Bespoke vs Off-the-shelf Software Development

Bespoke v Off-the-shelf - What is the difference?

Bespoke software is custom built to address your specific requirements and yours alone, offering tailored functionality and features unique to you and your organisation. It does exactly what you do you need and nothing that you don’t. Off-the-shelf software on the other hand, is a ready built product that you can purchase through a licensing agreement. You may have to adapt your own processes and workflows to make it work as the features of off-the-shelf software are generally built to appeal to the masses.

Both types of solution rightfully have their place but your current environment and the outcomes you want to achieve will determine which option is right for you.

Understanding bespoke software

Bespoke software is built from the ground up around your business. Because of this, it can be designed to streamline your existing business processes (no matter how quirky they may be) or to add new workflows to accommodate changes in your business. You determine the aesthetics, functionality, integrations and interactions based on how you want your business to operate. Used across a wide range of industries and disciplines, it is particularly attractive to organisations with complex or technical workflows that off-the-shelf solutions simply cannot accommodate. 

Characteristics of bespoke software

Staying true to its one of a kind nature, bespoke software comes with a set of distinctive characteristics. Here are some of the most notable ones:

Endless customisation

The customisation capabilities with bespoke software systems are pretty much limitless. Because your system is built from the ground up, it’s designed specifically around your business and your exact requirements. Everything can be tailored to your processes, workflows, users and even your branding, making the software a true digital reflection of how your business works.

Built to flex

Bespoke software is built to be flexible. Additions, upgrades and enhancements can be made with ease to accommodate changes in your business structure, the launch of new services or new integration requirements as your systems and processes advance.

Extensive integration capabilities

Owned by you 

When you build your own bespoke system (or hire a team to do it for you - wink, wink) you will typically own it outright, unlike off-the-shelf solutions. This means you can make changes, updates and enhancements at your own leisure without being at the mercy of a third party vendor’s timeline.

No pointless features

A common gripe with off-the-shelf solutions is the unnecessary features you often have to pay for despite the fact that you'll never use them. With bespoke software, this issue disappears because EVERYTHING is relevant.

Understanding off-the-shelf software

Off-the-shelf software is everywhere today covering everything from CRM and finance to HR, project management, workforce management – you name it. These solutions are ready to go, quick to deploy and usually cheaper upfront making them a convenient and cost effective option for many businesses, across many disciplines. They work particularly well if your needs are fairly standard and you can operate within a general framework.

But because it’s built for everyone, it’s not built specifically for you.

Characteristics of off-the-shelf software systems

Designed to do a bit of everything for everyone, off-the-shelf solutions have a set of predictable traits. Here are the highlights:

Ready built features

Because off-the-shelf systems are pre built and designed to serve a wide audience, they come with a standard set of features that are ready to use. Whilst you can sometimes adjust settings and configuration to an extent, the core functionality is consistent across all users providing a reliable and proven piece of kit. 

Straightforward implementation

Off-the-shelf solutions already exist so quick deployment is standard. It's much easier to get up and running as you don't have the lengthy development process required for bespoke software. Updates and improvements are managed on the vendors schedule which means minimal effort on your part. 

Integration with popular software

Off-the-shelf solutions are often designed to work with other widely used software including accounting, CRM, and WFM systems. Whilst integration with niche or bespoke software will likely require extra work (if it's possible at all), off-the-shelf software generally connects well with more mainstream, popular systems.

Vendor controlled

You license the software rather than owning it outright. This means the vendor manages updates, security patches and support so reduces the need for internal maintenance (but also means you have no control over when and what happens).

Lots of features to appeal to a wide audience

Off-the-shelf systems usually come with a wide variety of built in features to cater to different industries, roles or business sizes. This gives you a comprehensive set of tools to explore.

The elephant in the room - cost

Contrary to popular belief, off-the-shelf software isn't always the cheaper option and can actually be much more expensive as time goes on. With bespoke software, you’re only paying for the features your business will actually use. In contrast, off-the-shelf solutions often include a mix of relevant and irrelevant functionality, meaning you may end up paying for features you’ll never use whilst still lacking the ones you do need. This can make bespoke solutions more cost effective in the long run but if you only plan to use your software for a short period of time, off-the-shelf might be the better option.

Another reason bespoke software can be more cost effective is ownership. Once it's built, the software system is yours. There are no ongoing subscription fees, no per user costs and you have complete control over how it’s used - you can even license it out to your competitors!

Owning the code means you have the freedom to adapt and expand the software as your business changes. You can respond to changing requirements and client demands quickly and easily without relying on off-the-shelf providers to roll out features that may never materialise. 

Additionally, because custom software is tailored to your exact specifications and addresses your unique challenges - it often boosts productivity and efficiency. This is through aspects such as task automation, fewer errors and reduced duplication of work. All of this leads to not only smoother operations but lower costs for your business.

Whilst it is true that upfront costs are generally higher with bespoke solutions, the ROI is usually tenfold over the longer term.

So how do I decide?

Deciding between bespoke or off-the-shelf software depends on your specific needs, budget, timeline and long term goals but here are some things to consider which should help make it easier to decide which route is best for you:

• How much customisation do you need - If your requirements are unique and not adequately addressed by existing software on the market, bespoke software is probably the better choice as it can be tailored specifically to your requirements and to address challenges that are unique to your organisation.

• What are your budget & time limitations - Off-the-shelf software is often more affordable and quicker to implement initially due to the fact that the development costs are shared amongst many users and the solution is already built. Therefore, if you have a limited budget or need a solution urgently, an off-the-shelf option might be more suitable.

• Do you anticipate future growth - Consider the future growth and changes in your organisation. Bespoke software can be designed to be scalable ensuring it can adapt as your business evolves. Off-the-shelf solutions generally have limitations in terms of scalability and might require additional investment or migration to a different system as your needs change. Remember, you are reliant on the software provider to make changes and the timescales to do so are determined by them, if at all.

• Maintenance & support requirements - Bespoke software typically requires ongoing maintenance and support, which might involve additional costs. Off-the-shelf software often comes with vendor support and regular updates, reducing the burden on your internal resources.

• What integration capabilities do you need - Consider how well the software integrates with your existing systems and workflows. Bespoke software can be designed to integrate with your current infrastructure, whilst off-the-shelf solutions might require additional development, workarounds or it may not be possible at all.

How can we help?

We take a technology agnostic approach to all of our work and focus on what’s right for your business rather than pushing a single solution. We’ll work with you to document and understand your current environment then present the options available along with the risks and considerations of each, so you can make a fully informed decision. We’ll also factor in any time or budget constraints that might make one approach more suitable than another. Our aim isn’t to steer you down a particular path but to help you choose the one that delivers the best outcome for your business.