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
- 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. The right choice depends on your problem, your budget, and where you are as a business.
When to BUY: Off-the-Shelf SaaS
Buy when:
- The problem is well-understood and generic (accounting, email, basic CRM)
- Your workflow matches what the tool was designed for
- You have fewer than 10 users
- You need something today, not in six weeks
If a well-known SaaS tool does 80% of what you need and the other 20% isn't critical, just use it. Pay the subscription. Move on.
When to BUILD-LITE: No-Code
Build-lite when:
- You're prototyping and aren't sure what you need yet
- Your team is small (fewer than 5 people)
- The workflow is relatively simple
- Someone on your team is comfortable with tools like Airtable
Think of no-code as a proving ground. Figure out what you need before investing in building it properly.
When to BUILD: Custom Development
Build when:
- Your workflow is niche. No SaaS tool fits without heavy modification.
- Per-seat costs are killing you. At 10+ users, SaaS subscriptions compound fast.
- Data sensitivity matters. Full control for GDPR and data residency.
- The tool IS your competitive advantage. Why use the same software as your competitors?
- 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
- Fewer than 5 users and simple workflows? → No-code is fine
- Per-seat pricing becoming painful? (10+ users) → Custom makes 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 buy for the common stuff and build for the parts that make them different. Use Xero for accounting. Use Shopify for your storefront. But that client portal, commission tracker, or internal dashboard? Build those.
3-Year Cost Comparison (10 users, workflow management)
| Option | 3-Year Total |
|---|---|
| SaaS (Buy) | £18,000–36,000 |
| No-Code (Build-Lite) | £9,000–20,000 |
| Custom (Build) | £5,500–21,000 |
SaaS has the lowest entry cost but highest long-term cost. Custom has the highest upfront cost but flattens out. No-code sits in between.
The "Missing Middle"
There's a gap in the market. You're too complex for off-the-shelf SaaS but too small for agencies charging £50,000+. That's exactly where solo developers and small studios operate. Focused, purpose-built tools without the overhead.
Originally published at jmsdevlab.com
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