When a business needs technology for a process, it often reaches a crossroads: build its own software or use a platform that already exists. There is no right answer for everyone. There is a decision that gets made better with a few clear questions. Here are the ones we use.
What each option means
Custom software is designed and built for your operation. It does what your process needs, no more and no less, and it is yours as agreed in the contract.
A ready-made platform is already built. You adopt it, configure it and adapt your way of working to what it offers. It's a faster way to start, on the condition that you fit its way of doing things.
There is also a middle ground: use an existing platform and extend it with integrations or custom development. It's more common than it seems.
When a ready-made platform usually fits
- Your process is very similar to other businesses in your sector (scheduling appointments, managing customers, keeping contacts).
- You need to start soon and your process isn't well defined yet.
- You don't need a feature that goes beyond the usual.
- You'd rather not take care of maintaining the technology.
When custom software usually fits
- Your way of working is what sets you apart, and a standard platform would force you to change it.
- You need to connect several systems that don't talk to each other today.
- You have your own business rules: approvals, calculations or flows that don't fit a generic tool.
- The software is part of what you offer your customers.
- You want to decide where the tool goes next, without depending on another company's schedule.
Five questions to decide
- How particular is your process? If you can describe it the same way as any business in your sector, a platform will probably do. If it has steps that exist only in your organization, think custom.
- What happens when you need something the platform doesn't do? Ask whether it can be extended and how. With your own development, that question has an answer from the design stage.
- Which other systems do you need to connect to? Check that the platform supports the integrations you need.
- Who owns the data and how do you get it back? Before adopting any tool, find out how to export your information if you ever decide to switch.
- Who takes care of maintenance? With a platform, its provider does. With your own software, it is agreed with whoever builds it, which is why it's worth discussing rollout and support from the start.
Common mistakes
- Building what already exists. If a tool solves almost everything you need, there's no need to start from scratch.
- Adopting a platform without testing it on your real process. Try it with cases from your day-to-day before committing.
- Deciding on the upfront price alone. Also look at the effort to adapt, the integrations and what it will cost to switch later.
- Wanting everything in the first version. Whichever path you take, starting with the essentials lets you learn before investing more.
How we help you decide
At ParqueSoft Crea we build custom software and we also have our own platforms. That's why we don't have to push you toward one option: we look at your case and tell you what we see. Sometimes the best recommendation is to use an existing tool and connect it to what you already have.
If you want to understand what the cost of building your own depends on, read How much custom software costs in Colombia and what it depends on.
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