Custom software or off-the-shelf software?
When is ready-made software enough, and when does your own solution pay off? An honest comparison for small and mid-sized businesses.
- Off-the-shelf software fits when your process matches the industry standard.
- Custom software pays off when your process is what sets you apart, or when standard tools only work with lots of spreadsheets.
- Per-user subscriptions often add up to more than your own solution over the years.
- A pilot and a fixed price keep the risk of custom software low.
The difference in one sentence
Off-the-shelf software is a ready-made product for many companies, usually a per-user subscription. Custom software is built for one company and mirrors exactly its processes.
Comparison at a glance
| Off-the-shelf | Custom | |
|---|---|---|
| Start | Ready immediately | Prototype in days, finished in weeks |
| Cost | Monthly subscription, often per user | One-off project price plus operation |
| Fit | You adapt your processes to the software | The software adapts to your processes |
| Integrations | Whatever the vendor offers | Exactly the systems you use |
| Roadmap | The vendor's plan | Your needs |
| Dependency | On the vendor and its prices | On the developer, reduced by documentation and source code |
When off-the-shelf is the right choice
- Your process is standard for your industry, such as payroll or financial accounting.
- An established product meets your requirements without workarounds.
- Legal requirements change often and the vendor maintains them for you.
When your own solution pays off
- Spreadsheets as glue: your standard software only works with lots of lists, copies and rework around it.
- Your process is your edge: the way you handle orders, inspections or complaints sets you apart.
- Many users, few features: you pay for 50 licences but use a fraction of the features.
- Mobile teams: staff in the field, on site or in the warehouse need a simple app with photos, GPS and offline mode.
- Connecting systems: data from ERP, CRM and spreadsheets should come together in one place.
The cost over five years
An example: a standard tool for 30 users at €40 per user and month costs €72,000 over five years. Your own solution with a €15,000 project price and €150 a month for operation costs €24,000 over the same period, and every extra user costs nothing. The figures are illustrative, but the calculation is worth doing for every decision.
The middle ground
Often the best answer is a combination: standard software for the core, such as ERP or accounting, and a lean custom application for the process that does not fit. Integrations keep both connected.
How to keep the risk low
- Start with one process, not the whole company.
- Test a prototype with real data before you invest.
- Agree a fixed price and secure source code and documentation.
This is how we build custom software: free pilot, then a fixed price, no per-user subscription. See examples in our demos.
FAQ
Common questions
How much does custom software cost?
With us, custom solutions start at a €4,090 fixed price, larger platforms at around €25,000. We build the pilot for free.
How long does development take?
A first clickable prototype is usually ready after about a week; implementation typically takes two to six weeks.
Will I depend on the developer afterwards?
Less than with off-the-shelf software, if source code and documentation are handed over to you. You can also host it yourself.
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