When you need new software, you know what you want, you know your needs, but you don't always know which solution to choose. There are many options on the market, ranging from large, multi-purpose software such as ERP, to specialized software for a narrow range of uses.
In addition, you've probably heard of custom development, but you're not sure what it's all about, or what the benefits are.
The aim of this article is to help you make the right choice, by presenting each solution to you, as this choice is crucial today. Implementing the wrong software, or migrating in the wrong way, can be very costly, even catastrophic. The case of Gifi is a good recent example (the company's problems are strongly linked to the management of their information system, but we mustn't forget the problems also linked to management, leadership, etc.). If you'd like to learn more about this subject, here are a few links: article 1; article 2.
Off-the-shelf software represents solutions that are readily available on the market, usually under license. These solutions offer a range of their own functionalities, to meet a standard need in a particular field.
Here are a few examples: leave request management software. CRM (Customer Relationship Management), inventory management software...
Unlike off-the-shelf software, customized software does not offer a standard range of functions. It comprises only those functionalities that are useful to the company, adapted to its business and operational processes. This approach enables the software to meet specific needs, and to cover certain areas not covered by standard software. This is particularly useful when a company has certain unique features and processes.
Off-the-shelf software has one major advantage: it's quick and easy to set up, and affordable in the short term. For the simplest of them, you can have the software configured and your license in place in less than an hour.
However, this is not the case for all of them. In fact, some of the more comprehensive software packages require advanced configuration, which can be tedious. This is the case for ERP systems such as Sage or SAP, for example, but also for complete CRM systems such as HubSpot, project management software and so on. To do this, you may need to call in a specialist company, as is always the case for ERP systems, which require the intervention of an integrator when they are set up.
Custom software is not as quick to implement as off-the-shelf software, since it has to be developed in line with the company's requirements, and not simply configured. This also involves drawing up a specification listing all the functionalities to be developed, as well as a testing and adjustment phase to check that the software works as intended under operational conditions.
As a result, the initial costs of implementing a customized solution are higher than those of purchasing standard software under license per user. Custom software development can take months or even a year, depending on the number of functions to be implemented.
On the other hand, this is a major advantage for any company with specific needs to cover, since a solution tailored to these needs will always be more effective than a set of standard solutions linked to each other by import/export.
If your needs concern a common area of the company, such as managing the sales or purchasing department, then ready-to-use software is certainly the best option. It will be quicker to set up, and will embed the best practices for said domain directly into the implementation of its functionalities.
However, if your needs do not concern a common domain, are specific, and involve processes unique to your company, then it may be wise to consider implementing a tailor-made solution. In the long term, it's likely that such software will better meet your requirements, while offering the possibility of upgrading to keep pace with your company's growth.
Finally, cost will also be an important factor to consider. The two approaches are not only opposed in technical and functional terms, but also in terms of pricing. Off-the-shelf software is generally sold through user licenses, which can be monthly or annual. On the other hand, a tailor-made solution has no license, and the operating costs excluding development are only the costs of the infrastructure (servers) and maintenance. In the long term, the curves cross, as the cost of off-the-shelf software will only increase over time.
Here are two scenarios to help you make the best decision for your company.
The company would like to implement a software solution to manage leave requests internally. At present, this is done using paper forms or Microsoft Word. The company also wants this solution to be interoperable with their payroll software (a standard solution on the market).
In this case, although there is also a need for interconnection with third-party software, an off-the-shelf solution seems to be the best option. The interface between the two solutions can be made either directly via the software, as they are compatible, or manually via export then manual import once a month, or via dedicated tools such as Zapier, Make, n8n... (we'll certainly be doing an article dedicated to these tools shortly).
In short, a tailor-made solution for a need as precise and standardized as vacation requests seems disproportionate, and requires an initial investment that is probably unjustifiable.
The company is looking to acquire a production management software package to control all its production plants. Due to the nature of the products it manufactures, the company needs a solution that can take into account the specific features of each reference, and the concrete impacts this has on production lines, bearing in mind that this may constantly evolve according to a set of specific business rules. What's more, this solution needs to be interoperable in real time with the company's inventory management and logistics management solutions, both of which are embedded in the ERP system, itself hosted on the company's servers. Finally, the company also wants the new software to be hosted on its own servers, to guarantee data confidentiality.
In this situation, the choice of off-the-shelf software seems unwise. The company's manufacturing processes are complex, evolve regularly and are subject to a large number of constraints. What's more, advanced interconnections need to be set up with other tools on the company's servers, which is the weak point of off-the-shelf solutions, generally in the cloud (which, incidentally, is incompatible with the company's requirements).
The right solution in this case is to design a company-specific system, hosted by the company on its own servers, which will also enable interoperability with its ERP. The software will embed production management adapted to the company's needs and constraints, enabling the flexibility it needs.
Although our job is to develop tailor-made solutions for our customers, we are clear about the undeniable advantages of off-the-shelf software. In fact, we're the first to use them, since we haven't developed all the tools we need in-house.
There are a number of cases where creating a custom solution is not preferable, as the tools already on the market do the job very well. When this is the case, we recommend that our customers implement one of these solutions, and help them if necessary.
On the other hand, in all situations where standard solutions are no longer sufficient, and it is necessary to implement a solution designed specifically for the company's needs, it is important to be properly supported.
The process of studying, designing and then developing a tailor-made solution is a challenge, but one that offers numerous advantages and returns on investment if done properly. Just as the choice of integrator can make all the difference when implementing an ERP, the choice of development team is crucial for a bespoke software project.
The choice between off-the-shelf and custom software is not always an easy one. Sometimes the situation is such that the choice is obvious, but it can also be a difficult one.
That's why it's important to be accompanied by a company with expertise in the field, who will be able to give you sound advice (beware: if you turn to a publisher of an off-the-shelf solution, they'll be selling you their solution, not the right one. Don't hesitate to seek advice from several players).
Finally, in those situations where uncertainty is present, one solution may be to start with ready-to-use software, enabling rapid and less costly implementation. This allows you to test your operating mode, the impact of the new tool on teams, adaptations and standardization of processes, etc., before migrating to a customized solution, which may be more suitable in the long term. This approach allows for gradual change, while presenting the opportunity to refine the specifications thanks to the experience gained with the off-the-shelf software.
