A quick note first: Apexia Group does build software, so we’re careful to show you the off-the-shelf option first. Most of the time, an off-the-shelf app is the right answer. It’s quicker to start, someone else looks after it, and you pay a predictable monthly fee. But sometimes a simple tool made for your business costs less overall. Here’s how to tell the difference.
When an off-the-shelf app is usually best
- The job is common, like accounts, email or payroll.
- An app already does most of what you need without workarounds.
- You don’t want to be responsible for looking after software.
When something built for you might cost less
- You’re paying for several apps and still using spreadsheets to fill the gaps.
- Your team spends hours on workarounds because nothing quite fits how you work.
- You’re paying per user for a large team that only needs a few simple features.
- You rely on an old system that’s expensive to support.
Compare the total cost over a few years
To compare fairly, add up everything over three to five years:
- For apps: all the monthly or yearly fees, extra people you pay for, paid extras, and staff time spent on workarounds.
- For something built: the cost to build it, the cost of keeping it online, support and updates, and the time to move your information across.
Whichever is cheaper overall, and still does the job well, is usually the right choice.
Make sure you own what you pay for
If you do have something built, agree in writing who owns it and your information, and what happens if you change supplier later.
Not sure which is right?
Our free savings check looks at both options honestly. We only suggest building something when the numbers clearly add up.
