Start with workflow complexity

If your process is highly standardized, off-the-shelf tools are usually enough. If your process creates competitive advantage and contains complex approvals, custom software becomes more valuable.

Decision criteria

  • How often does your process change?
  • Do you need strict ownership and data controls?
  • Are manual workarounds costing significant time?
  • Will integration requirements keep expanding?

Total cost perspective

License fees look cheaper at first, but operational friction can become expensive. Compare implementation cost against annual productivity losses and error exposure.

Hybrid strategy

Many teams combine both: SaaS for non-core functions, custom modules for critical workflow and reporting layers.