Start with the problem, not the technology
The question is rarely 'should we build software?' It is 'what problem are we solving, and is software the best way to solve it?' If an existing tool already solves the problem well and affordably, using it is usually the right answer.
Signs an existing tool may be enough
- Your process is standard and similar to how others work
- The tool covers most of what you need with minor workarounds
- The cost of the tool is far below the cost of building
Signs custom software may be justified
- Your process is central to how you compete or operate
- You are paying repeatedly to work around a tool's limitations
- The work is high-volume, repetitive, and error-prone
- Several disconnected tools force manual data transfer
Consider the whole lifetime
Custom software is not a one-time purchase. It needs to be maintained, updated, and eventually extended. That ongoing responsibility should be part of the decision, not an afterthought.
A reasonable middle path
Often the answer is neither 'buy everything' nor 'build everything'. A small custom layer that connects and fills the gaps in existing tools can deliver most of the benefit at a fraction of the cost.