1. Describe an entire workflow.
Start with a customer request and follow it through to completion. Who is involved? What data is entered? Where are documents stored? Note the steps handled in software, a spreadsheet or email. This workflow provides a stronger basis for comparison than isolated features. A tool may cover invoicing while leaving record preparation entirely manual.
2. Test standard products against your examples.
A standard product can be the best starting point when your needs are common. Check its configuration with a real case: record creation, editing, approval and data export. Ask how exceptions are handled. Distinguish an available feature, a possible adaptation and a manual workaround. Consider custom development when central requirements remain poorly covered after this comparison.
3. Compare workflow costs, not just subscription fees.
The advertised price is only part of the decision. Add configuration, training, data migration, integrations and time spent on remaining manual tasks. For custom development, clarify what the first version includes and how maintenance and changes will be scoped. Don't turn an assumed time saving into a profitability promise: measure volumes and use explicit assumptions.
4. Check data and exit conditions.
Your business should understand where its data is stored, who accesses it and how to retrieve it. Review export options, formats and exchange documentation. An advertised integration is not enough: confirm accessible information and required permissions. These questions matter for standard products and custom projects alike. They help avoid discovering a major dependency after launch.
5. Decide on a first version you can validate.
Choose a priority process and define what would demonstrate improvement: less duplicate entry, visible status or better approval tracking. A mockup lets users review the workflow before development. At Mawydo, the discussion starts with how you work, then the useful scope. Prepare an anonymised example and a list of tools: you'll already have the basis for a concrete first conversation.
