What Custom Software Actually Costs: How to Know When It’s Worth It

Table of Contents

• The Hidden Cost of “Good Enough” Systems
• The Benefits of Investing in Custom Software
• How Do I Know if Custom Software is for Me? (Diagnostic Checklist) 
• How Do I Know What Kind of Custom Software I Need?
• How Expensive is Custom Software?
• Why Businesses Choose Volano
• Step-by-Step: Moving Forward With Volano
• FAQ
• Key Takeaways

The Hidden Cost of “Good Enough” Systems

Every business reaches a point where work starts to get a little bogged down. Spreadsheets multiply, workarounds pile up, key knowledge of these workarounds are isolated to one or two people, and you spend more time as a whole fixing and reconciling data rather than moving your business forward. 

When these warning signs emerge, an off-the-shelf software solution may seem like the quickest way to circumvent these challenges and get a better process off the ground quickly. What many business and franchise owners don’t realize is that both off-the-shelf software and older systems can create the same bottlenecks. While these tools may seem like a quick fix at first, over time they can slow down workflows, require constant manual work and leave key knowledge in the hands of just a few employees – just like the spreadsheets and workarounds you were trying to get away from.

Legacy Technology Holds You Back

Older systems often remain because replacing them seems risky. Over time, they drain resources, slow workflows and require constant manual intervention to keep things running smoothly. 

Indicators that your legacy systems may be costing you include:

• Reports that take a full day or more and still miss key insights
• Only one employee knows how a system operates
• Security updates are unavailable or limited

Real world example: Hunt & Miller faced these issues. Their legacy database required hours of manual data consolidation. Volano upgraded their system to a modern SQL-based platform, streamlining reporting, reducing errors and freeing staff to focus on strategic priorities.

Manual Workarounds Add Friction

When workflows exceed software capabilities, teams are forced to patch solutions together. Common patterns include:

• Multiple versions of the same information maintained across teams
• Reports that describe problems but don’t prompt action
• Repeated data entry across tools

What’s worse – often these types of workarounds are known by only a few key people in your business. Meaning: if someone is on vacation, or sick, or leaves the company, your workarounds can be lost forever. 

Custom software centralizes operations, providing a single source of truth and reducing repetitive work.

Consistency Challenges for Multi-Unit Operations

Franchises or multi-location businesses often struggle with standardization. Without a unified system, managers spend more time verifying compliance than leading.

Common friction points:

1. Verification Gaps: Checkboxes alone cannot confirm compliance. Photo-First Accountability ensures standards are met across all locations.
2. Execution Delays: Audit results trapped in static reports delay corrections.
3. Slow Rollouts: Updates reach locations unevenly.
4. Data Without Direction: Reports sit idle instead of driving improvement.

Real world example: Rowse Rakes needed consistent field audits across franchise locations. Volano implemented ActionCard, reducing audit times by 60% and giving managers real-time visibility over compliance and operational performance.

The Benefits of Investing in Custom Software

While custom software may seem like a big, daunting, expensive option, a custom solution can provide greater ROI for your business, because it’s developed exactly for your unique business case. You don’t have to adjust your processes to match modules that were developed in some R&D department three years ago by developers who have never stepped foot inside your business. You get full ownership and control, true efficiency and accountability built into your software – every step of the way. 

Full Ownership and Control

Custom solutions give you control over technology, updates and integrations. This becomes a long-term business asset rather than a recurring cost.

With custom software, your software is also built on a solid relationship. Instead of having random feature upgrades pushed on you (with price increases) that you never asked for, you and your software partner get to drive the ship, choosing where to invest and innovate to solve real world problems – not ones that were invented in a board room as a way to make shareholders more money.

True Efficiency

Technology that aligns with your workflows accelerates tasks, improves accuracy and simplifies decision-making based on the day-to-day needs of your business. 

Real world example: National Radon Defense required a portal to manage client data across multiple teams. Volano built a custom solution that reduced errors, streamlined reporting and allowed leadership to quickly assign follow-up actions.

Built-In Accountability

High-performing systems keep teams aligned and accountable. Instead of being a faceless name in hundreds of users, custom software allows you critical insight into your software performance, including: 

• Resolution Time: Issues are flagged and tracked until resolved.
• Visibility: Dashboards give leaders a clear view of progress.
• Data Insights: Real KPIs built around your business help provide quick insight into needed process changes and continuous improvement. 

How to Know if Custom Software is Right for Your Business

The good news is, you can determine if custom software is a good fit for your business quickly by running a simple, diagnostic check of your organization to identify recurring pain points: 

Diagnostic Checklist

• Are teams entering the same data multiple times?
• Do reports take a full day (or more) to compile and still contain errors?
• Are workflows inconsistent across locations, departments or remote teams?
• Do legacy systems make updates, integrations or scaling operations difficult?
• Are employees spending more time fixing errors than actually doing their work?
• Is your customer experience impacted by delays, inconsistencies or lack of visibility into processes?
• For franchises or multi-unit operators: slow audits, inconsistent compliance or difficulty onboarding new locations.

If you answered “yes” to any of these, it’s a strong signal that off-the-shelf software – or sticking with manual processes – might be holding your business back. Custom software can be designed to fit your unique operations, streamline workflows and scale as your business grows.

How do I know what kind of custom software I need? 

Not all custom software is the same – different tools solve different problems. Understanding your pain points makes it easier to see which solutions fit your business:

• Workflow Systems: Ensure repeatable processes and reduce manual effort.
• Databases & Reporting Tools: Central dashboards highlight actionable insights.
• Portals: Secure, role-based access for employees, customers and partners.
• Integrations: Connect previously disconnected systems to streamline data flow.
• Mobile Solutions: Mobile-first platforms for franchises or multi-location operations, linking audits, action plans and accountability.

How expensive is custom software? 

Custom software costs vary depending on scope and complexity. That said, there are some benchmarks that can help you get a rough idea before diving in.

Software Category	Basic	Average	High-Performing	What type of software is this?
Custom Portals	$20,000	$51,000	$100,000+	Secure, role-based systems for reporting and collaboration.
Mobile Applications	$27,000	$65,000	$112,000+	Apps for field data capture or customer engagement. Hybrid Progressive Web Apps can be deployed efficiently.
Database Modernization	$10,000	$22,000	$35,000+	Upgrading legacy databases like Microsoft Access to modern SQL solutions.
Integrations & APIs	$6,500	$9,500	$15,500+	Connect CRMs, ERPs and internal systems to reduce repetitive work and speed data flow.
Product UX Design	$4,000	$12,000	$31,000	Streamlined and intuitive user experiences that increase adoption and reduce training needs.

Keep in mind: Costs can vary widely depending on your software developer, your specific needs and how well your project is scoped from the start. If you’re unsure where your project fits, reach out to a developer and have a conversation. This is the most accurate way to truly understand what your investment will look like – and what you can expect from ROI.

Why Businesses Choose Volano

Volano builds software that works the way your business works. Our workflow systems cut down on manual effort and ensure repeatable processes, while databases and reporting tools put actionable insights at your fingertips. Secure portals give employees, customers and partners the access they need and integrations connect previously disconnected systems to streamline operations. For multi-location businesses and franchises, ActionCard, our mobile-first platform, links audits, action plans and accountability – keeping teams aligned, compliant and moving forward.

Step-by-Step: Moving Forward With Volano

1. Define the Friction – Identify delays, errors and bottlenecks to set a baseline for ROI.
2. Schedule a Fit Consult – Evaluate workflows, tech stack and goals.
3. Discovery and Architecture – Map workflows, user roles and outline system design.
4. Design and Development – Iterative sprints allow feedback and alignment.
5. Implementation and Training – Structured rollout ensures adoption.
6. Ongoing Support – Continuous monitoring and updates maintain momentum.

FAQ

Q: How much does custom software cost?
A: Costs for custom software depend on size and complexity. General benchmarks suggest $20-$100k for portals, $27k–$112k+ for custom apps and $10k–$35k+ for database modernization.

Q: How long does it take to build custom software?
A: Timelines for custom software are dependent on size, scope and customer needs. Small portals may take 8–12 weeks; multi-module systems may take months. Timelines are defined during discovery, so it is important to begin conversations as soon as you’re considering custom software. 

Q: How do I know if my business needs custom software?
A: Look for recurring friction such as manual workarounds, inconsistent workflows, legacy systems or siloed data.

Q: Can Volano support multi-location businesses or franchises?
A: Yes. Volano’s ActionCard centralizes audits, action plans and performance tracking to reduce inconsistencies and improve oversight.

Key Takeaways

• Custom software is an investment in efficiency, consistency and control.
• Identify operational friction points before committing.
• Use a diagnostic checklist to confirm readiness.
• Case studies show measurable ROI from modernized databases, portals and mobile solutions.
• A structured step-by-step process ensures adoption and long-term value.
  

Next Step: It all starts with a conversation. Get in touch with Volano to see how your organization can reduce friction, increase visibility and move forward efficiently in the way that makes the most sense for you and your business.