Off-the-shelf software is the right answer more often than people who build software like to admit. Custom software is worth it when the tools you pay for start costing you more in workarounds than they save. Here is how to tell which side you are on.
Start with off-the-shelf when
- The task is common: accounting, email, simple scheduling, a basic online store.
- A popular tool does 90 percent of what you need and the rest does not matter much.
- You are still figuring out how the process should work.
Signs you have outgrown your tools
- Your team copies the same information between three apps every day.
- You pay for several subscriptions that each do part of the job.
- The real process lives in a spreadsheet next to the software you bought.
- You turned down work because the tools could not handle it.
- Every new hire needs a week to learn the workarounds.
If two or more of these sound familiar, custom software is worth a conversation.
What custom software costs
| What you build | Typical cost |
|---|---|
| One process turned into a tool | $8,000 to $20,000 |
| A full system for a team | $20,000 to $60,000 |
| Hosting, fixes and changes | $300 to $1,500 a month |
Compare that to the subscriptions it replaces and the hours your team spends on workarounds each week. For many teams the hours are the bigger number.
The middle path
You do not have to replace everything. Often the best move is a small custom tool that connects the apps you already use, like QuickBooks, your calendar and your phone system, so information moves on its own.
How to keep custom software safe
- Keep version one small and focused on the most painful process.
- Make sure the code, database and cloud accounts are in your name.
- Choose common, well known technology so any good developer can maintain it.
- Ask for a fixed price for the first version.
If you want to see what a custom tool for your business would look like and cost, try our plan builder, or read about our custom software development.
Common questions
Is custom software worth it for a small business?
When your team works around the tools you pay for, or you pay for several tools that do not talk to each other, custom software often pays for itself within a year or two.
How much does custom software cost?
Turning one process into a tool usually costs $8,000 to $20,000. A full system for a team costs $20,000 to $60,000.
What are the risks of custom software?
The main risks are building more than you need and being stuck with a developer who owns the code. Keep version one small and make sure the code is in your name.
Get a plan and a typical price
Answer a few quick questions and see what we would build for you, what it typically costs and how long it takes. About two minutes, no account.