This is usually the first question people ask, and the honest answer is that it depends on what you’re building. I can still explain what moves the number and how to compare it with what you spend now.
Why we don’t publish price ranges
Published ranges for custom software are very wide, because the term covers everything from a single dashboard to a full operating platform. A range that wide doesn’t tell you much about your project, and a low number can set the wrong expectation. We’d rather explain what drives the price and quote your project once the scope is clear.
What drives the price
These are the factors that matter most in my experience.
- How many workflows the system needs to cover. One focused workflow costs far less than an entire operation.
- How many systems it connects to. Every integration adds work, especially with older systems that have no API.
- How messy the input is. Clean form data is easy. Scanned PDFs and free-text emails take more effort.
- Security and compliance needs. Healthcare and financial data call for access controls, encryption, and audit logs.
- How many people use it and in what roles. Permissions take real design work.
Don’t forget maintenance
The build is only part of the cost. A common rule of thumb puts annual maintenance at about 15 to 20 percent of the original build (CodeStringers). That covers hosting, security updates, fixes, and small changes as the business evolves.
Compare that with what you pay now. Add up your subscriptions, the hours people spend on workarounds, and the cost of mistakes. For Eagle Medical Billing, the comparison point was two full-time hires they no longer needed (Custom Development).
How AI changes the math
AI lets an experienced engineer get to working software much faster than before. It doesn’t remove the need for architecture, security, testing, and review, but it shrinks how long the work takes. That’s a big reason more small businesses can now afford custom software.
One caution here. Cheaper and faster only helps if the software holds up. A quote that looks low because nobody is planning for error handling, backups, or permissions will cost you later.
How pricing is agreed
We agree on pricing once the scope is clear, before the full build starts (Custom Development). Whoever you hire, ask how pricing works, how scope changes are handled, and what’s included after launch.
Should you build at all?
Sometimes the right answer is to keep your current software or buy something better. If a build won’t save more than it costs, we’ll tell you not to build it. Our guide to custom vs. off-the-shelf software walks through that decision, and a short consulting conversation can usually tell you whether a project is worth pricing.