Digital product
Custom software or SaaS: how to make the right choice
Use an existing tool when it fits your process well. Consider custom software when the experience, workflow or integrations matter and cannot be achieved with reasonable configuration.
1 — Describe the problem first
Identify users, tasks and current obstacles. Separate essentials from preferences with the people doing the work.
Prepare a sample journey: create a record, review it, share it with another role and obtain an outcome. Feature lists do not reveal everyday friction.
2 — Compare three paths
Consider configuration and integration alongside buying and building. A connector or small application may fill the gap in an existing tool.
Custom software can support a distinctive experience, but brings responsibility for infrastructure, updates, security and support.
- SaaS: check limits, exports and permissions.
- Configuration: verify what depends on the vendor.
- Custom: require scope, acceptance criteria and ownership.
3 — Calculate the total cost
Compare the same period and several volume scenarios. Count subscriptions, extras and manual work for SaaS; design, build, infrastructure and maintenance for custom software.
Include migration, data cleanup, training and staff time. Code ownership does not remove operating costs.
4 — Test your biggest uncertainty
A prototype tests usability; an integration experiment tests information exchange. Neither alone demonstrates production readiness.
Agree evidence for continuing, changing scope or abandoning the option. Use a business outcome, not a completed feature list.
5 — Clarify life after launch
Ask about data ownership, exports, access and leaving the provider. Specify repository, documentation, licences and maintenance responsibilities.
YUMI hands over code and access to the client and scopes ongoing support explicitly.