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Buy what is common, build what makes you different, and be honest about which is which.
Choose SaaS when your process is common and an existing product covers most of what you need. Choose custom software when your workflow is genuinely different, off-the-shelf tools force costly workarounds, or you need full ownership of the code and data. A middle path is a SaaS product customised for you.
| SaaS | Custom | ||
|---|---|---|---|
| Time to start | Days | Weeks to months | |
| Fit to your process | You adapt to it | It adapts to you | |
| Upfront cost | Low | Higher | |
| Ongoing cost | Subscription per user or plan | Hosting and maintenance | |
| Ownership | Vendor owns the product | You can own code and data | |
| Changes | On the vendor's roadmap | When you decide |
Your team keeps spreadsheets beside the SaaS to do what it cannot.
The process is how you beat competitors, so you do not want it to look like everyone else's.
You need several systems to share data in a way no product supports.
As the team grows, subscription costs may overtake the cost of owning the software.
Yes. Some vendors, ourselves included, offer an existing product that can be tailored with custom modules. You start fast and still get the parts that are specific to you.
Agree this before you build. Options include a maintenance contract with the developer, an in-house team, or a handover with full documentation. Budget for it either way.
Often that is the smart route. Use SaaS to learn what you really need, and make sure you can export your data cleanly when you are ready to move.
Working on this for your own business? See how we build custom software — CRMs, portals and internal tools, plus our own SaaS products.
We do this work for a living — technical SEO, performance and builds that hold their rankings. Tell us what you're dealing with.
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