PowerSupporter
SaaS suits a standard workflow and a need to launch within days. Custom software suits a workflow the SaaS product cannot match, or per-seat costs above roughly A$500-$800/month. A hybrid — SaaS for commodity functions, custom for the differentiating one — is common.
A SaaS bill increases every time the business adds a staff member, regardless of whether that person uses half the features. Data lives inside the vendor's platform, exportable only in a fixed format. A workflow the team has adapted to work around, because the product cannot be configured to match it, is treated as normal.
3 ways to approach it
- Stay on SaaS — A$200-$2,000/month, live in days, right when the workflow is standard (accounting, email, generic project management).
- Move to custom — from A$15,000 upfront, no per-seat fee, full control of the data and the workflow, typically 4-8 weeks for a first phase.
- Run both — keep SaaS for commodity functions, build a custom module (often via API) for the process that is unique to the business.
| Factor | SaaS Subscription | Custom Software |
|---|---|---|
| Cost structure | Recurring, scales with users | Upfront, then maintenance only |
| Data ownership | Held by vendor, export on request | Held by the business |
| Time to launch | Days | 4-8 weeks for a first phase |
A related question is custom vs off-the-shelf software generally — SaaS is one form of off-the-shelf, licensed monthly rather than owned. Contact us to talk through your specific workflow before you commit either way.
Frequently Asked Questions
What happens to my data if I stop paying for a SaaS subscription?
Access typically ends immediately or within days. Export your data on a schedule (monthly or quarterly) regardless of which model you use, so you are not dependent on the vendor keeping your account active to retrieve it.
At what point does a SaaS subscription cost more than custom software?
When per-seat SaaS fees exceed roughly A$500-$800/month, a custom build (from A$15,000-$25,000 for a first phase) usually breaks even within 2-3 years, since it carries no recurring licence fee.
PowerSupporter Editorial Team
Based in Melbourne, PowerSupporter builds custom software for Australian businesses — from warehouse management and inventory systems to web apps, mobile apps and internal business tools.