Software decision guide
Build, buy or connect?
When a team outgrows a spreadsheet, a full rebuild is only one option. Compare three ways to solve the same job before deciding where to invest.
Fit the choice to the job
Take one real example through each option. Include an ordinary day, an exception and the handoff to the next person.
Buy or configure
A product already supports the main task. Test your awkward cases in a trial and check permissions, exports and fees as usage grows.
Connect existing tools
The tools work individually, but someone copies information between them. Check API access, record ownership and what happens when a sync fails.
Build a custom workflow
Your rules or user experience are central to the business and hard to reproduce elsewhere. Try the hardest part in a prototype before expanding scope.
Make a fair comparison
Use the same time horizon and expected team size for each option. Record what you know and what needs a trial or a supplier’s estimate.
Time to usable
Include configuration, migration, staff training and rollout. Check when the team could complete one real job in the new system.
Cost over time
Compare licences and connectors with design, development, hosting and support. Count the manual steps each option still leaves behind.
Changing course
Ask who can change a rule, recover lost data or move records to another system. Include that ongoing responsibility in the decision.
A working example
Akara combines a custom property portal with DocuSign for signing and Xero for accounting. It illustrates how a team can build around its own workflow and keep established tools for specific jobs.