A bespoke app or a ready-made solution for a business?

An off-the-shelf solution is not always the wiser choice, and a bespoke application does not always give a company a competitive edge. The decision as to whether to choose a bespoke application or an off-the-shelf solution depends, above all, on whether the standard features and integrations support the company’s actual processes. In-house software is justified when a process is important, stable and specific enough that off-the-shelf tools force costly compromises.

Key factors include rapid deployment, running costs and control over data. A ready-made system usually allows the process to be launched more quickly, but subscription fees and configuration limitations may affect the long-term costs. An in-house solution, on the other hand, requires planning not only for its development but also for its ongoing maintenance and security.

We will compare both approaches in terms of suitability for your needs, time to deployment, total costs and data management. We’ll also show you when it’s better to configure your existing system, integrate tools or streamline a process rather than build a new application. This will make it easier for you to choose a solution that supports your company’s growth, rather than adding unnecessary complexity.

Key findings

• Calculate the long-term running costs, taking into account not only the initial set-up but also development, maintenance and the team’s time.
• First, check whether configuration, integration or process simplification will solve the problem without having to build a new system.
• Restrict access to data based on roles and schedule backups, log operations and revoke permissions.
• Compare the speed at which a ready-made tool can be deployed with the ability to tailor your own application to your company’s processes.

Table of Contents

• When is a dedicated app justified?
• Bespoke software vs off-the-shelf software – which should a business choose?
• Controls over data security and storage
• A comparison of a bespoke application with an off-the-shelf solution
• Internet Stars: Dedicated apps

When is a dedicated app justified?

Compare the set-up costs with the running and maintenance costs. In your calculations, take into account a three-year timeframe and the company’s planned growth.

The costs of a bespoke application

In-house software usually requires a greater initial investment than an off-the-shelf system. The cost includes analysis, design, development, testing, infrastructure, monitoring, updates and further development. The implementation itself takes several dozen days, and complex integrations extend the timeframe. Before launch, define the scope of the first version, key processes and acceptance criteria. Development can pay for itself within 24–36 months if it solves a significant operational problem.

The costs of off-the-shelf software

Off-the-shelf SaaS software usually allows you to get the process up and running more quickly. The fee takes the form of a monthly subscription, which increases in line with the number of users. With boxed software, a licence is purchased for each user, and fees are paid on a recurring basis. So be sure to check not only the cost of the licence, but also the costs of implementation, configuration, data migration, training and team labour. All these elements contribute to the total cost of ownership.

What are the costs of implementing and maintaining off-the-shelf software? They depend on the subscription or licence, the number of users, the modules and the level of usage. When calculating the costs, factor in configuration, migration, training and the team’s working hours.

How do the selection of a supplier and the implementation of a bespoke application work in Poland? First, outline the process, requirements, integrations and responsibility for data. Then, set out in the contract the scope and stages of the work, testing, acceptance and subsequent support. Before starting the implementation, plan the data migration and staff training.

Choose an option after comparing costs, the team’s working time and the process requirements.

When comparing options, take into account not only the initial set-up cost, but also the running costs over several years, growth in the number of users and the cost of cancellation. Present the TCO of the off-the-shelf solution over a 3-year period so that the comparison covers the same timeframe. Developing a bespoke application is usually more expensive than purchasing off-the-shelf software, so assess whether the scope of your own solution matches the scale of the company’s needs and plans.

The budget can vary considerably: a simple MVP application may cost several tens of thousands of zlotys, whilst a more complex bespoke application could cost as much as several hundred thousand. With off-the-shelf software, a licence is purchased for each user, and fees are charged on a recurring basis for the duration of use. As your team grows, therefore, compare the total cost of the licences with the cost of a bespoke solution. Also take into account the cost of changing your chosen option: the purchase price alone does not reflect the full cost to the company.

Bespoke software vs off-the-shelf software – which should a business choose?

Start with the process, not the list of features. Check where the tool solves a problem and where it forces a change in the way you work.

Tailoring a bespoke application

A bespoke application maps out the processes specific to an organisation. For example, a company may integrate a non-standard order workflow with CRM and ERP data. The team then defines the sequence of tasks, roles and information required at each stage. The features, interface and user experience are tailored to the actual workflow, rather than imposing a standard template. This approach makes sense when the process is important, stable and sets the company apart.

Before you start building the application, map out a single self-contained process from start to finish. Identify the participants, exceptions, decisions and the expected outcome. Next, separate the critical functions from the extras. The first version should allow you to test the key assumptions, without expanding the system with elements that do not solve a specific problem.

Customisation of off-the-shelf software

Off-the-shelf software works well when a company can adapt its processes to the available features without any significant loss of efficiency. For example, a standard order approval workflow can be set up once roles and stages have been configured. The platform organises work more efficiently if its integrations support real-time data flow. The difference is simple: the company configures the tool rather than designing every feature from scratch.

Test the chosen system on a specific task. Ask the team to carry out the process from case registration to closure. Make a note of any missing features, unnecessary steps and instances where data has to be entered manually. If the problem can be resolved through configuration, integration or process simplification, a new application may not be necessary. Also take into account training and ongoing support.

• Choose an application designed specifically for a particular, important process.
• Opt for a ready-made system if the configuration meets your day-to-day needs.
• Before making a decision, test the whole process using an example from the team’s work.

If you need a tool tailored to your business processes, discover our business-specific applications.

Controls over data security and storage

When choosing a system, determine who uses the data and what actions they perform. An application that processes information about customers or business processes should restrict access to data that is not required by a particular user. For example, an employee handling orders does not need administrative privileges. Divide users into roles, and then assign only the necessary tasks to each one.

Compare the security settings of a ready-made platform with the control offered by an in-house system. SaaS can quickly provide ready-made tools, but the scope of configuration depends on the available features. A dedicated application allows you to design roles and workflows tailored to your company’s processes. However, it does not guarantee security without proper planning. For each option, consider integrations, access restrictions and incident management procedures.

When designing processes and access rights, take into account the protection of customer data and the requirements of the GDPR. Determine where data is required, who is authorised to access it, and which actions should be logged. When integrating the CRM with the ordering system, specify the direction of synchronisation and the source of each piece of data. Such rules minimise discrepancies and make it easier to track operations.

• Access: assign roles, restrict permissions and revoke them from former users.
• Logging: record key operations so that the sequence of events can be reconstructed.
• Backups: plan your backups and how you will restore your data.
• Login: specify a secure method for authenticating users.
• Maintenance: plan updates, monitoring and incident response.

Performance and reliability also require design decisions. The required level of availability affects the architecture, infrastructure, monitoring and fault response. If traffic increases tenfold, the system should be able to handle the increased load without losing key functionality. Plan for load testing, updates and a recovery procedure. Security does not end with the choice of software. It requires a clear division of roles, effective tools and regular access controls.

When using a dedicated application, ensure that the system is adequately secured, and protect company secrets right from the implementation stage, for example through a non-disclosure agreement. The security plan should also include the logging of key operations, backups, data recovery, secure login and a procedure for revoking access for former users.

A comparison of a bespoke application with an off-the-shelf solution

Compare not only the features, but also the flexibility, scalability and integration options. A bespoke application gives you greater control over development, whilst an off-the-shelf system usually allows you to get the process up and running more quickly.

Dedicated app

You can develop your own system in line with changes within the company. You can add features when they support a specific business process, rather than being limited to the available modules. The application can also be integrated with a CRM or ERP system, provided these systems offer an API or other secure integration mechanisms. This approach works well for non-standard data flows and when there is a need to tailor tools to your management style.

However, scalability requires planning. Identify which processes may increase the load, what data will be exchanged, and how the system is to handle integration errors. Also, ensure that a transaction history is maintained and that it is possible to resume an interrupted process. This will ensure that developing new features does not require a complete overhaul of the entire solution every time.

A ready-made solution

A ready-made system offers a range of features and integrations designed to meet typical needs. Its advantage is a quicker roll-out, provided the configuration matches the team’s way of working. Flexibility depends on the modules, settings and the ability to integrate with other tools. If the process fits the standard, the company can get to work efficiently without having to design every feature from scratch.

Limitations arise when the required data flow exceeds the capabilities of the available integrations. Check the API documentation, limits, synchronisation direction and error handling. The mere availability of an integration is not enough. It is important that the data ends up in the correct system and does not need to be re-entered manually.

How can you compare the flexibility, scalability and integration capabilities of both solutions? Make a note of the required features, anticipated changes to the process and the systems that need to exchange data. Then assess whether the ready-made configuration meets these needs without costly compromises.

• Choose an off-the-shelf system when the process is standard and the integrations support the actual data flow.
• Consider developing your own solution when the process is important and specific, and off-the-shelf tools limit development.
• First, simplify the process if frequent changes are due to a lack of agreed working practices rather than system shortcomings.

If your in-house business software is to support the company’s growth, plan a bespoke application centred on processes, integration and future changes.

Internet Stars: Dedicated apps

Internet Stars develops bespoke applications for businesses that require a tool tailored to their own processes. This is a good approach when off-the-shelf solutions do not support a key workflow or are difficult to integrate with existing systems. Rather than starting with a list of features, define the application’s purpose, its users and the data required for day-to-day operations.

The scope of the solution can be tailored to the company’s specific needs, and its development can take account of changes to processes. Depending on the challenge, Internet Stars also creates online shops and automation systems, and runs training courses. This makes it easier to align the tool’s design with its role within the business, without adding unnecessary features.

If you are considering developing your own application, prepare a description of the problem, the current process and the systems that need to work together. This provides a concrete starting point for discussing the scope of the solution. Visit the Internet Stars website and describe your requirements.

Turn your choice into an action plan

Don’t just stop at specifying the type of software. Set out what the implementation is expected to achieve, who will be responsible for decisions, and how the team will know that the solution is fulfilling its purpose. A short document like this helps to organise priorities and makes it easier to move from an idea to a concrete scope of work.

When deciding whether to opt for a bespoke application or an off-the-shelf solution, treat this decision as part of a wider digital strategy. Determine which processes the company wishes to streamline now, and which can wait. This will ensure that the next step is driven by business objectives rather than the pressure to implement new technologies.

Do you already have a description of your requirements and want to discuss possible ways forward? Talk to Internet Stars. Prepare your questions and outline the challenge you want to tackle. A good plan starts with a clear objective. From there, you can proceed with a clear strategy and build a solution that supports your company’s growth.

Frequently Asked Questions

A web application or a ready-made system – which should you choose?

A web application refers to how the software is used, whilst a ready-made system refers to how it is obtained. A ready-made system can run via a web browser, so these terms are not mutually exclusive. If you’re wondering whether to choose a bespoke application or a ready-made solution, check where users will be working and whether the tool will support their tasks. A web application runs via a browser on various operating systems, such as Windows, macOS or Linux.

Does every business need its own app?

No, not every business needs its own app. If a standard tool supports day-to-day operations and the team uses its features without altering key processes, building a new system may not add any value. Start by identifying a specific problem, such as recurring errors when assigning tasks. Only then should you assess whether configuring the existing software will resolve it.

Is it possible to start with a minimal version of the product?

Yes, the minimum viable product allows you to start with a basic version of the solution. Choose a single, self-contained process, such as handling a request from registration to response. Describe who carries out each task and what outcome the user is expected to achieve. This version allows you to test your assumptions in practice. The feedback gathered will show which features are worth developing and which are not essential.

Who do we create bespoke solutions for?

Internet Stars develops digital solutions for e-commerce, as well as mobile and desktop applications. These projects can run in a web browser, as well as on iOS, Android and Windows. The choice of platform depends on the users and the tasks the system is designed to support. If you run an online shop or are planning to streamline a digital process, start by describing the workflow and your team’s requirements.

Functionality from day one – will such a product meet all your needs?

Don’t assume that the first version has to include all the planned features. Focus it on the tasks essential to supporting the core process, such as order registration and fulfilment. The team will then be able to assess more quickly whether the solution matches real-world workflows. Plan additional features based on user experience, rather than adding them without checking their usefulness.

How does a bespoke app differ from an off-the-shelf solution?

A bespoke application is designed to meet the specific needs of a particular business, whilst an off-the-shelf solution provides a pre-defined set of features. When deciding whether to choose a bespoke application or an off-the-shelf solution, take into account the specific nature of the process and the extent of changes required. A shop owner can use an off-the-shelf tool for standard sales operations. A bespoke application may better meet their needs when the process requires an unusual combination of tasks.

An article by

Andrzej Klimek

Owner of Internet Stars since 2008