“We need custom software.”
That sentence has launched a thousand spreadsheets, burned through budget after budget, and given more than a few project managers a permanent eye twitch. It’s often said with the best intentions – the team wants to be more efficient, and their current tools are a hot mess of workarounds. But here’s the thing: custom software is rarely the magic bullet it promises to be.
In many cases, what you need is better alignment, not custom code.
The Temptation of a Blank Slate
Custom software sounds dreamy. You get to build exactly what you want. No compromises. No awkward processes. Just you and your ideal workflow, hand in hand, skipping through fields of automation.
But dreams are expensive. And complicated. And very often, unnecessary.
Custom software means you’re not only paying for the development – you’re also on the hook for maintenance, updates, bug fixes, hosting, documentation, security, and integration management. Forever. Or until your one and only developer ghosts you for a better gig.
Off-the-Shelf Doesn’t Mean Off-the-Mark
Here’s the uncomfortable truth: most of the time, your business is not as unique as you think.
Off-the-shelf solutions (like Xero, Unleashed, Projectworks, WorkGuru, etc.) are designed around common business needs and tested across thousands of users. They’re updated regularly, come with built-in support, and are far cheaper to implement and maintain. You can often configure them to fit your processes with a little effort – and if something isn’t quite right, it’s usually because your processes need tweaking, not the software.
Think of off-the-shelf like flat-pack furniture. It might not be bespoke walnut with a satin finish, but it’ll hold your mugs and only take an Allen key to fix.
When Should You Build Custom?
Let’s not throw custom builds under the bus entirely. There are times when it’s the right choice:
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- You’ve looked at every viable commercial tool and none meet your core business needs.
- You have a genuinely unique process that gives you a competitive edge – not just a quirky workflow you’re emotionally attached to.
- You’ve validated the requirements and costs with someone who’s built software before (hint: not just your mate who “dabbles in coding”).
- You’re ready to fund not just the build, but the ongoing development and support, like it’s a second business.
- There’s no suitable software in your space yet – rare, but it happens (congrats on finding the gap!).
If all those boxes are ticked? Great. Go custom but go in with your eyes open and a seasoned project lead.
The Middle Ground: Custom Integration
If you’re using three great off-the-shelf tools that don’t quite talk to each other – this is where custom work can shine. Instead of building a whole new system, invest in smart integrations, automations, or even just API connectors to stitch together the best of both worlds. It’s like getting your flat-pack shelf custom-painted to match the walls – without having to build the house from scratch.
If integrations are something you’re interested in exploring, reach out to us for a referral, or directly to a provider like The Software Coach who can guide you through the process.
Before you break ground on your software masterpiece, ask yourself: do you need a custom castle, or just a better way to use the perfectly good house you’ve already got? Efficiency doesn’t come from unique software. It comes from clear processes, the right tools, and a team that knows how to use them.
The following content was originally published by BOMA. We have updated some of this article for our readers.