Write down the repeated problem
Choose a workflow that creates measurable delay or errors. Record who starts it, the information involved, how often it happens and how the team handles exceptions. For example, staff may copy an approved order into inventory and accounting tools. That is a workflow to investigate; it does not yet prove that you need a new application.
Check the tools you already own
Try configuration changes and existing integration options first. Compare each option against the same requirements: access permissions, data ownership, exports, failure recovery and operating cost. A product demo should include your actual workflow and an awkward exception, not only the vendor’s ideal example. Avoid paying for a custom version of a feature that is already available and maintainable.
Define a focused first release
If the gap remains, choose the smallest end-to-end workflow that would help the team. Write acceptance criteria, including duplicate records, missing data and unavailable APIs. In the order example, the first release might sync approved orders and surface failed transfers for review. Stock forecasting and a new dashboard can wait until the basic flow works reliably.
Include life after launch in the comparison
Compare at least the planned operating period, not just the build price. Include subscriptions, hosting, monitoring, backups, upgrades, staff training and the cost of moving away later. Name the person who approves releases and who responds to incidents. A custom tool is a continuing responsibility; choose it when control and workflow value justify that responsibility.
Your practical checklist
- Repeated task, frequency and current failure points
- Evidence that configuration or integration is insufficient
- First workflow and acceptance criteria
- Data owner, permissions and export route
- Operating costs and maintenance owner
- Review point for deciding whether to expand
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