Build vs. Buy Decision Checklist for Software Solutions

When selecting software solutions, businesses face one major decision:

• Should you buy an off-the-shelf solution that is ready to use?
• Or should you invest in building custom software tailored to your business needs?

The right choice depends on budget, business requirements, long-term scalability, and integration needs. Making the wrong decision can lead to costly inefficiencies, limited functionality, or high maintenance costs.

This checklist provides a structured framework to help organizations decide whether buying off-the-shelf software or building a custom solution is the better fit.

Read our full guide on custom vs. off-the-shelf software for a full comparison.

Why It Matters:

The first step in making a software decision is understanding what you need the software to do. A clear list of objectives helps determine whether an off-the-shelf solution meets your needs or if a custom software development service is necessary.

Checklist:

• What are the core business challenges this software must solve?
• Does off-the-shelf software offer the specific functionality your business requires?
• Will a custom solution provide a competitive advantage for your company?
• Does your business need flexibility and customization, or is a standard tool sufficient?

Why It Matters:

Cost is a critical factor when deciding between building and buying software. Off-the-shelf software usually has lower upfront costs but can become expensive due to subscription fees, licensing, and customization needs. Custom software has higher initial costs but long-term savings due to full ownership.

Checklist:

• What is your budget for software development or licensing?
• Are there hidden costs in off-the-shelf software (e.g., add-ons, integration fees, per-user costs)?
• Can you afford the long-term maintenance of a custom-built solution?
• Will a custom solution deliver a higher ROI over time?

Why It Matters:

Businesses evolve, and software must scale with them. Off-the-shelf solutions may lack the flexibility to adapt, while custom software can be tailored for growth and expansion.

Checklist:

• Will an off-the-shelf solution allow customization to fit your unique business needs?
• Does the software need to scale with future business growth?
• Can a custom-built solution integrate seamlessly with existing systems?
• Will off-the-shelf software allow API integrations and workflow automation?

Why It Matters:

Time-to-market is critical for some businesses. Off-the-shelf solutions are ready to use, while custom software requires time for development, testing, and deployment.

Checklist:

• Do you need the software immediately, or can you wait for development?
• How much training will your team need to adopt the software?
• Can an off-the-shelf solution be implemented quickly without major disruptions?
• Is your team willing to wait for a custom solution if it provides better long-term value?

Why It Matters:

Security is a major concern in software decisions. Off-the-shelf software might not meet industry-specific compliance standards or have strong data security controls.

Checklist:

• Does the software store sensitive customer or financial data?
• Will an off-the-shelf solution meet compliance regulations (e.g., GDPR, HIPAA, SOC 2)?
• Do you need custom security features that generic software can’t provide?
• Is the software regularly updated and patched to prevent security vulnerabilities?

Why It Matters:

If you’re purchasing off-the-shelf software, you rely on the vendor for updates, bug fixes, and customer support. If the software provider shuts down or stops updates, your business could be left with outdated software.

Checklist:

• Does the software vendor provide reliable customer support?
• Are there risks of the vendor discontinuing the software or changing pricing structures?
• Will a custom-built solution provide greater long-term control and ownership?
• Are you comfortable depending on a third-party vendor for critical business operations?

Why It Matters:

Software should align with long-term business strategy, not just immediate needs. Custom software may provide a higher long-term return, while off-the-shelf software might limit future innovation.

Checklist:

• Will the software still be relevant in 5–10 years?
• Does the solution allow for continuous improvements and updates?
• Are you prepared for the technical debt of custom software maintenance?
• Will off-the-shelf software restrict innovation in your company?

Deciding whether to build or buy software is a strategic choice that impacts cost, flexibility, security, and long-term growth. Use this checklist to evaluate your business needs, technical requirements, and long-term goals before committing to a solution.

At Scrums.com, we specialize in custom software development that aligns with your business needs, scalability, and security requirements. Whether you need a fully customized solution or assistance integrating off-the-shelf software, our experts are ready to help.