Choose according to the workflow, not the trend
Off-the-shelf SaaS often works well for standardized needs such as simple scheduling or shared documents. Custom software becomes more relevant when approval rules, customer contracts, pricing models or field operations directly affect how the organization competes. Document the exceptions before comparing vendors.
Compare total cost of ownership
Review more than subscription fees or the initial development quotation. Include implementation, integrations, training, support, hosting, data export, security maintenance and the effort to change systems later. A cheaper start can create an expensive long-term dependency; custom ownership also creates responsibilities.
Test critical processes before committing
Choose two or three daily workflows, map their users and approval states, then test them in the shortlisted solution or a small prototype. Verify roles, audit trails, reports and API access with real examples instead of relying only on demonstrations.
Decide how success will be measured
A good choice makes routine work clearer, reduces avoidable re-entry of data and provides consistent reporting. Set practical criteria before contracting, and revisit the choice after an initial release rather than treating architecture as a one-time decision.