qualified SharePoint freelancers? A: The best sources are professional platforms.

Q: What’s the difference between a freelancer and Developer-as-a-Service? A: Freelancers work project-by-project with hourly or project-based pricing, while Developer-as-a-Service offers subscription-based access to developers with unlimited requests, predictable monthly costs, and ongoing relationships.

Q: How do I vet a Microsoft 365 freelance developer? A: Check their portfolio for relevant work, verify Microsoft certifications, ask specific technical questions about SPFx, Power Platform, or Copilot, request references, and consider starting with a small paid trial project.

Q: Is it cheaper to hire a freelancer or use a subscription service? A: For one-time projects under 20 hours, freelancers are often cheaper. For ongoing needs (40+ hours per month), subscription services typically offer better value due to eliminated overhead costs and faster turnaround.

Q: What are the risks of hiring freelance developers? A: Main risks include inconsistent quality, availability issues, knowledge loss between projects, lack of ongoing support, potential for scope creep, and difficulty verifying actual skill levels.

Q: Can a freelancer build custom Copilot solutions? A: Yes, but ensure they have specific experience with Copilot Studio, AI prompt engineering, and Microsoft Graph connectors—not just basic Microsoft 365 Copilot usage. Ask for examples of custom copilots they’ve built.