Describe the constraint first
“We need an app” is a solution proposal, not yet a problem definition. Describe the work that is slow, error-prone, or difficult to coordinate. Note who does it, how often it happens, and which information they need. Include exceptions such as cancelled orders or incomplete records. These details make it easier to compare an existing product with a custom solution.
Try configuration before replacement
An existing tool may already support the main workflow through configuration or a small integration. Evaluate it with a realistic example rather than a feature checklist alone. Ask staff to complete their daily tasks and record the awkward steps. A tool with fewer features may be a better fit if the essential work is clear and dependable.
Account for ownership
A custom system brings responsibility for hosting, access management, maintenance, and future changes. A subscription product brings vendor constraints, recurring fees, and possible export limitations. Compare the ongoing work as well as the initial price. Establish who can approve changes and who will maintain the system when people or suppliers change.
Start with a bounded release
If a custom build is justified, choose one workflow that can deliver a useful first release. Define its inputs, outputs, permissions, and acceptance criteria. Keep an export path for important records and plan how existing data will be checked during migration. Expand after the team has used the first version in real work and can explain what should improve next.
