You Don't Need an App - And Other Truths Nobody Tells You

Before spending $100K on an app, make sure a simpler solution would not solve the same problem.

This might be an unusual thing to hear from a software development company, but here it is: most businesses that contact us about building an app do not actually need one. About 40% of the initial inquiries we receive describe problems that would be better solved by a well-structured spreadsheet, a no-code tool, or a simple website.

We tell them this. Some are relieved. Some are skeptical. A few are disappointed because they were excited about having their own app. But our job is to solve problems, not to sell software for the sake of it. And the truth is that building software you do not need is one of the most expensive mistakes a growing business can make.

The App Idea Trap

It usually starts at a conference, in a meeting, or at 2 AM. Someone has an idea. "What if we built an app that does X?" The idea feels exciting. It feels innovative. It feels like the thing that will put the company on a different trajectory. By the time they contact a development agency, the vision has grown. Features have been added. A 14-page requirements document exists.

The problem is not the ambition - it is the assumption. The assumption that the solution to every business problem is a custom application. This is like assuming the solution to every transportation problem is buying a car. Sometimes you need a car. Sometimes you need a bicycle. Sometimes you just need to walk.

Here are four questions that separate real app needs from the app idea trap.

1. Have you already tried solving this problem with existing tools and clearly documented why they failed?
2. Will this app be used daily by at least 20 people, or is it solving a problem that occurs once a week?
3. Can you describe the core workflow in under 60 seconds without using the words 'and also'?
4. Is the problem costing you more than $50,000/year in lost revenue, wasted time, or missed opportunities?

If you answered no to two or more of these, you probably do not need an app. You need something simpler.

When a Spreadsheet Is the Right Answer

Google Sheets and Excel are the most underrated business tools on the planet. A well-built spreadsheet with data validation, conditional formatting, and basic formulas can replace software that costs $500/month. We have seen spreadsheets manage inventory for 200-SKU businesses, track project portfolios with 30+ active projects, and run financial models that drive million-dollar decisions.

A spreadsheet is the right tool when your data set is under 50,000 rows, fewer than 5 people need to edit it simultaneously, the logic is mostly math and lookups, and the reporting needs are straightforward. That covers more business scenarios than most people realize.

A catering company asked us to build a custom order management system. After reviewing their workflow, we built them a Google Sheets template with automated calculations, a dropdown-based order form, and a dashboard tab. Total cost: $2,400 for the consulting and setup. It has been running their business for over a year with zero issues.

When a No-Code Tool Does the Job

No-code platforms like Airtable, Notion, Retool, and Softr have closed the gap between spreadsheets and custom software. For $50-$500/month, you can build internal tools with user authentication, custom views, automated workflows, and basic integrations.

A recruiting agency needed a candidate tracking system with custom stages, automated email triggers, and a client-facing portal showing shortlisted candidates. They were quoted $85,000 for a custom build. Instead, they built the entire thing in Airtable with a Softr front-end in three weeks. Monthly cost: $180. It handles their volume of 400+ candidates per quarter without breaking a sweat.

No-code is the right choice when your workflow is unique enough that generic SaaS does not fit, but not complex enough to justify a $50,000+ custom build. The sweet spot is internal tools used by 5-50 people with moderate complexity.

When a Simple Website Beats a Full App

We regularly talk to businesses that want a "customer-facing app" when what they actually need is a well-designed website with some dynamic functionality. A restaurant does not need a native app for online ordering - a responsive website with a cart and payment processing does the same job without asking customers to install anything.

A simple website with the right functionality often outperforms a full native app in user adoption.

The numbers back this up. The average smartphone user installs zero new apps per month. Getting someone to install your app is a massive friction point - you are competing with their phone storage, their notification fatigue, and their general resistance to adding yet another icon to their home screen. A website they can bookmark requires none of that.

A fitness studio wanted a $120,000 native app for class bookings, membership management, and workout tracking. We suggested a progressive web app - essentially a website that feels like an app - for $35,000. Same functionality, no app store submission process, no iOS and Android maintenance, and members access it through their browser. Class booking rates actually increased because the barrier to entry dropped.

What You Think You Need vs What You Actually Need

Here is a translation table we use with clients. On the left is what they ask for. On the right is what usually solves the problem.

• "We need a CRM" - You might need a shared Google Sheet with a contact list and a follow-up calendar
• "We need a mobile app" - You might need a responsive website with push notifications
• "We need an AI-powered dashboard" - You might need five well-designed charts in Google Data Studio
• "We need a customer portal" - You might need a password-protected page on your existing website
• "We need a custom ERP" - You might need to properly configure the ERP you already have
• "We need to automate everything" - You might need to automate three specific tasks that consume 80% of the manual effort

This is not about being cheap. It is about matching the solution to the actual problem. Overspending on software you do not need is just as wasteful as underspending on software you do need.

When You Genuinely DO Need Custom Software

After all the warnings and alternatives, there are situations where custom software is clearly the right answer. Here is when building makes sense and no simpler alternative will cut it.

• The software IS your product. If you are a SaaS company, a tech-enabled service, or your competitive advantage depends on proprietary technology - build it. There is no shortcut here.
• You have outgrown every off-the-shelf option. You have tried the spreadsheet, the no-code tool, and the SaaS platforms. None of them can handle your volume, complexity, or specific requirements. You have the receipts to prove it.
• Integration requirements are extreme. You need real-time data flow between 5+ systems with custom business logic at every connection point. No amount of Zapier will hold this together.
• Compliance demands it. Your industry requires specific audit trails, data handling procedures, or access controls that no generic tool provides. Healthcare, financial services, and government contracts often fall here.
• Scale makes it economical. You have 200+ users and the per-seat math on SaaS tools adds up to more than the annual cost of maintaining custom software.

A manufacturing company that came to us had tried everything. They started with spreadsheets (outgrew them at 500 SKUs), moved to a no-code tool (broke at 10,000 daily transactions), upgraded to a mid-market SaaS platform (could not handle their custom quality control workflow), and finally tried an enterprise ERP (spent $90,000 on implementation before realizing it would need another $200,000 in customization). They needed custom software from the start. The clues were there in year one - they just did not know how to read them.

The Right Approach

Start with the simplest solution that could work. A spreadsheet costs hours. A no-code tool costs days. A simple website costs weeks. Custom software costs months. Move up the complexity ladder only when the simpler option has clearly failed - not when you imagine it might fail, but when it actually has.

1. Start with a spreadsheet or existing tool. Run it for 30-90 days.
2. If it breaks, try a no-code platform. Run it for 60-120 days.
3. If that breaks too, document exactly why it failed and what you need.
4. Take those documented requirements to a development partner. The specificity from steps 1-3 will save you thousands in discovery costs and produce a much better end product.

This approach is not slower - it is faster. Companies that skip to custom software without testing simpler options first spend 3-6 months in discovery trying to figure out what they need. Companies that have already tried and outgrown simpler tools know exactly what they need. Their projects start faster, cost less, and deliver better results.

So before you reach out to a development agency - including us - ask yourself honestly: have I tried the simple version first? If not, start there. If you have, and it is not enough, then you are ready for the conversation about building something custom. And that conversation will be dramatically more productive because you will know exactly where the simple solutions break down.