At a glance
| Criterion | Off-the-shelf AI tools | Custom AI solution |
|---|---|---|
| Time to start | Days, sometimes minutes | About 4 weeks for a pilot, longer for full integration |
| Upfront cost | Low or none, usually a monthly subscription | One-off project, pilot from CHF 4,900, production from CHF 12,000 |
| Ongoing cost | Subscription per user or per volume, set by the vendor | Hosting, model usage and maintenance, for example Care from CHF 290 per month |
| Fit to your processes | You adapt to how the tool works | The solution follows your forms, rules and approval steps |
| Integrations | The connectors the vendor offers | Bexio, Abacus, SAP, CRM, webshop or spreadsheets, connected as needed |
| Data and hosting | Decided by the vendor | Switzerland or EU on request, no training on your data |
| Dependency | On the vendor's roadmap, prices and terms | On documented code and a partner or your own team |
What off-the-shelf means here
By off-the-shelf we mean software you subscribe to that already includes AI features: receipt scanning in accounting software, reply suggestions in a helpdesk, meeting transcripts, AI features in your CRM. Many tools you already use are adding such features. Before you consider anything custom, check what your current software can already do. You may already be paying for it.
When off-the-shelf is the better choice
- Your process is standard and works the same way as in thousands of other companies.
- The volume is small, so even a perfect solution would save only a few hours a month.
- You need something running next week, not next quarter.
- A tool covers most of what you need, and you can live with the rest.
- Nobody in your company has time to take part in a project right now.
When custom is worth it
- Your process has its own logic: specific forms, product codes, approval rules or exceptions.
- The data sits in several systems that no single product connects.
- Documents arrive in German, French, Italian and English and must be handled the same way.
- You need hosting in Switzerland or clear control over where data goes.
- You pay for several tools that each solve one piece, while staff copy data between them by hand.
The hidden costs on both sides
Ready-made tools look cheap at the start, but per-user prices add up, features and terms can change, exports are sometimes limited, and staff build workarounds around what the tool cannot do. A custom solution avoids much of that, but it has its own costs: the build, maintenance, model updates and someone who is responsible for it. A custom solution without a maintenance plan ages quickly. Compare both over three years, not only the first invoice.
A middle path
The choice is rarely all or nothing. Often the best result comes from keeping the software that works, such as Bexio, your CRM or your helpdesk, and adding a custom AI step that connects them. For example, invoices are read by AI, checked by a person and booked in your existing accounting system. Your team keeps the tools it knows, and the manual work in between disappears.
Questions to ask before you decide
- How many cases per month are we talking about, and how long does each take today?
- What happens if the AI makes a mistake, and who checks the result?
- Where is our data processed and stored?
- Can we export our data and settings if we want to leave?
- Who maintains the solution in two years?
Our verdict
Choose an off-the-shelf tool when your process is standard, volumes are modest and a ready product covers most of what you need. Choose a custom solution when your process has its own rules, data sits in several systems or you need control over hosting and approval steps. If you are unsure, start by checking what your current software already offers, then build only the missing piece.