If you want to have software developed, you need a clear goal and a small first step. You also need a partner who hands you the code at the end. With us, a first usable product (an MVP) starts at 8,000 euros and is usually ready after 8 to 12 weeks. A larger platform starts at 40,000 euros.
This guide shows when custom software pays off and how a project runs. It also explains what to look for when you choose a partner.
When custom software pays off
Custom software pays off where your process sets you apart from the competition. If you do something differently and your customers benefit from it, off-the-shelf software often does not fit. It forces you into a standard that is not yours.
Typical cases in mid-sized companies:
- A quote is built from three Excel sheets and a lot of knowledge in one employee’s head.
- Customers ask the same questions every day, and your team looks up the answer each time.
- Data sits in two systems that do not talk to each other. Someone copies it by hand.
- A product is meant to go digital, and no ready-made solution exists for it.
Custom software usually does not pay off for tasks that are the same everywhere. Accounting, payroll or a simple online shop are examples. Good ready-made products exist for them, and they are almost always cheaper.
One simple question helps: would a competitor map the same process in the same way? If yes, use standard software. If no, custom software can pay off.
Three ways: your own team, a freelancer or an agency
If you want software built, you have three options. Each fits a different situation.
Your own development team pays off when software is the core of your business for the long term. You keep the knowledge in-house and decide for yourself. In return you need time to hire, money for salaries and someone to lead the team. Good developers are hard to find, and a team of one is a risk if that person leaves.
A freelancer fits clearly defined, smaller tasks. They are available quickly and often affordable. On larger projects, though, there is usually nobody for design, testing or operations. If the freelancer drops out, the project stops.
An agency or development partner brings a whole team: development, design, testing and operations. That makes sense when you need a finished product fast and do not want to build your own team. What matters is that the partner hands you the code and enables your team, so you do not stay dependent. Why we see it this way is in the post Stop buying IT service.
Many companies combine the options. A partner builds the first product. Later a small in-house team takes over operations and further development.
How a project runs
With us, a project has three stages. Each stage has a clear result and a fixed price.
1. The first call
It starts with a free call. We clarify your goal, the scope and the timeline. Afterwards you know whether and how we can help, and roughly what it costs.
Some clients want a concept before anything is built, for example for an internal decision. We offer that on its own, often as a workshop. It costs 3,000 to 5,000 euros.
2. The MVP
An MVP is the first version that real users can work with. It contains only the most important process, and that one in full. Everything else comes later.
The MVP is usually ready after 8 to 12 weeks. We work in two-week sections. At the end of each section you see a version that runs. So you find out early whether the direction is right, not after months.
An MVP starts at 8,000 euros with us. We prefer to build it as a web application. It runs in the browser, on the desktop and on the phone.
3. Growing into a platform
Once the MVP works in daily use, it grows. New user roles are added, more processes, interfaces to other systems. That turns it into a platform. A larger platform starts at 40,000 euros with us.
The advantage of this order: you only invest a lot of money once you know your users really need the product.
What it costs
The cost depends mainly on the scope. Our guide prices for 2026, net:
| Service | Price |
|---|---|
| Concept or workshop | €3,000 to €5,000 |
| MVP as a web app | from €8,000 |
| Larger platform | from €40,000 |
We name the exact price after the first call. What drives the price up and how to lower it is covered in detail in How much does custom software cost?.
Also plan for costs after launch. Hosting, updates, security and small changes cost roughly 15 to 20% of the build cost per year. Saving here often costs more later. How that happens is shown in the post on technical debt.
What to clarify before you start
You do not need a finished specification. A few clear answers still save a lot of time and money:
- What is the goal? Describe the result, not the feature. “Quotes in 10 minutes instead of 2 hours” is better than “a quoting module”.
- Who uses the software? Employees, customers, partners? How many, and how often?
- Which process comes first? Pick the one workflow that costs the most time today.
- Which systems already exist? ERP, CRM, accounting, Excel. Connecting legacy systems is often the hardest part.
- What data is there? Old data often has to be checked and cleaned before it fits a new system.
- Who decides? One contact with time and the authority to decide matters more than a large committee.
If you cannot answer all of these, that is normal. That is exactly what the first call is for.
How to spot a good partner
Two quotes for the same project can differ by a factor of two. That is rarely down to the hourly rate. Usually the providers have included different things. So ask every provider the same questions:
- Do you own the code at the end? You should. Otherwise you stay dependent for good.
- Are tests, documentation and deployment included? Without them, every later change gets expensive.
- How often do you see a running version? Every two weeks is a good value. Only at the end is too late.
- How are changes handled? Changes happen in every project. Ask how they are charged.
- Where does your data live? For many mid-sized companies, hosting in Germany matters, also because of the GDPR.
- How is security built in? Security has to be part of the architecture from the start, not a test at the end. More on that in Security-first engineering.
- Are there references with numbers? Ask for projects of a similar size and for measurable results.
- Who is your contact? You should know who you are talking to, and that person should know the project.
Also watch how the provider asks. A good partner asks more questions in the first call than they answer. Anyone who names a price for a large project straight away has usually not understood your problem yet.
Web application or app?
Many people think of an app from the app store first. For most projects in mid-sized companies, a web application is enough. It has clear advantages:
- There is one codebase for browser, desktop and phone. That saves money in the build and in operation.
- No update has to pass Apple’s or Google’s review first.
- A new version reaches all users at once.
An app from the store pays off mainly in one case: you need deep access to device features, for example in the background or without a network. That is rarer than many think. That is why we prefer to build an MVP as a web application.
Typical mistakes and how to avoid them
Too much at once. The biggest risk is a first step that is too large. Build one process completely first, instead of ten processes halfway.
Planning without users. Talk to the people who will use the software every day. They know where things get stuck today.
Underestimating legacy data. Data from old systems is almost never as clean as everyone thinks. Plan time to check it.
Forgetting operations. Software does not run on its own. Updates, security and hosting cost money every year.
Becoming dependent. If only the provider knows the code, you cannot switch anymore. Make sure the code belongs to you and is well documented.
Confusing it with a website. A website is not software for your processes. If you only need a good website, read our post on maintainable websites.
An example from practice
An M&A advisory firm wanted to bring buyers and sellers together faster. Until then, advisors checked every possible match by hand. We built a platform that captures profiles in a structured way and scores them with AI support. It matched more than 500 profiles with an accuracy of 92%, and processing a deal is three times faster. More in the case study on the M&A matching platform.
You can find more projects under case studies for digital products.
Frequently asked questions
How long does it take to have software developed? With us, an MVP is usually ready after 8 to 12 weeks. A larger platform takes several months. It grows step by step out of the MVP.
Do I need a specification document? No. A clear goal and the most important process are enough to start. We clarify the rest in the first call.
What happens after launch? The software needs care: updates, security, small changes. We take that on, or your own team does. The code belongs to you, so you decide.
Do you work at a fixed price? Yes. Every stage has a fixed price, which we name after the first call.
The next step
Do you have an idea for your own software? In a free first call we work out the goal, the scope and the price. Afterwards you know what to expect. More about our work is on the page on custom software development. Or write to us directly.
