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Good to know AI in business – is it better to implement a ready-to-use solution or develop your own?

AI in business – is it better to implement a ready-to-use solution or develop your own?

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​​​​​​​​​​​​​​​​​​​by Karolina Sieraczek

21 March 2025


AI utilisation for business process optimisation is gaining popularity. Businesses that follow this path face an important choice: is it better to buy an off-the-shelf solution available on the market, or build and develop an own, fully customised system. 

Learn about three key aspects to be considered before making this decision.

Implementation and maintenance costs


A ready-made solution usually means a lower initial investment. Businesses need to buy the necessary licences or subscriptions to existing AI systems. Ready-made solutions usually also translate into lower system maintenance costs. There is also no need to keep workforce necessary to implement and maintain such a solution. Moreover, many tools are now cloud-based, which also translates into lower capital expenditures for equipment. 

At the other end of things, a home-grown system involves significant initial costs, especially of highly-qualified personnel (software engineers or infrastructure experts). Such a system also entails costs for maintenance and updates. It may prove more-cost effective only in the long-term as you avoid paying licence fees for years on end.  

Implementation time 


A commercial solution is generally quick to work as you buy a tried and tested system. Unless you run into issues with integration with other systems, the new tool will be available for use quickly. AI system suppliers regularly update their systems too. A problem may generally occur when you want to extend the functionalities and the supplier offers no such option.  

An own system takes longer to implement. It needs to be designed and tested, and this prolongs the implementation time. In-house tools must be adapted to the entire environment in which they will be used. You will be able to develop a fully customised solution and if you need any modifications, you have full control over their implementation. 

Data security


When you contemplate one of these options, AI’s compliance and data security are of paramount importance. 
 
While a ready-made solution gives you limited control over the data, your internally developed system gives you total control. This also involves greater responsibility for data storage. Cybersecurity issues play an enormous role here. 
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Summary


The choice between a ready-to-use AI system and building your own is not an easy one and a number of factors play role: budget, human resources, time, industry specifics, as well as your business's demand for innovation and data security.

Ready-made AI solutions mean fast and relatively low initial costs and are easy to use. They are particularly attractive to smaller businesses and those that expect immediate effect and need no advanced customisation.

An own system offers mainly great flexibility, integration with existing systems, but at the same time – long implementation period. However, it often lets you develop a unique solution bringing large added value to your business. 

How to optimise processes?


Before buying an off-the-shelf solution, you need to consider not only your business needs but also the licence or subscription agreement, so that you are fully aware of the costs and rights to use the system. Check out key aspects such as data archiving capabilities, data protection capabilities as well as liability for personal data breaches and system errors. Other users’ reviews and the provider’s reputation are also worthy of your consideration. 

If you choose to develop a new AI tool from scratch, you most certainly need to carry out your own investigation of the system's compliance with the laws. Rödl & Partner would be glad to support you in the necessary tests and examinations of laws to be complied with in designing the system. 

Noteworthy are the available tax reliefs for new technologies. Implementation of new systems is eligible for, among other things, the R&D relief and aid schemes. Our experts will be glad to support you in finding just the right solutions for your design. You are welcome to contact us​. 

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Karolina Sieraczek

Attorney at law (Poland)

Associate Partner

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