The Costly Mistake Small Businesses Make With Freelancers (And What to Do Instead)
Investing in custom business software represents a major step forward, reshaping workflows and creating efficiencies tailored specifically to your needs. Many small and medium enterprises recognize tailored software development as a significant accomplishment—and rightfully so.
What happens once development finishes and your software launches?
This phase often brings unforeseen challenges. Your software—potentially integrated with features like AI and automation—is not a product with an endpoint; it requires ongoing maintenance to retain its value, protect security, and ensure functionality.
The Challenge of Sustaining Custom Business Software
Companies without internal technical teams often struggle to manage custom software after deployment. Freelance developers provide flexibility and cost benefits during development, but their involvement typically ends at delivery. Consequently, many businesses manage ongoing maintenance themselves.
Custom software demands frequent updates—fixing bugs, adapting to evolving business needs, and handling technical or dependency changes. Post-launch, organizations might face difficulties with upkeep, risking system reliability and innovation potential.
Think of your business software as vital machinery: without regular servicing, its efficiency declines.
The Importance of Continuous Software Support
Software Reliability’s Role
The stability of your software directly influences operations and revenue. Unlike physical devices that degrade naturally, software faces ongoing challenges from environmental changes, emerging security threats, and user demands.
Neglecting maintenance can lead to:
- System failures during critical moments
- Security breaches risking sensitive information
- Outdated features reducing productivity
Many leaders underestimate that support costs often surpass initial development expenses. Budgets frequently focus mostly on upfront outlays.
Risks of Insufficient Support
Ignoring maintenance can have serious consequences. Software breakdowns may disrupt operations, resulting in losses of hundreds or thousands of dollars per minute, depending on the sector.
Although freelancers offer flexibility, they may not respond quickly enough during urgent failures, causing extended downtime and higher expenses.
Beyond immediate outages, lack of upkeep leaves security gaps unaddressed, exposing critical data. Software without updates falls behind market standards, weakening your competitive edge.
Who Feels the Impact?
Poorly maintained software affects multiple groups:
- Owners and executives face unexpected costs and disruptions
- Staff experience frustration and decreased efficiency due to issues
- Customers may encounter service interruptions or data problems if unsupported external systems are involved
Ultimately, anyone who depends on your custom software risks disruption unless its continuous operation is ensured.
Why This Matters
Your investment in custom software aims to improve processes or add new functions. Achieving these goals depends on the software’s continued reliability and flexibility, not just its initial launch.
Awareness of all expenses beyond development helps prevent surprises and operational setbacks. Understanding that ongoing expert support differs significantly from one-time creation is vital for protecting your software as a valuable asset.
Steps Toward Sustained Software Success
Assessing Your Support Needs
Securing the future of your software begins with a clear assessment of available resources:
- Review your team’s ability to handle post-launch maintenance
- Consider technical expertise and availability for fixes and updates
- Estimate potential financial losses from software downtime
- Evaluate software complexity, especially if AI or automation elements require specialized skills
This analysis reveals gaps between demands and actual capabilities.
Recommended Solution: Managed Services
For those lacking in-house knowledge, Managed Services present a straightforward, sustainable option. This involves working with a provider who oversees the entire software lifecycle post-development.
Unlike freelance contracts, Managed Services provide ongoing cooperation with continuous communication and accountability for software health and performance.
A reliable Managed Services partner offers:
- Continuous monitoring and upkeep
- Preventative updates to avoid problems
- Prompt support during issues
- Strategic advice for future improvements
Such partnership helps your software keep delivering value rather than causing frustration or unexpected expenses.
Selecting the Right Provider
When choosing a Managed Services partner, seek those offering comprehensive support aligned with your software’s demands:
- Maintenance suited to your software type
- Regular security patches
- Quick help for AI or automation components
Examine service agreements closely to understand guaranteed response and resolution times. Reliable providers typically outpace freelancers with faster fixes, minimizing downtime costs.
Check for transparent pricing and scalability; Managed Services fees recur but remain predictable and generally lower than unexpected downtime or emergency fixes.
Most importantly, select providers experienced with software similar to yours, as their expertise can prevent considerable difficulties.
Benefits of Managed Services
Partnering with an experienced Managed Services provider offers numerous benefits:
- Confidence that experts oversee critical systems
- Operational resilience with fewer disruptions and outages
- Staff freed to focus on key responsibilities rather than troubleshooting
- Security assurances and reliable performance
- Software advances alongside your business and technological shifts
- Preservation and growth of your original software investment
This shifts maintenance from reactive repairs to planned continuity and growth strategies.
Moving Forward with Assurance
Maintaining your custom software’s condition and performance extends beyond technology — it supports steady operations, data protection, and competitive advantage.
While freelance development might initiate your software’s life, continuous upkeep, updates, and expert backing remain necessary throughout.
Research highlights the high costs of downtime, underscoring the need for dependable and swift support.
For entities without dedicated technical teams, Managed Services provide a trustworthy path forward. Collaborating with providers offering proactive, all-inclusive support delivers the expertise and consistency required to keep software secure, dependable, and adaptable to evolving needs.
This approach reduces risks associated with inconsistent support, frees internal resources, and maintains — or even enhances — the value of your initial investment. What started as a strategic choice can transform into a stable platform for growth instead of frustration.
To sustain the lasting value of your custom business software, FluidByte offers comprehensive solutions that transform operations. From Custom Business Tools to Managed Intelligence and Managed Workflows, we provide expertise to optimize processes and speed growth. Reach out to learn how our integrated approach delivers sustainable, measurable outcomes.
Enhance your operations with FluidByte’s support. Schedule a free 30-minute strategy session where we assess challenges, identify practical technology solutions, and outline a clear, impactful plan. Our consultants have helped businesses across industries improve efficiency by up to 400% and significantly cut operating costs. Book your free consultation now for actionable insights without obligation. This discussion might be the turning point your company needs.