Should your business build or buy software?

Test the workflow before choosing the approach

Start with essential work and the rules that make it different. Existing software is worth testing when it supports those needs. Custom development needs a stronger reason than a preference for a particular screen layout.

Try representative tasks in an existing product

Ask users to complete normal tasks and awkward exceptions during a trial. Check permissions, reporting and data export. A demonstration using ideal records can hide gaps.

• Which requirements work through configuration?
• Which need a supported integration?
• Which require a recurring manual workaround?
• Can you export the records you need if you leave?

Compare costs over the same period

Include implementation, subscriptions, integration, migration, training and maintenance. For a custom system, include operating ownership and future changes. Use actual proposals; there is no universal break-even figure.

Consider a mixed solution

You may retain accounting or messaging software and build the workflow that differentiates the business. Confirm API support and record ownership before assuming this is simple. Record the choice, tradeoffs and assumptions that would justify revisiting it.