Map the workflow first
List the steps, people responsible and data involved. Identify which steps must stay and which can change. This separates genuine requirements from existing habits.
When to consider an existing product
If your needs are common and a tool supports the essential steps, trial it with a small group. Check data export, permissions, integrations and support, rather than relying on a demonstration alone.
When custom development makes sense
When distinctive workflows or integrations are central, custom software may be worth considering. Plan resources for analysis, testing, maintenance and product ownership.
You can combine both
Use an existing product for common tasks and develop connections or specialized features. Assess API access and external service costs as part of this approach.
Compare the full lifetime cost
Consider initial and recurring costs, data migration, training, support and future changes. Choose a limited pilot before committing to a wider rollout.