Choosing between building a custom solution using Microsoft Power Platform or purchasing an off-the-shelf (OTS) software solution is a major decision for businesses. While OTS solutions offer quick deployment and standard functionalities, Power Platform provides flexibility and customization tailored to unique business needs.
In this post, we’ll explore a decision framework to help you determine when to build with Power Platform versus when to buy a pre-built solution. We’ll also discuss practical examples to illustrate these choices in real-world scenarios.
Understanding the Build vs Buy Decision
Before diving into the specifics, it’s important to weigh several key factors that influence the decision to build or buy:
- Customization Needs – Does your business require highly specific workflows and automation?
- Time to Deployment – Do you need a solution urgently, or can you afford a phased rollout?
- Cost Considerations – What is the total cost of ownership over time?
- Scalability & Future Growth – Will the solution grow with your business needs?
- Integration Requirements – How well does the solution work with your existing tools and systems?
- Security & Compliance – Are there industry-specific regulations to consider?
When to Build with Power Platform
Power Platform (Power Apps, Power Automate, Power BI, and Power Virtual Agents) is ideal when:
- You Need High Customization: If your business processes are unique and cannot be fulfilled by standard OTS software, Power Apps allows for tailored application development.
- Agility & Rapid Development Are Key: Power Platform enables citizen developers and IT teams to prototype, test, and deploy solutions rapidly.
- You Want Seamless Integration: Microsoft 365, Dynamics 365, Azure, and third-party systems integrate easily with Power Platform, ensuring data consistency.
- Cost Optimization is a Priority: Instead of licensing multiple OTS solutions, businesses can build only what they need, reducing unnecessary expenses.
- Automation is Crucial: Power Automate streamlines manual processes, improving efficiency and reducing human errors.
When to Choose Off-the-Shelf Solutions?
OTS solutions are a better fit when:
- The Need is Urgent: If a solution exists that meets 80-90% of your needs and can be deployed quickly, buying is often the best option.
- Industry-Specific Compliance is Required: Certain industries, such as healthcare and finance, necessitate certified solutions to comply with stringent regulations.
- Support and Maintenance Are a Concern: Vendors handle updates, security patches, and troubleshooting, reducing the internal maintenance burden.
- You Need Proven, Scalable Solutions: Large-scale, widely adopted software often provides robust features that have been tested extensively.
Build vs. Buy: A Quick Decision Framework
Use this structured approach to evaluate whether building with Power Platform or buying an OTS solution is the best choice:
Real-World Examples
Example 1: Automating Expense Approvals
A mid-sized company needs a solution to streamline its expense approval process. Instead of purchasing a standalone expense management software, they build a Power Apps solution integrated with Power Automate. The app allows employees to submit expenses, managers to approve them via Teams, and finance to process payments efficiently.
Why Power Platform Wins: High customization, cost savings, and seamless integration.
Example 2: Implementing a CRM System
A sales team requires a CRM solution to track leads, manage accounts, and generate reports. Dynamics 365 or Salesforce provides comprehensive features out-of-the-box, saving months of development time.
Why Off-the-Shelf Wins: Faster deployment, proven scalability, and vendor support.
Example 3: Managing IT Service Requests
An IT department needs a simple service request tool that integrates with Microsoft Teams and SharePoint. Instead of buying an ITSM tool, they use Power Apps and Power Automate to create a request tracking system.
Why Power Platform Wins: Cost-effectiveness, deep Microsoft 365 integration, and flexibility.
Example 4: Compliance and Regulatory Reporting
A financial institution requires software that meets industry regulations. Since off-the-shelf compliance software comes with built-in audit trails and legal reporting, it makes more sense to purchase rather than build.
Why Off-the-Shelf Wins: Regulatory compliance, reduced legal risk, and vendor support.
The Bottom Line
Choosing between build vs buy isn’t always a straightforward decision. It depends on your business needs, budget, scalability requirements, and how much customization you require.
Power Platform is a game-changer for businesses needing tailored, agile, and cost-effective solutions, while off-the-shelf software provides speed, compliance, and vendor support.
By using this decision framework, you can confidently choose the right approach, ensuring maximum value and efficiency in their technology investments.
If you’re leaning toward building a custom solution, Advisicon Consulting can help. Our team of Power Platform experts can design, develop, and implement exactly what you need—whether it’s automating workflows, integrating systems, or creating powerful apps tailored to your business. Let’s build something amazing together—contact us today!
