As a software company we sell both, so we hear this question all the time. The honest answer: most organisations should start with ready software, and some really do need something built for them. Here is how to tell which group you are in.
How they compare
| Ready software | Custom software | |
|---|---|---|
| Time to start | Hours or days | Weeks or months |
| First cost | Lower | Higher |
| Fit to your work | Close, not exact | Made to fit |
| Risk | Low: you can see it first | Higher: it does not exist yet |
| Tested by other users | Yes | Only by you |
Choose ready software when
- Your work is similar to others in your sector, such as a shop, pharmacy, school or restaurant
- You need to start soon
- Your budget is limited
- You can adjust a few habits to match the software
A simple test: see a demo and list what is missing. If only a few things are on that list, and none of them stops your work, ready software is your answer.
Choose custom software when
- Your process is unusual and it is part of what makes you different
- You must follow a specific government or head office procedure or report format
- Several departments need one system, and no product covers them all
- You have outgrown a ready product and keep working around its limits
The third option many people miss
Often the best answer lies in between: start from a ready product and have the missing pieces added. You get the speed and lower cost of something tested, and you only pay to build what is really unique to you. Ask whether this is possible before you commit to a full custom project.
Before you commission custom software
- Write down the problem, not the solution. “We lose track of files between departments” is more useful than “we need a file module”.
- Collect your paperwork. The forms, registers and reports you use today are the best specification you can give a developer.
- Ask for scope, time and cost in writing. Include what is not covered.
- Insist on seeing screens early. Approve the design before the code is written, and see working parts as they are finished.
- Ask about life after launch. Who fixes bugs? Who makes changes? What will that cost every year?
- Name one person on your side. Projects stall when no one is able to make decisions.
What we would do
Tell us what you need. If one of our ready products fits, we will say so, even though a custom project would cost you more. If you really do need something built, we will study your workflow and give you the scope and cost in writing.