Build Custom CRM or Buy Ready-Made?
Cost, time, and risk analysis with 10+ years of experience: Which option really makes sense for your business?
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| Criterion | Custom CRM (Build) | Standard Off-the-Shelf (Buy) | Rapitek (Customization-Included) |
|---|---|---|---|
| Initial Cost | $50,000 - $500,000 | $0 - $5,000 | Setup fee included |
| Monthly Cost (10 users) | $4,000+ maintenance | $130 - $1,650 | $250 |
| Setup Time | 9 - 15 months | 1 day - 4 weeks | 2 - 4 weeks |
| Customization | Unlimited | Limited + extra charge | Included (no extra charge) |
| Technical Team Requirement | Required (full-time) | Minimal | None (we provide support) |
| Security Updates | Your responsibility | Automatic | Automatic + monitoring |
| 5-Year Total Cost | $290,000+ | $7,800 - $99,000 | $17,500 |
| Risk Level | Very High | Medium | Low |
When Does Custom CRM Make Sense?
Custom CRM May Be Needed
If you meet ALL of these criteria:
Off-the-Shelf CRM Is Sufficient
If even ONE of these applies to you:
The Third Way: Customization-Included CRM
Custom software flexibility + off-the-shelf speed and cost
Of Custom CRM Cost
Setup including customization
Faster Than Custom CRM
Faster setup (2-4 weeks)
More Than Standard CRM
More customization
How Does It Work?
Industry Templates from 200+ Projects
We've transformed best practices from 200+ projects in industries like real estate, e-commerce, consulting, and manufacturing into ready-made templates.
Customization Included in Setup Fee
We customize the template to fit your business: custom fields, reports, processes, integrations -- all included in the setup fee.
One-on-One Work with a Project Manager
Each client is assigned a dedicated project manager. No ticket system -- direct WhatsApp/phone support.
Continuous Improvement Rights
As your business changes, so does your CRM. Continuous improvement and new feature additions are included in your monthly subscription.
Result: Custom CRM Advantages at Off-the-Shelf Cost
In 200+ projects we've seen: When most companies say "custom" they actually want "a ready-made solution customized for me." That's exactly what we offer.
Decision Matrix: Which Option Is Right for You?
| Criterion | Custom CRM | Standard Off-the-Shelf | Rapitek |
|---|---|---|---|
| First Year Total Cost (10 users) | $98,000 ($50K + $48K maintenance) | $1,560 - $19,800 ($0-5K + $130-1650/mo) | ~$5,500 |
| Time to Go Live | 9-15 months | 1 day - 4 weeks | 2-4 weeks |
| Customization Level | Unlimited Everything is possible | Limited Vendor-dependent | High + Included Part of setup |
| Technical Team Needed | Required 3+ full-time | Minimal IT manager sufficient | None Full support |
| Security and Updates | Your responsibility Continuous monitoring required | Automatic Vendor-managed | Automatic + Monitoring Proactive support |
| Scalability | Your responsibility Infrastructure + code changes | Automatic Cloud-based | Automatic Unlimited capacity |
| Integration Ease | Medium You code everything | Easy Ready-made connectors | Very Easy Done during setup |
| TOTAL SCORE | 2/8 Very risky | 5/8 Good but limited | 8/8 Most balanced |
Hidden Costs of Custom CRM
Costs that don't appear in the initial budget but are inevitable
1. Ongoing Maintenance and Development
Software isn't built once and done. Bug fixes, performance improvements, and new features require continuous developer work.
Real example: An e-commerce company that had a custom CRM built for $80,000 paid $65,000 for maintenance in year 2, $72,000 in year 3. Total spend over 5 years: $380,000.
2. Developer Dependency
If the developers who know the system leave, it creates serious risk. Training new developers takes 3-6 months. During this time, the system operates in limited mode.
Real example: A consulting firm whose lead developer left couldn't add new features for 5 months. They lost market share to competitors.
3. Applying Security Patches
The libraries and frameworks you use are constantly being updated. You need to detect and patch every security vulnerability. Otherwise, there's risk of data breaches.
Real example: A company that neglected security updates had their CRM hacked. 50,000 customer records were leaked. KVKK fine: 2,000,000 TL.
4. Infrastructure and Server Costs
You need to manage your own servers: AWS/Azure costs, backup systems, CDN, monitoring tools, DDoS protection.
With Rapitek: All infrastructure, backup, security, and monitoring are included in the monthly per-user fee. No additional cost.
5. Scaling Costs
A system designed for 50 users won't work with 500 users. Database redesign, code optimization, and architectural changes are required.
Real example: A company growing from 30 to 200 users had to rewrite the system over 4 months due to performance issues. Cost: $85,000.
6. Accumulation of Technical Debt
Quick fixes, shortcuts, and postponed refactoring accumulate. After 3-4 years, the system becomes "legacy" and is too expensive to modify.
Real example: We've seen a company completely abandon their 4-year-old custom CRM as "impossible to maintain" and switch to Salesforce. 4 years of investment went to zero.
Total Hidden Cost (Annual)
This comes ON TOP of the initial development cost. The 5-year total cost of ownership can easily exceed $1,000,000.
Related Resources
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