Do I actually need custom software?
Often not. If your process resembles what thousands of other businesses do, an existing product configured well will be cheaper to buy and far cheaper to maintain, because somebody else pays for its security patches and its browser compatibility forever.
Custom software earns its keep when the process is genuinely specific to you, when it is the thing you compete on, or when the integration between systems you already own is the actual problem. Ask for an honest opinion on this before you commission anything.
What does it cost?
The honest answer is that it depends on scope, and that anyone giving a firm number before understanding the problem is guessing. What you can reasonably ask for is a small, paid discovery piece that produces a scoped estimate — far better than a free quote based on assumptions neither side has examined.
How long will it take?
A first useful version of a focused internal tool is often a matter of weeks rather than months. What extends timelines is rarely the coding: it is undecided requirements, slow approvals, and third-party systems that behave differently from their documentation.
Who owns the code?
You should, and it must be written into the contract, because Canadian copyright law otherwise leaves ownership with the creator. You should also hold the repository and the hosting accounts in your own name from day one, not inherit them at the end.
What happens after launch?
Software is not finished when it ships. Dependencies release security patches, browsers change, APIs you rely on deprecate endpoints, and requirements move. Budget for ongoing maintenance — a modest retainer, or an agreed hourly arrangement. Software left completely untouched for two years is not stable; it is accumulating security debt quietly.
Where should it be hosted?
For most business applications any major cloud provider is fine, and the decision is driven less by technology than by obligation: if you hold personal information, particularly health information or public-sector data, check whether your sector or province constrains where it may be stored. Several major providers operate Canadian regions for this reason.
Can you work with our existing developers?
Yes, and it is often the better arrangement. An outside developer who documents, writes tests and hands over cleanly makes an internal team faster rather than creating a second system only one person understands.
What if it goes wrong?
Then you want to be able to hire somebody else without starting over. That is entirely determined by decisions made at the beginning: you hold the code, you hold the accounts, there is documentation, and the work was delivered in small releases rather than one large one. Structure the engagement so that leaving is cheap, and you will rarely need to.