When your software no longer fits your business: time for a solution of your own
For companies whose off-the-shelf software no longer fits their processes and requirements, and who therefore work with workarounds, Excel lists and compromises. We replace it step by step with a solution of your own: with complete data migration, without a big bang and without losing established processes. Whether the switch pays off for you, we calculate beforehand, including the effort of the changeover.
No licence costs per user and monthFull data sovereignty in-houseSoftware follows your process, not the other way roundStep-by-step replacement during ongoing operation16 years of experience, over 75 clients, more than 327 projectsNo licence costs per user and monthFull data sovereignty in-houseSoftware follows your process, not the other way roundStep-by-step replacement during ongoing operation16 years of experience, over 75 clients, more than 327 projectsNo licence costs per user and monthFull data sovereignty in-houseSoftware follows your process, not the other way roundStep-by-step replacement during ongoing operation16 years of experience, over 75 clients, more than 327 projectsNo licence costs per user and monthFull data sovereignty in-houseSoftware follows your process, not the other way roundStep-by-step replacement during ongoing operation16 years of experience, over 75 clients, more than 327 projectsNo licence costs per user and monthFull data sovereignty in-houseSoftware follows your process, not the other way roundStep-by-step replacement during ongoing operation16 years of experience, over 75 clients, more than 327 projectsNo licence costs per user and monthFull data sovereignty in-houseSoftware follows your process, not the other way roundStep-by-step replacement during ongoing operation16 years of experience, over 75 clients, more than 327 projectsThe software never quite fits, but the invoice arrives every year
Off-the-shelf software is a good start: quick to introduce, ready to use. It becomes a problem when the company works around its limits, with workarounds, Excel lists and compromises nobody chose. Four warning signs we hear in almost every initial assessment:
AI suddenly makes rebuilding off-the-shelf software economical
For a long time, developing software was expensive and slow, and renting off-the-shelf software was the only realistic option. AI-assisted development has turned this calculation around: what SaaS platforms can do can now be rebuilt in a fraction of the time. That is why so many companies are looking at this topic right now:
Off-the-shelf software (SaaS)
Bespoke development
AI delivers the speed, experts deliver operational maturity
Vibe coding tools produce impressive demos in hours. What they do not deliver is operational maturity: data protection, security, performance and maintainability.
That takes software experts who use AI as a tool, not as a replacement.
That is exactly our approach: the speed of AI, combined with 16 years of software craftsmanship. You will see how this works in practice in the next step.
How we replace your off-the-shelf software
without risk and without downtime
Our experts transfer off-the-shelf software into tailored solutions of your own: step by step, predictably and without interrupting operations. For medium-sized businesses that are not looking for experiments but for a sound business case: what costs you per user and month today will belong to you tomorrow, including data, processes and further development. With a partner who understands your business goals as well as the technology.
Calculate first, then decide
We look at what your off-the-shelf software really delivers and what it really costs: which functions does your team use? Where do workarounds arise? What do licences, interfaces and compromises add up to over five years? The result is a documented process and usage analysis, a reliable cost comparison and a clear recommendation, even if it is “stay with the SaaS”.
Tailored instead of an 80 per cent compromise
We design the new solution around your actual processes, not around a feature catalogue. You see an interactive clickable prototype early on, the data migration from the SaaS is planned, and interfaces to third-party systems are defined. The result is an implementation plan with detailed costing as an agile fixed-price contract.
Replacement in live operation
We implement while your team keeps working with the off-the-shelf software: agile two-week sprints, first modules in production after a few weeks. Every stage is tested, migrated data is validated, and the SaaS contract is only cancelled once your own solution has proven itself. After that, we keep developing so that the solution keeps pace with your company.
Six effects you will notice
in your daily work straight away
Replacing software is not an end in itself. It pays off where off-the-shelf software holds you back today: in costs, processes, data, and in what your company plans to do next.
Good news: the state covers up to 80%
For medium-sized companies with fewer than 250 employees, up to 80% of certain consulting and audit services are currently eligible for funding, for example through the INQA programme. Which programme applies in your case, even if your company is larger, we clarify in the initial assessment.
Bespoke project software for an engineering firm: calculated benefit between €80,602 and €155,834 per year
An engineering firm for municipal energy infrastructure projects has been managing its projects with rented project software for years. The software has aged and no longer meets the management’s requirements, especially for steering ongoing projects. The biggest loss occurred in a place that never appeared in any report: change orders were submitted too late because nobody noticed in time that the scope of work had grown.
Before the decision, we calculated the expected benefit of a solution of their own together with the management, based exclusively on figures the company provided itself.
Up to the complete commercial core, the investment pays for itself in the medium scenario after around 15 months. The licence costs that will no longer apply are deliberately not included.
The new software is designed to report automatically as soon as a project’s costs deviate from the agreed budget. It is currently in development; first productive use is planned for the second quarter of 2027.
- conservative€80,602 per year
- moderate€127,084 per year
- optimistic€155,834 per year
A transparent process from the initial assessment to cancelling the SaaS contract
You do not need to bring process documentation or a specification. We start with what is there and make every step transparent before you commit.
Initial assessment & brief analysis
You describe your software, costs and pain points to us. We give you an honest initial assessment: does a replacement pay off in your case, and roughly what would it involve?
Analysis & advice
We establish what is actually used and what continued operation costs, and show you which approach makes sense. You decide on working together on the basis of figures; “stay with the SaaS” is a valid outcome too.
Replacement in live operation
We implement step by step: off-the-shelf software and your own solution run in parallel, first modules are in production after a few weeks, data migration is tested and validated, without a big bang and without downtime.
Cancel & keep developing
The SaaS contract is only cancelled once your own solution has proven itself in live operation. After that, we keep technology and documentation up to date and continue development, at your company’s pace rather than someone else’s roadmap.
Common questions
Do you have questions? Here you will find answers to the topics decision-makers from medium-sized businesses ask us most often before a SaaS replacement.
That depends on the number of users, the term and the need for customisation, which is why every project starts with a cost comparison over several years: licence, interface and workaround costs against investment, changeover effort and operation of your own solution. Break-even is often reached after a few years. If the numbers do not add up, we tell you so.
In almost all cases, yes: via export functions, interfaces or structured extracts. We check the data situation during the analysis, plan cleansing and migration, and validate the migration before the switch. At EU level, the Data Act also strengthens your right to your own data.
The analysis records in advance which functions are actually used: your own solution rebuilds exactly these and adds what was missing. Should something come up during operation, it is developed later: unlike with a SaaS provider, nobody but you decides whether a feature comes.
No. Old and new run in parallel: functions are switched over step by step and tested at every stage. The SaaS contract is only cancelled once your own solution has proven itself in live operation. We plan notice periods in from the start.
The initial assessment is free of charge and the analysis is at a fixed price; we give you the specific budget in the initial assessment because it depends on scope and data. We quote the implementation after the concept as an agile fixed price. The comparison always includes one more question: what will the licences cost over the next five years?
With every contract year, only the invoice grows
not the benefit.
Every contract year makes switching harder: the amount of data at the provider grows, workarounds become entrenched, the licence bill rises. In the free initial assessment, you get an honest assessment of whether a replacement pays off for you, and what continuing with the off-the-shelf software really costs you.
Book an initial assessment
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