Guides/Systems and software
Custom systems: what they cost, how they’re built and why scoping is paid
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A custom system is software built around how your business works: bookings, stock, quotations, job tracking or an internal dashboard. Unlike a website, people log in and use it every day, so it needs more planning, more testing and a server that is always on.
Website or system?
| Website | Custom system | |
|---|---|---|
| Main job | Explain your business and bring in enquiries | Run part of your business |
| Who uses it | Visitors | You, your staff, sometimes your customers |
| Logins | No | Yes, with different roles |
| Data | Mostly fixed text and photos | Changes every day |
| Hosting | Usually free | A server that is always on |
Small, medium or large
| Size | Typical example | Starting price | Timeline |
|---|---|---|---|
| Small | One job, such as online bookings or a quotation generator | from RM 5,000 | 4–6 weeks |
| Medium | Several jobs connected, such as orders, stock and reports | from RM 12,000 | 8–12 weeks |
| Large | Several departments, large amounts of data or links to other systems | Quoted per project | Scoped |
The pricing page compares the three in detail.
How a system project runs
- Free first conversation. About 30 minutes on how the work is done today and what gets in the way.
- Scoping, for medium and large systems. Mapping the process, sketching every screen and writing the feature list. You receive these documents and a fixed quote.
- Build in stages. The most useful part goes live first, so your team can try it and give feedback early.
- Launch and handover. Training, handover documents and 60 days of free bug fixes.
Why is detailed scoping paid?
For a medium or large system, scoping takes one to two days of real work: understanding each step of your process, finding the unusual cases, sketching every screen and pricing it properly. The result is a document you keep, and you could take it to any developer.
A small fee (RM 300) pays for that work. It is deducted from the project if you go ahead, so it only costs you anything if you decide not to build. Small systems don’t need it: one conversation is usually enough for a fixed quote.
What you pay every month
- Server: from about RM 50 a month, paid directly to the cloud provider, in your name. The first month after launch is free.
- System care: from from RM 300 / month. It is required, because the server needs updates, security patches, monitoring and daily backups.
Both appear in your quote before you agree to anything. Where does a custom system live? explains the hosting options.
How to prepare
- Write down the steps of the process as it works today, including who does what.
- Collect the spreadsheets, forms or chat messages you use now.
- List the three things that waste the most time.
- Decide who on your side will test the system.
Questions to ask any developer
- Will I own the code and the server account?
- What happens if you’re no longer available?
- What will it cost each month after launch?
- Can we start with one part and add more later?
At Pixel Maker the answers are: yes, full handover documents so anyone can continue, listed in the quote, and yes.
Related guides
- Where does a custom system live, and what does it cost each month? Unlike a website, a system needs a server that runs all the time. The options, a monthly budget guide, and who is responsible for what. 5 min read
- Landing page, business website or product catalogue: which one do you need? A simple way to choose the right kind of website for your business, with a comparison table. 5 min read