Custom software or off-the-shelf? When each one pays off
, 5 min read
Quick comparison
| Off-the-shelf (SaaS) | Custom software | |
|---|---|---|
| Upfront cost | Low | Higher, you pay for development |
| Running costs | Per-user licences that grow with the company | Hosting, support, development |
| Time to launch | Days to weeks | First version in weeks, then growth |
| Fit with your process | You adapt to the app | The app adapts to you |
| Integrations | Only what the vendor offers | Anything with an API |
| Ownership | Rented, data sits with the vendor | You own the software and data |
| Risk | The vendor raises prices or drops a feature | Quality depends on the developer |
When to choose off-the-shelf
- The area is standard and governed by law or convention: accounting, payroll, invoicing, email.
- You need a solution right away and can’t wait for development.
- You have few users and the licences cost little.
- Your company can adapt to the way the app works.
When to choose custom software
- You work differently from your competitors, and that’s your edge.
- You use three or more apps and retype data between them.
- You pay for dozens of features you never use, and the one you need is missing.
- Per-user licences grow faster than the value they bring.
- You need your data under your own control.
It usually ends up as a combination
Few companies need everything custom. Keep accounting in an accounting app and email in Microsoft 365 or Google Workspace. Build custom only what sets you apart, such as order tracking, production planning or a client portal, and connect it to the off-the-shelf tools. That way you pay for development only where it pays back.
Want to know what a system for your company would cost? After a short free consultation, we’ll send you an estimate split into stages.
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