When should you replace SaaS with your own app?

A subscription can be good value when you need a tool quickly. But if the bill rises every time you add a colleague and your team still exports data to a spreadsheet to finish the job, it’s worth comparing that subscription with the cost of owning an app.

Look for a workflow with clear boundaries

Internal approvals, case tracking and shared records are good places to start the conversation. Write down the tasks people actually perform, who needs access and which integrations are essential. If you depend on specialist features or an ecosystem of integrations, the existing SaaS product may still be the better fit.

Compare the full cost over the same period

For illustration, 40 seats at £25 per month cost £12,000 a year, or £36,000 over three years at the same price and team size. Compare that with the cost of building and migrating to your own app, plus three years of hosting, maintenance and support. Include any third-party licence or usage charges, and see how both options change if your team grows.

Elegant IT can build a bespoke app without per-user application licence fees. The agreed hosting environment still needs capacity for your users and workload, and any third-party costs should be included in the comparison. Agree ownership of the bespoke code and how it will be handed over before work starts.

Prove the first version before retiring the subscription

Pick one workflow and test it with the people who use it. Agree how to move the data, handle permissions and verify that reporting still works. Once the team can finish the job in the new app, you have a sounder basis for deciding what to build next and when to cancel the subscription.

Explore replacing SaaS with your own app to compare options around your current bills, users and essential workflows.