Bespoke app or off-the-shelf software: which is right for you?

If you are looking for software to run jobs, paperwork or your team, you will quickly face a choice: buy a ready-made product, or have something built for you. Both are sensible options for different businesses. Here is an honest look at each.

What off-the-shelf software does well

• Quick to start. You can often sign up and try it the same day.
• Predictable monthly cost. Most products charge a monthly subscription, often per user.
• Tried and tested. Popular products are used by many businesses, so common tasks are well covered.
• Regular updates. New features arrive without you having to ask for them.

Where off-the-shelf can fall short

• You adapt to it. The software is designed for a typical business, so you may need to change how you work to fit it.
• Set plans. Features usually come in fixed tiers. You can end up paying for things you do not use, or moving to a higher plan for one feature.
• Gaps filled by hand. Where the product does not match your process, people fall back on spreadsheets, paper or copying between systems.
• Automation stops at the edges. Many products now include helpful automation and some artificial intelligence (AI) features, but they can only automate the steps the product knows about.

What a bespoke app does well

• It fits your business. The app follows your process, your checklists and your approval rules.
• Only what you need. No unused features cluttering the screen for your team.
• More can be automated. Because it is built for you, it can automate the steps that are specific to your business, from the first enquiry to the final invoice.
• It grows with you. New features can be added as the business changes.

What to weigh up with bespoke

• Time to build. A bespoke app has to be designed and built before you can use it, so it is not an overnight switch.
• Choosing the right partner. You are relying on the people who build and look after it, so ask about ongoing maintenance, support and what happens to your data if you leave.
• Being clear about what you need. The best results come from time spent up front explaining how your business works.

Questions to help you decide

1. Does your work follow a common pattern, or do you do things your own way for good reasons?
2. How much time does your team spend copying information between systems or chasing paperwork?
3. Have you tried ready-made software and found yourself working around it?
4. Which tasks would you most like to automate, and could a ready-made product do them?
5. What do you expect the business to look like in a few years?

If your answers point to fairly standard work and a small team, off-the-shelf software may be the sensible choice, at least for now. If you keep hitting the limits of ready-made tools, or want to automate much more of your admin, a bespoke app is worth exploring.

Questions to ask any software provider

• Who owns my data, and can I export it if I leave?
• What is included in maintenance and support?
• Can it connect to the software I already use, such as my accounting software?
• How will my team be trained, and who do they contact when something goes wrong?

At Appright we build bespoke apps with AI built in, and we will tell you honestly if off-the-shelf software would suit you better. Email us for a no-obligation chat, or read how artificial intelligence (AI) can cut admin.

More guides

• Signs your business has outgrown spreadsheets
• How artificial intelligence (AI) can cut admin for small businesses