Bespoke applications for businesses: cost and choice of solution

Not every company needs its own application, but when off-the-shelf tools do not fit its processes, bespoke applications can better support day-to-day operations and business growth. Base your decision on what the solution is intended to do, who will use it and which systems it needs to integrate with. For standard processes, off-the-shelf software may be the simpler choice.

It’s the fit that counts, not a long list of features. The project begins by understanding the company’s needs and defining the scope of the first version. The choice between a web application, a mobile app or an offline solution depends on how users work. In this article, you’ll learn about the stages of design, the differences between off-the-shelf and bespoke software, and the issues worth clarifying before implementation.

Key findings

• Start by considering the objective, the users and the processes that the application is intended to support. This will make it easier for you to define the scope of the first version.
• Choose the technology to suit your working methods: a web browser may be sufficient, whilst working offline requires planning for data handling without an internet connection.
• Determine which systems the application is to exchange data with and how it is to respond to integration errors.
• Compare your own solution with off-the-shelf software. If the process is standard, SaaS may be sufficient; if it gives the company a competitive edge, a bespoke application may be better suited to it.

Table of Contents

• Designing applications based on a needs analysis
• Can the mobile apps being developed work without an internet connection?
• Factors affecting the cost of the application
• Custom software development – when is it worth having a bespoke application built?
• Internet Stars: Dedicated apps

Designing applications based on a needs analysis

Start by identifying the specific tasks the application is intended to streamline. During the analysis, the team familiarises itself with the company’s environment: the software used, the equipment, data flows and staff roles. For example, in an online shop, an order might pass through the sales, warehouse and accounts departments. Each stage reveals different requirements. This ensures that bespoke applications address specific tasks rather than a general product vision.

Before carrying out a cost estimate and programming, the process must be described in practical terms. The team determines who initiates the action, what data they enter and what result they are to receive. If an employee transfers customer data between systems, the analysis identifies the source of the information and its destination. It also checks whether existing tools allow for integration. Only with this overview can the scope of work be assessed and a solution selected.

Requirements are not just about functionality. The analysis covers users, data, infrastructure and access methods. In the case of a warehouse management application, it is necessary to determine who updates stock levels, what devices they use, and what happens if the connection is lost. It is also worth deciding which features will be included in the first release and which can wait. This makes it easier to choose between off-the-shelf software and a bespoke solution.

And how can an application and users’ data be secured in accordance with the GDPR? The users’ identities, access to data, the handling of secrets and the logging of activities are defined as early as the analysis stage. The responsibility for preparing legal documentation relating to the GDPR lies with the company, whilst the contractor may provide the Data Protection Officer with a technical description of the application.

• Objective: Describe the task that the application is intended to perform.
• Roles: indicate who enters, reviews and approves the data.
• Scope: distinguish the features of the first version from future plans.

Based on these findings, a description of functions, roles and screens is drawn up. This enables the project to be assessed before programming begins. A well-conducted analysis aligns user needs with the realities of the company’s infrastructure. This results in a plan that supports product development and minimises the risk of building features that nobody will use.

Can the mobile apps being developed work without an internet connection?

Yes. Mobile apps can save data on the device and make it available once the device is reconnected to the network. This is useful in the field, for example when taking reports in an area with no mobile coverage. The project should specify which functions are available offline and how subsequent synchronisation takes place.

A native app for iOS or Android is ideal when you need to use the phone’s features, such as the camera, GPS or barcode scanner. A web app runs in a browser and can access a shared database. In e-commerce, the choice depends, amongst other things, on whether customers are to place orders via a web browser or use mobile features.

A PWA combines browser-based access with the option to add an icon to the phone’s home screen. It can also work offline. For simple business tools, no-code solutions allow you to build web and mobile applications using pre-built components. They work well for forms or internal ticket workflows, whilst complex rules and integrations may require a different approach.

Software development takes place in stages: from defining the objective, through design, programming and testing, to deployment. In short sprints following each cycle, a working component is produced for evaluation. This makes it possible to identify issues with usability, the database or integration at an early stage.

The rights to the application are set out in the contract. The transfer of economic copyright must be in writing; therefore, the scope of the rights being transferred should be set out in the collaboration documents.

The development time depends on the scope: a simple web application or control panel can be developed within 4–8 weeks, whilst a B2B platform takes 3–6 months.

When evaluating a software house in Poland, compare the scope of work, testing methods, communication during sprints, and the plan for handing over the code and documentation. These factors indicate how the collaboration is likely to impact product development following implementation.

The database structure, data access and the required interface languages are determined as early as the design stage. Localisation may cover texts, date and currency formats, and not just the translation of buttons.

Factors affecting the cost of the application

The scope of the application is best defined on the basis of specific work scenarios. Describe what happens from the start of a task to its completion, including in exceptional circumstances. In the complaints handling system, include the receipt of a complaint, changes to its status, contact with the customer and the closure of the case. Such a description indicates what actions the programme should be able to facilitate.

Divide functions according to roles. An employee can create tickets, a manager can approve them, and a customer can track progress. For each role, specify what information is visible and what actions can be performed. This helps the project organise permissions and allows you to design screens that correspond to users’ day-to-day tasks.

Also decide how the application should handle data. For example, an order form could check whether all fields have been completed and, once saved, pass the information to the warehouse system. It is worth describing what happens in the event of a lost connection or a failed save. Such scenarios affect the application’s behaviour and the scope of testing.

Take a look at the repetitive tasks within your organisation. If your team copies data from emails into a spreadsheet, you can set up a process to transfer it automatically. First, identify the source of the information, the processing rules and the people responsible for approving the results. This helps you decide whether automation is sufficient or whether a separate programme is needed.

• Scenarios: describe the flow of a typical task and any exceptions.
• Roles: assign tasks and access to information to users.
• Data: specify its source, recipient and error-handling rules.
• Repeatability: identify the tasks that can be delegated to the application.

On this basis, it is easier to determine what should be included in the first version and what can wait. Choose features that genuinely support users’ work. For a standard process, a ready-made tool may suffice. If company policies require a different workflow, plan a solution tailored to those tasks.

The scope of the first version of the application is a cost factor over which the client has full control. Limiting the first phase to the most essential functions allows you to make an informed decision about what to implement now and what to leave for later. Within the Polish price ranges given, a simple web application or control panel costs PLN 15,000–35,000 net, a system with API integrations costs PLN 35,000–80,000 net, and a comprehensive B2B platform costs PLN 80,000–200,000 net.

A simple MVP application can cost several tens of thousands of zlotys, whilst more complex bespoke applications can cost several hundred thousand zlotys. These examples illustrate just how important the scale of the solution and the scope of work are. So, first of all, work out which requirements are essential for the launch, and which can be implemented after testing the first version.

Custom software development – when is it worth having a bespoke application built?

Choose the solution that best suits your process and integration requirements. Off-the-shelf SaaS works well for standard tasks, whilst bespoke software offers greater control over customisation.

Scope of bespoke software

Bespoke software is developed with a specific company, process or product in mind. It may include a customer portal, an internal system, integrations or a mobile app for Android. SaaS provides ready-made features as part of the service, whilst configurable software allows you to change settings without having to build the entire system from scratch. A bespoke solution makes sense when off-the-shelf tools force you to make compromises.

Before making a decision, compare the required functions, data control and scope for development. The documentation may describe roles, information flow, interfaces and how the system operates in specific situations. A process diagram, for example of the returns process, helps to agree on the scope with the team and minimise differences in the interpretation of requirements.

Application development, migration and maintenance

Following implementation, work may include monitoring, corrections, feature development and the transfer of data from the legacy system. The migration is planned in stages: fields are mapped, the import is tested on a sample and the results are compared. When integrating with the warehouse, it is also necessary to check whether product stock levels are transferred in accordance with the agreed rules.

The method of billing for maintenance, development and hosting depends on the agreed scope of work, the environment and how the application is managed. Before implementation, agree on who is responsible for updates, administrative access, backups and any further changes.

Risks involved in commissioning the development of an app

The most common risks include an unclear scope, scope creep and the absence of a software handover plan. Set out the requirements, acceptance criteria and rules governing access to the code, documentation and environments. Ownership of rights depends on the contract, and the transfer of economic copyright must be in writing.

Also check the test plan and dependencies on external systems. Changes to the API could disrupt integration, so the documentation should describe the connections and error handling. If a ready-made SaaS solution carries out the process without costly compromises, a bespoke application may be unnecessary. When a process builds a competitive advantage for the company, a clearly defined scope makes it easier to control development.

Would you like to discuss developing a bespoke application for a process within your company? Start by describing the task, the users and the systems that are to work together.

Internet Stars: Dedicated apps

Internet Stars develops bespoke applications for businesses that require a tool tailored to their own processes. This is a good solution when off-the-shelf software does not support specific tasks, and several systems need to exchange data efficiently. The collaboration begins by defining the application’s purpose, its users and its functions.

App development can also be combined with the automation of repetitive tasks. If you’re planning to sell online, Internet Stars also builds online shops. The scope of the solution is determined by your business’s needs, rather than by a predefined set of features. This allows the project to focus on the team’s day-to-day work and the customer experience.

Do you have a process that needs improving, or an idea for a tool for your business? Get in touch with Internet Stars and tell us about your needs.

Turn an idea into a concrete action plan

Before work begins, decide what business outcome the application is intended to deliver and how you will measure it. Appoint a decision-maker on the company’s side. Having a point of reference like this makes it easier to discuss the next steps and helps keep everyone on the same page when new ideas arise.

Custom applications are best developed at a pace that allows you to learn from their day-to-day use. Gather feedback from staff and customers, note down recurring issues, and then use this information when planning changes. This is a way of developing solutions based on real-world experience, not on assumptions. The Internet Stars team has been operating in the industry since 2008, supporting companies in the creation of digital solutions.

Do you already have a process you’d like to streamline, or an idea that needs refining? Talk to Internet Stars about your project and work out what the first step should be. A good plan allows you to get off to a confident start and develop the solution together with the company.

Frequently Asked Questions

Architecture and integrations: where does complexity most often increase?

Complexity increases when systems exchange data according to different rules. For example, a shop may retrieve stock levels but send orders to a separate accounting programme. It is then necessary to determine which system holds the authoritative information and how to handle incorrect entries. It is also worth defining exceptions, such as order cancellations or product unavailability, before any integrations between systems are established.

What happens to the app once it has been rolled out?

Once the system is up and running, the team uses the application on a daily basis, and user feedback helps to identify necessary improvements. Decide who will collect feedback and how changes are approved. For bespoke applications, it is also worth keeping documentation, administrative access and a description of the integration. This makes it easier to plan future work, such as changes to the order approval process.

Do we publish apps on the Apple App Store and Google Play Store, or on dedicated domains?

This depends on the type of application and the agreed method of making it available. A web application may run under a dedicated domain, whilst a mobile application may be developed for iOS or Android. Before implementation, it is determined which channel is best suited to the users and the way the product is used. It is also necessary to specify who manages the publishing accounts and subsequent updates.

What are bespoke apps, and when should you choose them?

Bespoke applications are software programmes developed for a specific process, product or organisation. They are useful when off-the-shelf tools cannot support a company’s policies without additional workarounds. An example might be a partner portal where each partner can view their own terms of cooperation. If the process is standard and an off-the-shelf solution meets the requirements, a bespoke application may not be necessary.

How is the cost of developing a bespoke app in Poland determined?

The cost depends on the scope of work and the project requirements, and a quotation is prepared upon receipt of an enquiry. Key factors include features, integrations, platforms, testing and security requirements. A simple application for a single team requires a different scope of work to a system with multiple roles and integrations. A description of the purpose and users allows the quotation to be tailored to the specific application.

What factors influence the price of a mobile or web application?

The cost is influenced by the scope of functionality, the number of user types, integrations and the chosen platform. A mobile app may need to utilise device features, such as the camera, or operate without network access. In a web-based solution, factors such as views, permissions and the method of accessing data are important. The scope of work also includes testing and subsequent maintenance.

An article by

Andrzej Klimek

Owner of Internet Stars since 2008