When Off-the-Shelf Tools Fall Short
Many businesses start with off-the-shelf tools like Airtable, Notion, or industry-specific software. These work great until they don't. Here are signs you might need something custom:
Your Workarounds Are Getting Complex
If you're using three tools to do one thing, or your team has developed elaborate workarounds to make software fit your process, that's a red flag. The time spent on workarounds often exceeds the cost of building something that just works.
You're Paying for Features You Don't Use
Enterprise software often comes with hundreds of features, but you might only need ten. You're paying for complexity that slows you down and confuses your team.
Your Process Is Your Competitive Advantage
If your unique process is what makes your business special, forcing it into generic software can erode that advantage. Custom tools can encode your best practices.
The Real Cost Calculation
When comparing custom vs. off-the-shelf, consider:
- **Monthly subscription costs** (multiply by 12 months, then by years of use)
- **Time spent on workarounds** (hours per week × hourly cost × 52 weeks)
- **Training costs** for complex enterprise tools
- **Integration costs** for connecting multiple tools
Often, custom software pays for itself within 6-12 months.
When NOT to Build Custom
Don't build custom software when:
- A well-suited off-the-shelf option exists
- Your needs are generic (accounting, email, calendars)
- You're not sure what you need yet
The Free Prototype Approach
The best way to evaluate custom software is to see it in action. That's why we build free prototypes—you can evaluate whether custom software makes sense for your specific situation without risking a dime.