Custom Software & Tools

Custom software typically costs $10,000–$100,000+ depending on complexity.

A simple internal tool or dashboard runs $10,000–$25,000. A mid-complexity web application with user authentication, database, and integrations costs $25,000–$75,000. Enterprise-grade software with advanced features, multiple user roles, and complex integrations exceeds $75,000. The cost depends on feature count, design complexity, integrations needed, and development timeline. Starting with an MVP (minimum viable product) for $10,000–$30,000 lets you validate the concept before investing in a full build. At MooseBase, we help businesses scope projects realistically and build in phases to manage cost and risk.

Custom software development timelines range from 6 weeks to 12+ months.

A simple MVP or internal tool takes 6–12 weeks. A mid-complexity application with multiple features and integrations takes 3–6 months. Large-scale platforms with complex workflows and extensive testing take 6–12+ months. The timeline depends on scope, complexity, team size, and how quickly decisions and feedback are provided. Building in phases (MVP first, then iterations) is faster and less risky than trying to build everything at once. At MooseBase, we use agile development to deliver working software in 2-week sprints, so you see progress continuously.

SaaS (Software as a Service) is pre-built software you rent monthly - like Salesforce, QuickBooks, or Slack.

It's ready to use immediately but offers limited customization. Custom software is built specifically for your business needs - you own it, control it, and can modify it freely. SaaS is cheaper initially and faster to deploy but locks you into someone else's roadmap and pricing. Custom software costs more upfront but eliminates subscription fees, fits your exact workflow, and becomes a business asset. Choose SaaS when an existing product meets 80%+ of your needs. Choose custom when no product fits, or when the software is core to your competitive advantage.

An MVP is the simplest version of your software that solves the core problem and can be tested with real users.

Instead of building every feature you envision, you launch with just the essential functionality, gather feedback, and iterate based on actual usage data. This approach reduces risk, saves money, and gets your product to market faster. A typical MVP takes 6–12 weeks and costs $10,000–$30,000. It includes the core feature set, basic UI, and enough polish to be usable. MVPs are valuable because they validate your idea before you invest heavily - many features you think are essential turn out to be unnecessary once real users interact with the product.

Yes, integration with existing tools is one of the primary reasons businesses invest in custom software.

Custom software can connect with virtually any system that has an API - CRMs like Salesforce or HubSpot, accounting software like QuickBooks, payment processors like Stripe, email platforms like Mailchimp, calendar tools, inventory systems, and more. Integrations eliminate double data entry, sync information across platforms, and automate workflows between tools. Even older systems without APIs can often be integrated through database connections, file imports, or custom middleware. When scoping a custom software project, list every tool you currently use so your developer can plan integrations from the start.

The right technology stack depends on your project requirements, not trends.

For most small business web applications, a modern JavaScript stack (React or Next.js for the frontend, Node.js for the backend, PostgreSQL for the database) offers excellent performance, large developer availability, and long-term maintainability. WordPress is ideal for content-heavy sites. For mobile apps, React Native or Flutter enable cross-platform development. For data-intensive applications, Python with Django is excellent. Don't let a developer choose obscure technologies - pick proven, well-supported tools with large communities. The best stack is one that your current and future developers can easily work with.

Most businesses should start with a web app (accessed through a browser) rather than a native mobile app.

Web apps are cheaper to build, work on all devices, don't require app store approval, and are easier to update. Native mobile apps make sense when you need: offline functionality, access to device features (camera, GPS, push notifications), high-performance graphics, or you're building a consumer product where app store presence matters. Progressive Web Apps (PWAs) offer a middle ground - web apps that can be installed on phones and work offline. For most B2B and service businesses, a responsive web app is the right starting point.

An API (Application Programming Interface) is a set of rules that allows different software systems to communicate with each other.

API integration connects your tools so they can share data and trigger actions automatically. For example, when a customer fills out your website form, an API integration can automatically add them to your CRM, send a welcome email, create a task for your sales team, and log the interaction - all without manual work. APIs are the backbone of modern business automation. Most popular business tools (Stripe, Google, Salesforce, Slack, etc.) offer APIs. Custom software uses these APIs to create seamless, automated workflows between your systems.

Custom software requires ongoing maintenance including: bug fixes, security updates, server monitoring, database backups, performance optimization, and feature enhancements based on user feedback.

Budget 15–20% of the initial build cost annually for maintenance. Some businesses handle this with an in-house developer, while others retain the agency that built it on a monthly maintenance agreement. Key maintenance tasks include: keeping dependencies updated, monitoring for security vulnerabilities, scaling infrastructure as usage grows, and iterating on features based on analytics and user feedback. Neglecting maintenance leads to security risks, performance degradation, and increasingly expensive fixes down the road.

A website primarily displays information - it's like a digital brochure.

Visitors read content, view images, and maybe fill out a contact form. A web application is interactive software that runs in the browser - users log in, input data, perform tasks, and see dynamic results. Examples: your business website is a website; your online banking portal is a web app. The line is blurring as modern websites add interactive features, but the key distinction is interactivity and user accounts. Web apps typically cost more to build because they require backend logic, databases, user authentication, and more extensive testing.

Yes, most repetitive business processes can be automated to save time and reduce errors.

Common automations include: lead follow-up emails, appointment reminders, invoice generation, data entry between systems, social media posting, report generation, inventory alerts, and customer onboarding workflows. Start by identifying tasks your team does repeatedly that follow consistent rules - these are prime automation candidates. Simple automations can use tools like Zapier or Make. More complex workflows benefit from custom software. Businesses that automate routine tasks typically save 10–20 hours per week in staff time and reduce errors significantly. The ROI on automation is often measured in weeks, not months.

A CRM (Customer Relationship Management) system is software that helps you track and manage interactions with leads and customers.

It stores contact information, communication history, deal stages, and follow-up tasks in one place. You likely need a CRM if you're: losing track of leads, forgetting to follow up, managing customer info in spreadsheets, or have multiple salespeople. Popular options include HubSpot (free tier available), Salesforce (enterprise), and Pipedrive (small business). Even a simple CRM dramatically improves follow-up consistency and sales conversion. If off-the-shelf CRMs don't fit your workflow, custom CRM development is an option for businesses with unique sales processes.

Scoping a software project starts with clearly defining the problem you're solving and who will use the software.

Document your requirements in plain language: what the software should do (features), who will use it (user roles), what it needs to connect to (integrations), and what success looks like (measurable outcomes). Create a prioritized feature list - must-haves vs nice-to-haves. Get quotes from multiple developers and compare not just price but their understanding of your needs. A good development partner will help refine your scope, identify risks, and suggest an MVP approach. Over-scoping is the most common mistake - start small, launch, and iterate.

Agile development is a project management approach where software is built in short cycles (typically 2-week sprints) rather than one big waterfall delivery.

Each sprint produces working software that you can review and provide feedback on. This means you see progress every two weeks, can change priorities based on what you learn, and get a working product faster. Agile reduces risk because you're never more than two weeks from seeing real results. It also prevents the classic software disaster of spending 6 months building something, only to find it doesn't meet your needs. At MooseBase, we use agile for all custom development projects.

A solo developer is cheaper ($50–$150/hour) and works well for small, well-defined projects.

An agency costs more ($100–$250/hour) but provides a full team: project manager, designer, frontend and backend developers, and QA tester. Agencies offer more reliability - the project doesn't stall if one person is unavailable. Choose a freelance developer for small tools, simple integrations, or when you have strong technical knowledge to manage them. Choose an agency for complex projects, when you need design and strategy, or when the software is business-critical. For mid-sized projects, a small agency (like MooseBase) offers agency capabilities at closer to freelance pricing.

Technical debt is the accumulated cost of shortcuts, quick fixes, and deferred maintenance in software.

Like financial debt, it compounds over time - what starts as a small workaround becomes a major issue that slows development and increases costs. Common causes include: rushing to meet deadlines, skipping code reviews, using outdated technologies, not writing tests, and adding features without refactoring. Technical debt makes every future change harder, slower, and more expensive. Managing it requires regular code cleanup, keeping dependencies updated, and occasionally investing sprints in refactoring rather than new features. The best prevention is building it right the first time with clean, well-documented code.