By Mo Hussein

2 min read

Start with the problem, not the tool

Most people come to us with a tool already in mind. The better place to start is the problem: what takes too long, what goes wrong, and what it costs you when it does.

Once the problem's clear, the right kind of fix usually is too.

When a spreadsheet is enough

A well-built spreadsheet is a perfectly good system when one or two people use it, the data is small, and mistakes are cheap to fix. If that's you, tidy the spreadsheet and keep your money.

The warning signs are copies with slightly different names, several people editing at once, and formulas only one person understands.

When off-the-shelf software fits

If your process is a common one, like invoicing, simple bookings or email marketing, there's almost certainly a product that does it well for a monthly fee. It's cheaper to start with, and someone else looks after it.

The cost shows up when your process doesn't quite match the product. Teams end up working around the software, paying for several tools to cover one process, or retyping data between them.

When custom makes sense

A custom build is worth a look when:

  • The way you work is part of why customers pick you, and a generic tool would flatten it.
  • You're paying for several tools and still copying data between them by hand.
  • Per-user or per-task fees are growing faster than the business.
  • You need customers to see or do something no product offers.

The middle route

Often the best answer is to keep the off-the-shelf tools you like and connect them, so data moves between them by itself. That's usually smaller and cheaper than replacing everything, and we'll say so when it fits.

If you're not sure which of these you're in, the project estimate or a short discovery call will usually settle it.