Every business eventually faces this question: should we buy existing software, build something custom, or use a no-code platform? Here's how to decide.
Option 1: Off-the-Shelf SaaS
Best for: Standard processes that most businesses share (accounting, email, CRM).
Examples: Xero for accounting, Mailchimp for email marketing, HubSpot for CRM.
Pros: Quick to start, regular updates, proven reliability.
Cons: Monthly fees that compound over time, limited customisation, you adapt your process to the software.
Option 2: Custom-Built Software
Best for: Unique processes that off-the-shelf tools don't handle well, or that require tight integration with existing systems.
Pros: Built around your exact process, no ongoing subscription, scales with your business.
Cons: Upfront cost, requires clear requirements, initial development time.
Option 3: No-Code / Low-Code Platforms
Best for: Simple workflows, data collection, basic automation.
Examples: Airtable, Zapier, Google AppSheet.
Pros: Fast to build, no developer needed for simple tools.
Cons: Limited flexibility, can become expensive at scale, performance limitations with large datasets.
The Decision Framework
- Is there proven off-the-shelf software that fits 80%+ of your needs? → Use it.
- Is your process unique enough that off-the-shelf requires significant workarounds? → Consider custom.
- Is the need simple and internal-only? → Try no-code first.
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