DIY Implementations vs. Hiring a Software Consultant: What’s The Cost?

In this article, we’ll weigh the risks, rewards, and real costs of DIY implementations versus hiring a software consultant to help you make the best decision for your small business.

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DIY Implementations vs. Hiring a Software Consultant: What’s The Cost?

Taking on a software implementation project yourself might seem like the budget-friendly choice—after all, who knows your business better than you? But here’s the catch: 33% of DIY software implementations fail, often leading to delays, unexpected costs, and regressing to old, frustrating systems.

Is skipping the help of a technology expert really saving money, or does it end up costing more in the long run?

In this article, we’ll weigh the risks, rewards, and real costs of DIY implementations versus hiring a software consultant to help you make the best decision for your small business.

Pros of DIY Software Implementation

Adding another expense to your technology budget may seem like a waste, and there are indeed some advantages of conducting a DIY implementation instead of hiring a software consultant:

Cheaper

(At Least Upfront)

The cost of hiring a software implementation consultant varies, but you’ll pay less upfront for the software project if you skip hiring one.

Faster

(At Least Upfront)

You’ll speed up the initial software selection process if you don’t have to hire a software consultant.

Cons of DIY Software Implementation

We already know that 33% of DIY software implementations fail, and many of those businesses are forced to resort to old systems. But what are the other specific disadvantages of DIYing the software implementation process?

Lack of support

If a technical error such as data loss arises, you don’t have an expert to turn to for answers.
Schedule overruns

Without proper implementation management, the project is likely to run over schedule due to overseen delays, training needs, and technical requirements.
No ‘best practices’ to rely on

A software consultant has a long experience to draw from to ensure your technology project goes as smoothly as possible.
Hidden costs

You could end up paying additional fees for custom integrations, bug fixes, or extended customer support that you didn’t plan for.
No support through change management

Implementing new software requires a culture shift, which is difficult to navigate without expert help.
No staff training

Hiring a software consultant can get your team trained and confident on new systems quickly and efficiently to reduce downtime.
Skipping or Skimping on solution design

External tech advisors are the architects of systems for their clients. They have experience knowing how the various software products integrate and should be used. The DIY approach assumes the owner is also an experienced architect which is rarely the case. Just like building construction it’s rarely the case that starting to build without a blueprint turns out well in the end.

How Much Do Software Implementation Experts Cost?

The cost of software implementation varies based on the type of software being implemented, the project’s complexity, the expert’s level of experience, and whether you’re hiring an individual consultant or a specialized firm.

Here’s a breakdown of the typical costs of software implementation experts to help you begin planning your technology budget:

1. Individual Consultants

Entry-level or mid-tier consultants charge $75 to $125/hour, whereas highly experienced or specialized software consultants can charge $150 to $200/hour or more, particularly for complex systems like ERP or CRM software platforms.

For dedicated software implementation projects, you’ll likely be given a full project price rather than a per-hour fee. Small or straightforward projects, such as implementing accounting software, might cost anywhere from $5,000 to $10,000.

Larger or more intricate projects, such as setting up a custom CRM, could range from $15,000 to $25,000 or more. It all depends on the level of complexity involved in your unique project.

2. Boutique Implementation Firms

Technology consultancy firms charge more than freelance software consultants because they have a team working on each project.

Smaller firms with niche expertise in specific software (e.g., QuickBooks, HubSpot, Salesforce, etc.) often fall within this range.

When it comes to project-based costs, the total price will depend on project scope, including data migration, integrations, and customization.

Mid-tier projects like a basic ERP setup for an SMB typically cost $20,000 to $40,000.

There are larger, enterprise-specific consultancy firms that charge $50,000+ per implementation project. However, SMBs don’t usually require this level of complex support.

Find the Perfect Software Consultant Partner with StackPlans

With those general costs in mind, it might seem like you’d save up to $40,000 by implementing your own software. However, forgoing that initial investment comes with some hidden costs and risks that can quickly outweigh the initial savings.

1. Time Investment

Implementing software requires significant time to learn the system, configure it, and troubleshoot issues. This time is taken away from core business activities and quickly adds up when thought of in billable hours.

Without expertise, the implementation process can also take much longer than anticipated, delaying the benefits of the software and increasing downtime.

Just take the infamous failed ERP implementation of Hershey’s Chocolate in 1999 as an example. The chocolate giant spent $112M on an ERP implementation that turned into an immense task rife with data migration issues, training shortfalls, and testing failures. The brand’s entire supply chain halted, and a planned $100M worth of stock wasn’t manufactured.

SMBs simply cannot afford downtime due to ineffective software, and hiring a consultant can help minimize that risk as much as possible.

2. Ineffective Implementation

DIY implementers might overlook integrations with existing systems or fail to anticipate future scalability needs, leading to costly workarounds or system replacements later. This improper setup can quickly escalate into inefficiencies, errors, and missed opportunities to use the software effectively.

3. Training Gaps

Without professional guidance, staff may not be adequately trained to use the software, reducing productivity and increasing frustration. Even if your team does begin to explore the software, learning to navigate new platforms alone can slow down team adoption, leading to a lack of ROI on the software investment and a lack of buy-in from your team.

4. Opportunity Costs

While employees are focused on software implementation, other revenue-generating activities may suffer. Moreover, a professional software consultant can show you how to tailor the system to maximize its potential for your business, something a DIY approach will easily miss.

5. Hidden Costs in Support

While software vendor support can help, it doesn’t always cover all aspects of an implementation or offer availability at critical times. Errors made during a DIY implementation might require expensive third-party corrections later, which make the costs quickly stack up.

6. Compliance and Security Risks

Poorly configured systems are more susceptible to security breaches, which can be catastrophic for an SMB. DIY software implementation may also overlook critical compliance requirements related to data handling, leading to expensive fines or legal issues.

Software consultants are highly knowledgeable and experienced in compliance and security concerns, so they can give you the peace of mind your business is covered and help you avoid unnecessary fines.

7. Long-Term Maintenance Costs

A system set up without professional insight might require ongoing troubleshooting, consuming time and money. Future upgrades or enhancements also become more complex and costly if the initial implementation is not done correctly.

You may even need to hire a software consultant further down the line to fix issues, which simply pushes that initial cost further along your technology roadmap.

Related: 7 Key Benefits of Having a Documented Technology Roadmap

8. Reputation Damage

This is one of the most overlooked hidden costs of a DIY software implementation but one of the most difficult to recoup.

If the software affects customer-facing processes, such as eCommerce or CRM, a poor implementation can lead to customer dissatisfaction and loss of trust. This isn’t something that’s easily fixed and can cause priceless long-term damage to your brand.

So, Is it Worth Hiring a Software Consultant?

While the DIY approach may seem cost-effective at first, the hidden costs—wasted time, misaligned configurations, security risks, and ongoing fixes—can far exceed the cost of hiring an expert.

Hiring a software consultant is an investment in your business’s success. They can ensure a smooth implementation, better alignment with business goals, and long-term success with the software, ultimately saving money and effort in the long run.

Want a tailored quote from a vetted software consultant? Visit our tech advisor directory to speak to an expert!

Want to stay in the loop?

Join the StackPlan community today and learn more about how to build your technology roadmap, select the right software for your organization, and work with an expert tech advisor to get your software working in harmony.

DIY Implementations vs. Hiring a Software Consultant: What’s The Cost?

Table of Contents

Pros of DIY Software Implementation

Cheaper

(At Least Upfront)

Faster

(At Least Upfront)

Cons of DIY Software Implementation

How Much Do Software Implementation Experts Cost?

1. Individual Consultants

2. Boutique Implementation Firms

Find the Perfect Software Consultant Partner with StackPlans

1. Time Investment

2. Ineffective Implementation

3. Training Gaps

4. Opportunity Costs

5. Hidden Costs in Support

6. Compliance and Security Risks

7. Long-Term Maintenance Costs

8. Reputation Damage

So, Is it Worth Hiring a Software Consultant?

Want to stay in the loop?

Join the StackPlan community today and learn more about how to build your technology roadmap, select the right software for your organization, and work with an expert tech advisor to get your software working in harmony.