You need software to run part of your business. Maybe you've already tried a few tools and nothing quite fits. Maybe you're drowning in spreadsheets. Maybe a well-meaning friend said "just get a developer to build it."
The answer isn't always custom software. Sometimes it is. And sometimes the right answer is somewhere in between. Here's a practical framework for deciding.
The Three Options
Every business software decision falls into one of three buckets:
- Buy (off-the-shelf SaaS) — Subscribe to an existing product. Xero for accounting, HubSpot for CRM, Monday.com for project management.
- Build-lite (no-code/low-code) — Use platforms like Airtable, Notion, Zapier, or Glide to assemble something yourself without writing code.
- Build (custom development) — Hire a developer to create software tailored exactly to your business.
None of these is inherently better than the others. The right choice depends on your problem, your budget, and where you are as a business.
When to BUY: Off-the-Shelf SaaS
If your problem is common, the solution probably already exists — and it's probably good.
Buy when:
- The problem is well-understood and generic (accounting, email marketing, basic CRM)
- Your workflow matches what the tool was designed for
- You have fewer than 10 users and per-seat pricing is manageable
- You need something today, not in six weeks
Honestly, if a well-known SaaS tool does 80% of what you need and the other 20% isn't critical, just use the SaaS tool.
When to BUILD-LITE: No-Code and Low-Code
No-code sits in a useful middle ground. More flexible than SaaS, less commitment than custom.
Build-lite when:
- You're prototyping a process and aren't sure what you need yet
- Your team is small (fewer than 5 people)
- The workflow is relatively simple — forms, tables, basic automations
- You want to test an idea before committing real budget
The limitations: No-code tools hit a ceiling. Complex business logic gets messy. Performance slows as data grows. And per-seat costs climb quickly once you have more than a handful of users.
When to BUILD: Custom Development
Custom software makes sense when your needs are specific enough that nothing off the shelf fits well, and significant enough that the investment pays for itself.
Build when:
- Your workflow is niche. You've looked at the SaaS options and none handle the way your business actually operates.
- Per-seat costs are killing you. Once you hit 10+ users, SaaS subscriptions compound fast.
- Data sensitivity matters. Full control for GDPR, data residency, or industry compliance.
- The tool IS your competitive advantage. Why use the same software your competitors use?
- You've outgrown everything else. Five subscriptions, three spreadsheets, and a shared email inbox is not a system.
A Simple Decision Framework
- Is this a common business problem? → Buy SaaS.
- Is my process still evolving? → Start with no-code.
- Can an existing tool handle 80%+ of what I need? → Buy it.
- Do I have fewer than 5 users and simple workflows? → No-code is probably fine.
- Is per-seat pricing becoming painful? (10+ users) → Custom starts making financial sense.
- Is this process core to my competitive advantage? → Build custom.
- Have I outgrown SaaS and no-code? → Build custom.
The Hybrid Approach
The smartest businesses don't go all-in on one approach. They buy for the common stuff and build for the parts that make them different.
Use Xero for accounting. Use Mailchimp for newsletters. Use Shopify for your storefront. But that client portal your customers keep asking for? The commission tracker that doesn't exist for your industry? Build those.
What This Actually Costs: A 3-Year Comparison
For a small business with 10 users needing a workflow management solution:
| Year 1 | Year 2 | Year 3 | 3-Year Total | |
|---|---|---|---|---|
| SaaS | £6,000-12,000 | £6,000-12,000 | £6,000-12,000 | £18,000-36,000 |
| No-Code | £4,000-8,000 | £2,400-6,000 | £2,400-6,000 | £9,000-20,000 |
| Custom | £4,000-17,000 | £750-2,100 | £750-2,100 | £5,500-21,000 |
SaaS has the lowest entry cost but the highest long-term cost. Custom has the highest upfront cost but flattens out.
Funding: The LEO Grow Digital Voucher
Irish small businesses may access the Local Enterprise Office Grow Digital Voucher, covering 50% of eligible project costs up to EUR 5,000. A EUR 10,000 project could reduce to EUR 5,000 out-of-pocket.
What to Do Next
Don't start by looking at software. Start by writing down the process. What actually happens, step by step, when you do the thing that needs to be better? That's the brief. That's what tells you whether to buy, build-lite, or build.
JMS Dev Lab — Custom software for businesses that are too unique for off-the-shelf tools and too small for enterprise pricing.
Originally published at jmsdevlab.com
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