In a nutshell, bespoke software is custom built from the ground up to perform specific functions that match to the unique needs and processes of a particular business. It can be designed with specific aesthetics, features and functionality that align wholly with how the business operates and indeed, how it wants to be perceived.
Bespoke software is used by organisations of all shapes and sizes to address a wide range of challenges. Common reasons for adopting a custom solution include improving efficiency, enhancing the customer experience and automating processes although these examples only scratch the service - there are MANY more.
A wise man once (never) said: Bespoke software is like your favorite coffee order made just the way you like it - oat milk and syrup included. Off-the-shelf is the flat white - it does the job, but it’s just not quite you.
In short, off-the-shelf software is ready built with standard features designed to serve a broad audience, usually within a specific industry or amongst users who share similar processes. As a result, it's functionality is often generic, which means it may not support the complex or nuanced workflows found in many businesses. This can make it unsuitable for companies with specialised requirements as it would otherwise force them to adopt inefficient workarounds whilst more often than not, paying for features they won't ever use.
All that being said, it is important to acknowledge that off-the-shelf software is absolutely a viable option for many businesses and indeed, sometimes the most logical choice in terms of time to deliver and budget. However, for those that cannot compromise on features and functionality, bespoke software tends to be the better option.
As we have covered already, there are many different factors that can affect the cost of bespoke software - let's take a look at them in more detail:
Project Scope & Complexity
Unsurprisingly, the broader and more complex the project, the higher the cost. Software with numerous features, integrations or unique workflows requires more development time and resources.
Design Requirements
Custom UI/UX designed from scratch to encapsulate a specific brand or user experience increases both design and development effort and subsequently, the cost.
Technology Stack
The choice of tools, frameworks and platforms can significantly impact cost, especially if the technology requires specialist or hard to come by expertise.
Integration Requirements
Connecting bespoke software to existing systems such as CRMs, ERPs or third party APIs adds complexity and usually increases development time.
User Roles & Permissions
Supporting multiple user types or access levels involves additional logic, testing and security considerations, again, contributing to higher costs.
Maintenance & Support
Costs usually continue after deployment. Ongoing support, bug fixes and feature enhancements are essential parts of the software lifecycle.
Timeline & Urgency
Accelerated timelines may require additional resources or parallel development, leading to increased expenses.
Whilst it is impossible to put a definitive or blanket price on bespoke software, we can give some indications based on the type of software required based on our OWN experience and projects we have undertaken. It is important to note that every single project in bespoke development is different and whilst there may be similarities between system types, each one comes with its own set of nuances and requirements that ultimately influence the final cost.
| Basic | Mid Level | Enterprise | |
| CRM | £5,000 - £20,000 | £15,000 - £80,000 | £80,000 + |
| WFM | £10,000 - £25,000 | £15,000 - £80,000 | £80,000 + |
| Mobile App | £7,000 - £22,000 | £14,000 - £35,000 | £35,000 + |
| Web App | £5,000 - £20,000 | £15,000 - £60,000 | £60,000 + |
| Database | £4,000 - £8,000 | £7,000 - £15,000 | £15,000 + |
| Website | £8,000 - £15,000 | £12,000 - £18,000 | £18,000 + |
These are smaller scale applications with limited functionality, often including features like user logins, basic data input/output and simple dashboards. They might be internal tools, MVPs (Minimum Viable Products) or single function apps without complex features or integrations.
Examples
A simple mobile app for internal staff surveys
An MVP for a startup with one or two core features
A client portal for document uploads and downloads
These projects often include more complex business logic, multiple user roles, data relationships, third party integrations (payment gateways, CRMs) and responsive UI/UX across multiple devices. They may require additional planning around scalability, security or performance.
Examples
A job management platform with client and admin dashboards
A property listings site with filtering, user accounts and CMS integration
An ecommerce platform integrated with a third party payment gateway
These are large, high performance systems designed to support critical business functions at scale. They often involve extensive custom architectures, numerous integrations, complex workflows, user permission hierarchies, real time data processing, analytics and advanced security protocols.
Examples
A custom CRM with advanced analytics, role based permissions and real time data syncing
A logistics and operations platform integrated with multiple third party APIs ( GPS, billing and inventory systems)
A financial reporting dashboard pulling data from various live systems, with audit trails and compliance controls
Aside from the obvious cost implications, there are a number of other things to consider before deciding to procure bespoke software, particularly if there is the option to choose either bespoke or custom:
Business Objectives - The intended outcomes of the software play a central role in determining the right solution. Bespoke software may be more appropriate where objectives are unique or highly specific whilst off-the-shelf solutions can often meet more common, well defined needs.
User Needs - Understanding who will use the software and how, helps define the level of customisation that is actually required. Bespoke software can be designed to fit a number of diverse user roles and workflows that span the whole business whereas off-the-shelf products typically follow standardised patterns that work best for unambiguous, selective roles.
Budget - Budget constraints will influence the decision between custom and ready made solutions in 9 out of 10 cases. Off-the-shelf software often has a lower upfront cost because it already exists whilst bespoke software is a longer term investment that should deliver greater value in both monetary and resourcing terms for businesses where tailored functionality is critical.
Timescales - If a solution is needed quickly, off-the-shelf software can usually be deployed faster. Bespoke development requires more time for planning, design and testing but this translates to much better alignment with business needs.
Integration Requirements - The need to integrate with other systems may affect the choice of software. Bespoke solutions offer flexibility for complex, bespoke or proprietary integrations, whilst off-the-shelf products may limit integration options to what’s already supported or standard third party offerings.
Ability to Change - For businesses expecting growth or that have ever changing requirements, bespoke software can be built in a way that accommodates this. Off-the-shelf solutions might suffice early on but could become restrictive as demands increase and change.
Internal Resources - The availability of internal technical knowledge or project capacity may influence whether to develop a custom solution or opt for a pre built one. Off-the-shelf tools often require less hands on management, whilst bespoke projects will often require dedicated internal oversight and regular communication.
Support & Maintenance - Ongoing maintenance is a consideration for both options. Off-the-shelf products generally include vendor support and updates in the monthly licensing costs. Bespoke software requires a dedicated maintenance plan tailored to the specific build if the software is to remain bug free and up to date.
To summarise, there are no hard and fast rules about when an organisation should choose bespoke or off-the-shelf software - it is completely dependent on the buisness's specific requirements, what they want to achieve and whether they can afford to compromise on functionality to saves costs. The pricing brackets for bespoke software are vast and those listed above should be used as no more than a general guide, it is impossible to provide an accurate estimation without a detailed specification that clearly lays out the scope requirements in full - Cool Code Company can help with this. If you'd like to discuss your specific requirements, write out a specification or to get an indication on how much your project might cost, we're more than happy to discuss this with you.
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