“Should we build or buy?” is one of the most expensive questions a business answers. Build when a product would do, and you pay for software you did not need. Buy when your process is truly specific, and your team spends years on workarounds. This checklist helps you decide.
Buy (or configure) when…
- Your process is similar to most businesses in your industry.
- A popular product already covers 80% or more of what you need.
- You can live with changing small parts of how your team works.
- You need something running this month, not next quarter.
Build when…
- Your process is a real advantage, and generic tools would flatten it.
- You are paying for several tools that still do not talk to each other.
- Your team keeps spreadsheets beside the software to make it work.
- You need control over data, integrations or how the system grows.
Consider a mix
Many good systems combine both: an off-the-shelf accounting or CRM product, plus a small custom layer that handles your specific workflow and connects the tools together. This often gives the best balance of cost, speed and fit.
Questions to ask any vendor
- Who owns the code and the data at the end?
- Will we see working software during the project, or only at the end?
- What exactly is included in the first version, and what waits?
- How are changes and support handled after launch?
- Can another developer take over if needed?
Costs people forget
For products: per-user subscriptions that grow with your team, paid add-ons, and the time spent on workarounds. For custom software: hosting, maintenance and future changes. Compare the total over three years, not just the first invoice.
Still unsure?
That is normal. A short review of your process and current tools usually makes the answer clear. Sometimes the right answer is a well-organised spreadsheet, and a good partner should tell you so.
Want help applying this to your business?
Tell us how your work runs today. We reply with a practical next step and a written estimate.