How Much Does Custom Software Actually Cost? (Real Numbers from 10+ Projects)
Stop guessing. Here's transparent pricing from real custom software projects—from $5K booking platforms to $15K CRM systems. No hidden fees, no surprises, just honest numbers.
The #1 question we get: "How much will this cost?"
And the #1 answer most agencies give: "It depends."
That's frustrating. You're trying to budget. You need real numbers, not vague ranges or "contact us for a quote."
So here's what we're going to do: We're sharing actual costs from 10+ custom software projects we've built for Canadian small businesses. No fluff. No "starting at $X" with hidden fees. Just transparent pricing.
Disclaimer: These are real numbers from our projects, but every business is different. Your cost might be higher or lower depending on complexity. That said, this will give you a realistic baseline.
The Short Answer: $5K–$15K for Most MVPs
If you're a small business looking for custom software, expect to invest $5,000–$15,000 for an MVP (Minimum Viable Product).
That includes:
- Custom software built for your exact workflow
- Testing and quality assurance
- Deployment to production
- Team training
- Data migration from your old system (if applicable)
Timeline: 4–8 weeks from kickoff to launch.
But let's break down what affects cost and show you real examples.
What Affects the Cost of Custom Software?
Not all custom software costs the same. Here's what drives the price:
1. Complexity of the Workflow
A simple booking platform (calendar + customer info) is cheaper than a complex invoicing system (load tracking + driver payouts + fuel calculations).
Example:
- Simple: Salon booking platform = $5K
- Complex: Trucking invoicing system = $12K–$15K
2. Number of User Roles
More user roles = more complexity.
- Single role: Admin-only CMS = cheaper
- Multiple roles: Admin + Customers + Staff = more expensive
3. Integrations
Need to connect to third-party tools? That adds cost.
- No integrations: Standalone system = baseline cost
- With integrations: Stripe payments, Google Drive, email automation = +$1K–$3K
4. Data Migration
Migrating from an old system (WordPress, Excel, QuickBooks) takes time.
- No migration: Starting fresh = baseline cost
- With migration: Moving 1,000+ records = +$500–$2K
5. Custom Design vs. Template
Custom design costs more than using Bootstrap templates.
- Template-based: Bootstrap + your branding = baseline cost
- Custom design: Unique UI/UX = +$2K–$5K
Real Project Costs (From Our Portfolio)
Here are actual projects we've built, with real costs:
| Project Type | Industry | Cost | Timeline |
|---|---|---|---|
| Booking Platform | Salon / Events | $5,000 | 3 weeks |
| WordPress Migration (Static) | Professional Services | $5,000 | 2 weeks |
| Inventory Management | Warehouse / Retail | $5,000–$10,000 | 4–6 weeks |
| WordPress Migration (Dynamic) | Dental / Healthcare | $8,000–$10,000 | 3–4 weeks |
| Invoicing System | Trucking / Logistics | $10,000–$15,000 | 6–8 weeks |
| CRM System | Professional Services | $12,000–$15,000 | 6–8 weeks |
Project Breakdown: Booking Platform ($5K)
What we built: Online booking system for a hair salon
Features:
- Customer booking calendar
- Service selection (haircut, color, etc.)
- Email confirmations
- Admin panel to manage bookings
- Mobile-responsive design
Cost: $5,000
Timeline: 3 weeks
Why it's affordable: Simple workflow, no integrations, template-based design.
Project Breakdown: Invoicing System ($12K–$15K)
What we built: Custom invoicing and job management system for a truck repair shop
Features:
- Job-based invoicing (repair orders, parts, labor tracking)
- Customer vehicle history
- Parts inventory integration
- Automated invoicing with tax calculations
- Data migration from their old software
Cost: $12,000
Timeline: 6 weeks
Why it's more expensive: Complex workflow (repair orders + parts + labor), data migration from existing software, multiple user roles.
Ongoing success: Client has requested 4–5 new features since launch (all implemented within 2 weeks each). They're very happy with the system and continue to add features as their business grows.
Project Breakdown: WordPress Migration ($5K–$10K)
What we built: Migrated two websites from WordPress to custom CMS
Static site (Professional Services): $5,000
- 5–10 pages of content
- Contact form
- No blog or dynamic content
- Timeline: 2 weeks
Dynamic site (Dental Office): $9,500
- Custom blog CMS
- Photo gallery with Google Drive integration
- Patient forms
- Timeline: 3 weeks
Why the difference? Dynamic content (blog, gallery) requires a custom CMS, which adds development time.
What About Ongoing Costs?
Custom software isn't "build it and forget it." Here's what to expect after launch:
Monthly Maintenance: Included in MVP
Unlike SaaS tools that charge monthly fees forever, our maintenance is included in the initial MVP cost for the first year.
What's included:
- Backups (daily automated backups)
- Security updates
- Hosting (on Azure or AWS)
- Bug fixes (if something breaks, we fix it)
After Year 1: Optional maintenance plans available ($200–$500/month depending on complexity).
Feature Additions: $500–$1,500 per Feature
Need a new report? Integration? Workflow? We add features on-demand.
Typical feature costs:
- Simple: New report or export = $500–$800
- Medium: Email automation or new form = $800–$1,200
- Complex: Third-party integration or new module = $1,200–$1,500
Timeline: 1–2 weeks per feature.
Want a Fixed-Price Estimate for Your Project?
Book a 30-minute discovery call. We'll map your workflow, identify what you need, and give you a transparent, fixed-price proposal within 48 hours.
Get Your Free Estimate →Custom Software vs. SaaS: 5-Year Cost Comparison
"But SaaS is cheaper upfront!" you might say. Let's run the numbers.
Example: CRM System
| Year | SaaS (Salesforce) | Custom CRM |
|---|---|---|
| Year 1 | $3,600 ($300/mo × 12) | $15,000 (one-time) |
| Year 2 | $3,600 | $0 (maintenance included) |
| Year 3 | $3,600 | $2,400 ($200/mo maintenance) |
| Year 4 | $3,600 | $2,400 |
| Year 5 | $3,600 | $2,400 |
| Total (5 years) | $18,000 | $22,200 |
Wait, SaaS is cheaper?
Not so fast. This assumes:
- You only pay for 1 user (most SaaS charges per user)
- You don't need custom features (SaaS charges extra for customization)
- You're okay with feature bloat (paying for 100 features, using 10)
- You don't mind being locked into their roadmap
Real-world SaaS costs:
- Salesforce: $300/mo × 3 users = $900/mo = $10,800/year
- Custom features: +$5,000–$10,000 (one-time)
- Integrations: +$50–$200/mo
Adjusted 5-year total: $60,000+
Suddenly, custom software at $22,200 looks pretty good.
When Does Custom Software Make Financial Sense?
Here's the decision framework we use with clients:
✅ Build Custom If:
- You're paying $200+/month for SaaS tools you barely use
- You need features that SaaS tools don't offer
- You're planning to use the software for 3+ years
- You want to own your data and code (not rent it)
- You're spending 5+ hours/week on workarounds
❌ Stick with SaaS If:
- You're a startup with limited budget (SaaS is cheaper upfront)
- Your workflow is standard (no unique needs)
- You're not sure if the business will last 3+ years
- You don't have time to manage custom software
Hidden Costs You Should Know About
We believe in transparency. Here are costs that some agencies hide:
1. Scope Creep (We Prevent This)
The problem: You ask for "just one more feature" mid-project, and suddenly the cost doubles.
Our solution: Fixed-price proposals with clear deliverables. If you want to add features, we re-scope and get your approval before adding a single hour.
2. Hosting (We Include It)
The problem: Some agencies charge $50–$200/month for hosting on top of development costs.
Our solution: Hosting is included in the MVP cost for Year 1. After that, it's part of the optional maintenance plan.
3. Training (We Include It)
The problem: You get the software, but no one knows how to use it.
Our solution: Team training is included. We walk your team through the system and provide documentation.
How We Structure Payment
We use a milestone-based payment structure:
- Discovery (Free): 30-minute call to understand your needs
- Proposal (48 hours): Fixed-price quote with clear deliverables
- Deposit (50%): Due at project kickoff
- Milestone (25%): Due at halfway point (after demo)
- Final (25%): Due at launch
Why this works: You're not paying 100% upfront, and we're incentivized to deliver on time.
Real ROI: When Does Custom Software Pay for Itself?
Here's the ROI timeline from our past projects:
Trucking Invoicing System ($12K)
- Time saved: 6.5 hours/week × $50/hour = $16,900/year
- Billing errors eliminated: $6,000/year
- SaaS fees eliminated: $2,400/year
- Total annual savings: $25,300
- ROI timeline: 6 months
Salon Booking Platform ($5K)
- Time saved: 10 hours/week × $30/hour = $15,600/year
- Increased bookings: +45% = $8,000/year (estimated)
- SaaS fees eliminated: $1,200/year (Calendly + Square Appointments)
- Total annual savings: $24,800
- ROI timeline: 3 months
WordPress Migration ($9.5K)
- Hosting savings: $600/year
- Plugin fees eliminated: $240/year
- Developer fixes eliminated: $600/year
- Time saved: 22 hours/year × $50/hour = $1,100/year
- Total annual savings: $2,540
- ROI timeline: 3.7 years
Pattern: Projects that eliminate manual work (invoicing, booking) pay for themselves fastest. Projects that eliminate SaaS fees take longer but still break even in 3–5 years.
Bottom line: If custom software saves you 5+ hours/week or eliminates $200+/month in SaaS fees, it pays for itself in 6–18 months.
Frequently Asked Questions
Q: Can I pay monthly instead of upfront?
A: We don't offer monthly payment plans for development (too much risk for both sides). However, we do offer milestone-based payments (50% deposit, 25% at demo, 25% at launch).
Q: What if I need changes after launch?
A: Bug fixes are free (if something we built doesn't work, we fix it). New features are quoted separately ($500–$1,500 per feature).
Q: Do you offer refunds if I'm not happy?
A: We do weekly demos so you see progress in real-time. If you're not happy at the halfway point, we'll refund the remaining 50%. (This has never happened, but the option is there.)
Q: Can I own the code?
A: You own the deployed software and can use it forever. If you want the source code (to hire another developer or modify it yourself), that's available for an additional fee. This protects both of us—you get a working system, and we maintain the option to support it long-term.
Q: What if my needs change mid-project?
A: We re-scope and give you a revised quote. You approve before we add any extra work. No surprise invoices.
Key Takeaways
- Most MVPs cost $5K–$15K depending on complexity, integrations, and user roles.
- Timeline is 4–8 weeks from kickoff to launch.
- Maintenance is included in the MVP cost for Year 1 (backups, hosting, security).
- Feature additions cost $500–$1,500 and take 1–2 weeks.
- ROI is 6–18 months for most projects (if you're eliminating manual work or SaaS fees).
- Custom software is cheaper than SaaS over 3–5 years (if you factor in per-user fees and customization costs).
Ready to Get a Real Estimate?
Stop guessing. Book a free 30-minute discovery call, and we'll give you a transparent, fixed-price proposal within 48 hours.
What you'll get:
- Exact cost breakdown (no "it depends")
- Timeline with milestones
- List of deliverables
- ROI estimate (when it pays for itself)
No sales pitch. No obligation. Just a clear plan.