Web applications for businesses: features, security and choosing a solution

Not every business needs a dedicated application, but when spreadsheets and emails are no longer enough to keep a process running smoothly, a web application for your business can become the hub for managing orders, bookings, customers or B2B sales. Accessible via a web browser, it can combine single sign-on, user roles, integrations, automations and reports. Its scope is determined by the specific process, not by a list of trendy features.

Just because a solution is designed to work on a mobile phone doesn’t mean you need a native app. The choice depends on where users work, how often they use the tool, and whether they need the device’s features. In this article, you’ll learn about the practical uses of a web app, the signs that a company is ready to implement one, and the differences between web, hybrid and native approaches. You’ll also learn how to factor in security and scalability to create a solution that streamlines work rather than adding yet another system. You’ll find it easier to assess whether a website or off-the-shelf tool will suffice, or whether you need a bespoke solution.

Key findings

• Choose features that suit your process: integration with a CRM, payment systems and a customer database can reduce the need for manual processing and prevent data fragmentation.
• Before you design a solution, identify users’ needs and analyse their journeys. Good UX organises the user interface and helps you prioritise features.
• Compare browser-based access with hybrid and native approaches. The key factors are how the application will be used, the features required and the development plan.
• Assess the scope, the logic of the process, the number of roles, integrations and maintenance. These are the factors that influence the cost of developing a solution.

Table of Contents

• What features might a web application for a business have?
• When is a web application not yet needed?
• A comparison of web, hybrid and native apps
• How much does it cost to develop a web application for a business in Poland?
• Internet Stars: Dedicated apps

What features might a web application for a business have?

A browser-based application can handle the customer portal, bookings, orders or B2B sales. In a service-based company, customers can view their order history, whilst staff manage the order status. Within the internal system, the team uses shared data rather than exchanging spreadsheets. It is worth building features around a single process that currently involves people or disperses information.

Integrations link the application to tools already in use within the business. A CRM can provide contact history, a payment system can process payments, and a customer database can store the data required to fulfil an order. An integration with an ERP system can synchronise information on products, stock levels or documents. Data exchange is often carried out via APIs, such as REST API or GraphQL. OAuth 2.0 can be used to authorise external services, whilst JWT can support user session management. Integrations must be planned according to the data flow: where the data comes from, where it goes, and which system is the source.

Automation reduces the need for manual transfer of tasks between systems. For example, once an order has been paid for, the application can update its status and send out notifications. A submission form can route a case to the relevant team, whilst the admin panel can facilitate reporting. Without integration with a CRM, payment systems or document management, the application risks becoming a standalone silo. Therefore, start by mapping out a specific process and identifying the tools used within it.

When choosing a company to develop a web application, assess its approach to process analysis, UX/UI design, integration and testing. Ask them to outline the scope of the MVP and the plan for further development, relating the discussion to specific user roles and systems, such as ERP.

Maintenance, hosting and development costs depend on the scope of functionality, integrations, the systems used and update requirements. The project quotation depends on its specific nature and takes into account the scope, process logic, roles, UX/UI, testing and subsequent maintenance. Plan for hosting, updates and development separately to distinguish between day-to-day maintenance and the implementation of new features.

The app can be linked to the company’s website via a quote form or login, and can then be expanded with new features and integrated with other systems using an API or other secure mechanisms.

When is a web application not yet needed?

If the off-the-shelf system supports the process without any significant limitations, a bespoke application can wait. A salon that does not require customer accounts or its own service policies could, for example, make use of a booking calendar and a simple form. A website is ideal for communication, SEO and collecting enquiries. An app is justified when a user needs to log in, access their own data or use functions based on business logic. So check whether the issue lies with the tool or the process itself.

Start your analysis by describing a single workflow, for example, the processing of an order from submission to settlement. Note down who carries out each step, where the data goes, and which tasks are repeated most frequently. Next, identify the challenges: manual data entry, a lack of visible status updates, or delayed reports. If your current tools handle these activities efficiently, there may be no need to expand the system. If spreadsheets and email are hindering collaboration, consider changing a specific part of the process rather than the entire organisation.

UX design translates user needs into workflows, views and feature priorities. In the task panel, check that staff can immediately see the status, deadline and person responsible. A prototype allows you to evaluate the layout before starting to code. Test the forms, button labels and the order of fields using a real-life request as an example. The design should support task completion, rather than distract from it. UX analysis also helps to remove screens that do not correspond to any stage of the process.

The timeframe depends on the scope and number of integrations. The architecture and configuration phase for a simple MVP can take from 2 weeks, whilst developing a complex solution with numerous integrations may take several months. This refers to the duration of these phases, not a fixed timeframe for the entire project.

The work involves defining the objective and process, selecting the scope of the MVP, UX/UI design, programming and integrations. This is followed by testing, deployment and further development. Breaking the process down into stages allows you to first check how the basic functions work, and then add further features as required. In a project management system, start with a single workflow, such as assigning tasks and updating their statuses. This will allow you to assess the actual value of the solution before expanding it.

When an analysis reveals a specific limitation in off-the-shelf tools, a well-thought-out application design helps to break the process down into the necessary views and functions.

A comparison of web, hybrid and native apps

The web application runs in a browser, so it does not require installation. Users can access it on a mobile phone, tablet or computer, provided the interface is optimised for the screen. The PWA version can be installed directly from the browser, without needing the App Store or Google Play. It can also work offline and synchronise data once the connection is restored. This is a practical solution for a customer portal, an internal system or a process that needs to be tested quickly.

A hybrid app combines elements of a web-based solution with an app installed on the device. The user launches it like a mobile app, and the company can make it available in an app store. It works well when access from a mobile phone is required, but the project does not need a separate native solution for each platform. When comparing these technologies, implementing a PWA costs less than a hybrid app. It also takes less time to develop than hybrid or native variants.

A native app is designed specifically for a particular mobile operating system. Choose this option if key features need to be closely tailored to the platform and how the device is used. Developing a native app for iOS and Android usually requires twice as much work as developing a hybrid solution with the same functionality. The cost of implementation is higher than for the hybrid option. The greater scope of work also affects the maintenance of subsequent versions.

• Choose the web-based option when the user needs a browser, shared data and rapid deployment. PWAs are updated via server-side deployment.
• Choose the hybrid option when the app you’re installing is better suited to everyday use, and the shared set of features reduces the amount of work involved.
• Choose a native solution when the requirements of a specific platform justify a larger project and subsequent support.

Don’t start by asking which technology is best. Make a note of which devices users are using, how the process works, and where the problem arises. If the application is intended to automate order processing in a web browser, a web-based solution may be the simplest way to achieve this. If the service is primarily based on the use of mobile devices, compare the different installable options. Matching the technology to the task improves usability and simplifies implementation.

How much does it cost to develop a web application for a business in Poland?

There is no single price for every project. A dashboard for a dozen or so employees has a different scope to a B2B platform for thousands of users. The cost is determined by the features, process rules, user roles, integrations, UX/UI design, testing and subsequent maintenance. Therefore, start by describing who will be using the system and what tasks they are required to perform. A list of screens alone does not yet reveal the complexity of the work involved.

A simple enquiry form requires a different scope to an ordering platform with various price lists, documents and support for multiple roles. Every additional rule can impact the design, development and testing. Integration with an ERP system or payment gateways requires consideration of data flow and how the interconnected systems operate. You should also determine which features are essential for the first version and which can be deferred.

• Scope of functions: the dashboard, reports, forms and automations each require different tasks.
• Process logic: complex order paths mean more rules to design.
• Roles and integrations: access for customers, staff and administrators influences the architecture.
• Maintenance: updates, security and further development must be factored into the plan.

The billing model influences the planning process. A fixed price implies a fixed scope and price for the project, and therefore requires precise assumptions. Billing based on time and materials is based on the actual time worked and materials used, which makes it easier to adjust priorities whilst the work is in progress. A fixed price provides clarity on the terms with a stable scope. Billing by time and materials is better suited to phased development, where test results may alter subsequent tasks.

In Poland, the price depends on the specific project and is determined on the basis of an enquiry. It is influenced by the scope of functionality, process logic, the number of roles, integrations, UX/UI, testing and subsequent maintenance. Please prepare a process description, a list of users and the priorities for the first version. This will ensure that the discussion focuses on the scope rather than on comparing apples and oranges.

If you are planning a solution tailored to your own process, describe the scope of the bespoke application and identify the features you should start with.

Internet Stars: Dedicated apps

Internet Stars develops bespoke applications for businesses that require tools tailored to their own processes. This is a natural next step when off-the-shelf solutions do not support the required functions or necessitate unnecessary workarounds. Start by defining a specific objective: streamlining order processing, automating repetitive tasks or integrating company tools. This starting point makes it easier to determine the scope and priorities of the project.

If you’re expanding your online sales, Internet Stars also builds online shops. Where manual, repetitive tasks are a problem, automation can be the solution. Training courses help develop your team’s skills in using the solutions provided. Choose the direction that best suits your needs: a bespoke system, a sales channel or workflow optimisation. Then describe the process, the users and the key features to translate your business challenge into a specific scope of work.

Visit internetstars.pl and discuss a solution tailored to your business’s needs.

Turn an idea into a concrete plan

Before you start work, define what changes you’re hoping to achieve. Do you want to speed up the handling of requests, streamline team collaboration, or make it easier for customers to complete tasks? A well-designed web application for a business starts with a clearly defined objective. Make a note of who will be using it and how you’ll know it’s making day-to-day work more efficient. This benchmark will help you decide on additional features without expanding the scope simply for the sake of adding new functionality.

Prepare a brief description of the current process: how it begins, the key decisions involved, and the outcome. Highlight the points where people have to wait, re-enter data or lose track of progress. This provides a good basis for discussing a solution tailored to users’ actual needs, rather than one that simply looks good in a presentation. Start with the problem, and technology will become a tool for solving it.

Do you already have a process that could do with some improvement? Talk to Internet Stars about your project and take the first step towards a solution tailored to your business.

Frequently Asked Questions

What business problems can a web application solve?

The app can minimise errors arising from manual data entry, lost requests and unclear task allocation. For example, a service company can streamline the allocation of jobs to technicians, whilst a wholesaler can make it easier for partners to reorder. The solution makes the most sense when a problem recurs in day-to-day work and a specific stage requiring improvement can be identified.

How does a web application differ from a website?

A website is primarily designed to present information and help generate enquiries, whilst an app enables users to carry out tasks. On the website, customers read a description of the service; in the app, they can log in, manage their account or track an order. The distinction depends on requirements: a contact form may be sufficient to collect enquiries, whilst managing the entire process requires functional features.

When is it worth implementing a web application?

A web application is worth considering when several people need access to the same, up-to-date information, and email and spreadsheets make it difficult to manage the work. Recurring tasks, the progression of which depends on status, role or a previous decision, are also a good indicator. Before implementation, describe the problem and check whether an off-the-shelf system already solves it. If so, a new application may be unnecessary.

An app, a turnkey system or a website – how do we make the decision?

The choice depends on the task the user is to carry out. A website is sufficient for presenting your offering and collecting contact details. A ready-made system is suitable when it can handle the process without significant limitations. Developing a bespoke application is justified when the required operational rules or working methods go beyond the capabilities of available tools. Compare the solutions using a single process as an example, from the first step to the expected result.

Why is it worth developing bespoke apps for your business?

A bespoke solution allows you to base functions on the actual way the business operates, rather than adapting the process to the capabilities of a generic tool. For example, the system can reflect the company’s order approval workflow or unique customer service policies. You can also develop your own application as your priorities change. Before starting the project, identify which differences from an off-the-shelf system will deliver tangible value to users.

What features should a web application for a small or medium-sized business have?

A web application for a business should, above all, support its core purpose. A small team may need a simple view of requests, the ability to assign responsibilities and track progress. A business serving regular customers may wish to include a history of interactions or self-service features. Start with the features that users need, ensure clear navigation and access control, and add further features as required.

An article by

Andrzej Klimek

Owner of Internet Stars since 2008