When Should Mission-Driven Organizations Build Custom Automations vs Buy SaaS Tools?
Every automation decision involves the same question: should we use an existing tool or build something custom? The wrong choice wastes money and time. The right choice depends on factors most organizations don't consider.
This framework helps mission-driven organizations make better build vs. buy decisions.
The True Cost of Each Approach
Buying SaaS
- Monthly/annual subscription fees
- Per-user costs that scale
- Implementation and configuration time
- Training for staff
- Ongoing admin and updates
- Integration costs with other tools
- Cost of features you don't need
Building Custom
- Initial development time/cost
- Hosting and infrastructure
- Ongoing maintenance and updates
- Security and compliance management
- Documentation and training
- Technical debt over time
- Opportunity cost of dev resources
Decision Framework
Consider Buying When:
- Problem is common (others have solved it)
- Requirements are standard
- Time to deploy is critical
- You lack technical capacity
- Compliance requirements are complex
- Scale is unpredictable
Consider Building When:
- Requirements are highly unique
- Off-the-shelf tools don't fit
- Integration complexity is high
- Per-user pricing becomes expensive
- You need complete control
- You have technical capacity
Total Cost of Ownership Analysis
Year 1 Costs
- Buy: License + implementation + training
- Build: Development + hosting + documentation
Year 2-5 Costs
- Buy: Ongoing licenses + per-user growth + integrations
- Build: Maintenance + updates + technical debt
Hidden Costs to Consider
- Buy: Vendor lock-in, price increases, feature bloat
- Build: Key person dependency, security updates, scaling challenges
Common Scenarios
Donor CRM: Usually Buy
Established tools exist, compliance is complex, integrations are built, and switching costs are manageable.
Custom Workflow Automation: Usually Build
Your processes are unique, n8n/Make are affordable, and you need exact control over logic.
Impact Reporting Dashboard: Hybrid
Use SaaS dashboard tool, build custom data integrations, combine best of both.
The Decision Matrix
Score each factor 1-5:
- Uniqueness of requirements
- Technical capacity available
- Time sensitivity
- Compliance complexity
- Budget flexibility
- Expected scale
High scores favor building; low scores favor buying.
Frequently Asked Questions
What about the middle ground?
Most organizations end up with hybrid: SaaS for common needs, custom automation connecting them, and occasional custom builds for unique requirements.
How do we avoid vendor lock-in?
Ensure data export capabilities, use open standards, document integrations thoroughly, and avoid proprietary formats.
Get Started
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