Custom Automation vs. Off-the-Shelf Software: Choosing the Right Path to Process Automation

Custom Automation

Automation partners who build custom process automations leverage their industry knowledge with automation tools encompassing RPA (Robotic Process Automation) and AI Agents, to automate process workflows across several departments. Investment in this type of Automation platform can therefore benefit the whole company.

Benefits

Company Wide Solution
Customization allows Automation partners to build tailormade solutions addressing an organization’s unique business needs. Solutions are not limited to specific system integrations. Workflows can be automated within and across multiple departments, resulting in a solution for the whole company. The flexibility to work with multiple system integrations on a company-wide level, is one of the strongest arguments to work with an Automation partner.

Scalable Architecture
As businesses grow and change, processes change. Selecting an Automation platform which supports flexibility lays the foundation for scalability and continuous automation within the organization to meet future challenges.

Adaptable System Integration
All businesses today rely on a variety of software platforms to accomplish their work. Using a custom approach to automation provides the ability to integrate systems within an existing tech stack – whether that be homegrown legacy systems or just multiple siloed systems which do not easily support data exchange.

Strategic Partnership
Delivering consultancy services, custom software firms are often knowledgeable in multiple areas of technology. Beyond automation implementation, firms serve as valuable partners offering guidance and support for long-term technology strategies throughout the business.

Drawbacks

Cost and Deployment Time
Due to the nature of customization – requirements gathering, software development and testing usually incur a longer road to deployment. Time investments, therefore, are initially more costly to accomplish the intended goal.

Maintenance
As automated integration targets undergo updates (i.e., ERP system is upgraded), existing automations might need to be adjusted to continue working with newer versions of the target. This work can add extra cost unless it is covered by a support contract.

Off-the Shelf Automation Software

Off-the-Shelf Automation Software comes in two forms.

Pre-built Automation software products are intended to automate specific processes – such as Invoicing, Payments, Claims Processing, etc. These automations are specific to industry and to third party system integration. Often, the companies which sell this software also offer Business Process Engineering services, as these companies specialize in industry processes.

Low code Automation tools allow you to establish connections between web apps which can trigger automated task processing or events. These tools are not industry specific but are targeted to increase work efficiency.

Benefits

Cost
Pre-built automation software can be cost effective as the coding work is done. Any expenses lie in subscription costs and deployment efforts. As a result, the initial entry cost to automation with off-the-shelf software is less than custom options. However, any deviation from this path, such as software customizations to meet specific needs of the environment, will add extra charges.

Low Code automation tools are also cost effective as the subscription and training are the main expenses. The work to build the automation falls on the organization.

Deployment Time
The key to off-the-shelf software is quick installation and deployment. If all goes smoothly, process automations should be up and running in a matter of days. The only caveat comes in the form of customizations. If the tools need to be customized or if the integration target has multiple customizations, then deployment becomes trickier and therefore longer to complete.

Drawbacks

Integration to Customized Targets

• Low Code tools and pre-built software rely on integrating to out of the box versions of third-party targets. If your integration targets have been heavily customized, the off-the-shelf software product or low code connectors might not work as intended. They may need to be customized as well to properly integrate to customized targets.

Niche Use Cases Impact Scalability

• Pre-built automation software is created for specific use cases. If an organization wants to automate beyond these uses, then more subscriptions or other products must be introduced.

Limited to Lower Complexity Automations

• Since low code tools are built for business users, automated integrations are relatively simple with limited connections. Complicated processes which handle mass data exchange and integrate with multiple systems are out of scope for this tool.
• In addition, your automations will rely on the talent of your business users. Even though these tools are built for non-IT professionals, the user still needs to be technically inclined to manage the intended automation goals.

Maintenance
Like customized automation, if automated integration targets undergo new releases, existing automations will need to be adjusted to continue working with newer versions of the target. For low code tools, this burden of work falls on the business users. For pre-built software, this work may incur extra costs.

Ongoing Subscription Costs
Although the initial cost of entry is less costly for off-the-shelf software than custom development, the ongoing subscription costs eventually even out with the cost of customer development over the life of the software.

Final Thoughts: Which Is Right for You?

When considering this path, the key to making the right decision is to clearly define automation goals. Once the goals are established, include factors such as timeline, budget, and internal support to narrow down your choices. Round out the decision with research about companies who have proven experience related to your end goals.

In Summary

Working with a Custom Automation Partner is likely the right choice if your goals are:

• Achieving process automation throughout the company
• Automating complex processes including integration with legacy systems or multiple third-party systems.
• A scalable, strategic automation journey.
  
  

Choosing a low code automation tool or purchasing pre-built automation software might best support your decision if your goals are:

• Automating a well-defined, isolated process.
• Fast results with lower initial investment.
• Relying on internal non-IT resources for automation development.

We hope you have found this comparison helpful. We would love to answer any questions you have about process automation.