Bespoke vs Off-the-shelf

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

Bespoke software is custom built to address specific requirements, offering tailored functionalities and features unique to the user or organisation. On the other hand, off-the-shelf software is pre-packaged and readily available for purchase (usually by licensing agreement) offering standardised functionalities that cater to a broader audience.

Both types of solution have use cases but your current environment and the outcomes you would like to achieve determine which is the better option for you.

Understanding bespoke software

As we have already covered above, bespoke software solutions are custom built to meet specific outcomes and requirements. These solutions can be designed to streamline existing business processes or to introduce entirely new processes tailored to a company's unique needs. Bespoke software is used across various industries and company sizes, particularly in organisations with complex workflows. Off-the-shelf software solutions are usually more generalised, thus, making them less suitable for businesses with highly specific or technical requirements. As a result, many organisations turn to bespoke software to ensure a perfect fit with their operations.

Characteristics of bespoke software systems

There are a number of characteristics specific to bespoke software systems, here we take a look at the most common.

They are fully customisable

The customisation with bespoke software systems is essentially limitless. These systems are being built from scratch and so they are designed and developed to suit the exact requirements of the business. They can be tailored to support specific processes, workflows, users and even the branding of the company in question.

They are flexible

Following on from the customisation, another characteristic of bespoke solutions is their flexibility. Additions, amendments and removals can be done with ease to accommodate changes to the businesses structure, the introduction of new services or changes to it's integrations to name a few examples.

They can be integrated with both off-the-shelf and other bespoke systems

Bespoke software solutions can be built to integrate not only with standard off-the-shelf solutions that provide their own APIs for third party developers to use, but also with other bespoke systems that do not typically offer integration with other services. An example could be integrating with another internal system that was also purpose built for that specific company.

They are owned by the company 

When a company either builds it's own bespoke system or hires an external team to do so, it generally belongs to them rather than a third party vendor as is the case with most off-the-shelf systems. This means, changes, updates and amendments to the system can be made at the owning companies leisure rather than waiting for a third party.

They don't have unnecessary features

A common gripe with off-the-shelf solutions is the unnecessary features users often must pay for despite the fact they will never use them. With bespoke systems, this issue disappears.

Understanding off-the-shelf software

Off-the-shelf software systems are widely available today to help with a wide range of business functions - Customer Relationship Management, WorkForce Management, Project Management and Accounting systems are just a few examples. They are ready built systems designed to appeal to a broad range of organisations, often across many different industries. Because of this, the features are usually more generic and suited to a wider audience. Because off-the-shelf software is an existing product, it is typically faster to implement compared to bespoke software, which requires custom development. These ready made solutions are popular for businesses that don't need extensive customisation and can work within the limitations of a more general purpose tool.

Characteristics of off-the-shelf software systems

Limited customisation

Because off-the-shelf systems are essentially pre-built solutions that already exist, they already have a standard set of features available to use. Whilst they may offer some customisation options (like settings or configurations), they are not fully customisable to the extent that bespoke systems are and the core functionality remains largely the same for all users.

Limited flexibility

Off-the-shelf solutions are less flexible than bespoke. Changes or adjustments usually require updates from the software vendor and the user must adapt to the software's existing framework. Major changes to functionality or workflows are often not possible without third party development or custom plugins.

Limited integration

Whilst off-the-shelf software solutions do tend have a wide variety of integration capabilities, this tends to be with other popular off-the-shelf solutions such as accounting, CRM and WFM systems. Integrating with existing bespoke or less common systems may require additional work or third-party solutions and the level of integration might not be as seamless as with bespoke systems.

No ownership 

Off-the-shelf systems are owned by the software vendor. Businesses typically purchase licenses to use the software but the system itself is not owned by the user. This means that the company is dependent on the vendor for updates, security patches, support and new features and it cannot make significant changes to the software without the vendor’s involvement.

Broad features to appeal to a wide audience

Off-the-shelf systems often come with a broad range of features intended to serve a wide variety of users or industries. Many of these features may go unused by a specific business and the company may still have to pay for them as part of the software package.

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 over time. With bespoke software, you’re only paying for the features your business actually needs, avoiding the cost of unnecessary extras. 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 really need. This can make bespoke solutions more cost-effective in the long run.

Another reason bespoke software can be more cost effective is ownership. Once it's built, the software is yours. There are no ongoing subscription fees, no per user costs and complete control over how it’s used or even marketed. Unlike off-the-shelf solutions designed for the masses, bespoke software is tailored specifically to your business needs, giving you long term value and flexibility without recurring expenses.

Owning the source 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 without relying on off-the-shelf providers to roll out features that may never materialise. This level of control helps you stay agile and competitive.

Additionally, because custom software is tailored to your exact specifications and addressing 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 higher over the longer-term.

So how do I decide?

As we have covered above, deciding between bespoke software and off-the-shelf solutions 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 to go down - 

• Customisation Needs - If your requirements are unique and not adequately addressed by existing software on the market, bespoke software might be the better choice as it can be tailored precisely to your requirements and to address challenges specific to your organisation.

• 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.

• Scalability - Consider the future growth and changes in your organisation. Bespoke software can be designed with scalability in mind, 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 - 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.

• Integration Capabilities - Consider how well the software integrates with your existing systems and workflows. Bespoke software can be designed to seamlessly integrate with your current infrastructure, while off-the-shelf solutions might require customisation or workaround solutions or it may not be possible at all.

How Can we Help?

We pride ourselves on our being agnostic in our approach towards our clients technology requirements and will always provide options where possible rather than taking a one option approach. We will work with you to document and analyse your current environment and present the options you have based on that along with the risks & issues of both types of solutions so you can make an informed decision. We will also consider any limitations you may have with regards to time or budget that may mean one approach is better than the other. It is not within our interest to push you down one route over another, we want you to achieve the best for your business and will work with you to do so.