Build or buy? How to choose the right business software

Every growing business reaches the point where its tools start to hold it back. The question then is whether to buy an existing product or build something of your own. Both can be the right answer. Here is how we help clients decide.

When buying makes sense

Ready-made software spreads its cost across thousands of customers, so it is often the cheapest and fastest option. It usually works best when:

• the process is standard, such as accounting, payroll or email marketing
• you need something working within weeks, not months
• your needs are similar to those of many other businesses

When building makes sense

Custom software costs more up front, but it fits your business exactly and grows with it. It is worth considering when:

• the process is what makes your business different from competitors
• your team has outgrown spreadsheets, manual exports and workarounds
• you need several systems to work together in a very specific way

The middle path

In practice, the best answer is often a mix. Buy reliable products for the standard parts of your business, then build the pieces that connect them or that make you unique. That might be an integration between your CRM and your accounting system, or a customer portal on top of an existing platform.

Five questions to ask before you decide

1. What would the ideal process look like if you ignored today's tools?
2. How many people will use it, and how often?
3. What is the total cost over three years, including licences, customisation and maintenance?
4. Who owns the data, and can you export it easily?
5. What happens if the vendor changes its pricing or stops supporting the product?