Start with the fit
List the essential workflow requirements. Separate true constraints from preferences. An existing product may solve the problem with configuration and a small integration.
Account for the workaround
The subscription is only one cost. Include duplicate entry, training, spreadsheet maintenance and the operational risk of information spread across tools.
Build the missing layer
Custom software does not have to replace everything. A focused portal, approval layer or operational record can connect established systems while giving the team a better experience.
Plan for ownership
Every application needs updates, backups, access management and a person responsible for operation. Include those responsibilities in the decision and project scope.
