Bespoke Application Development vs. Off-the-Shelf: A Quick Guide

In the U.S. HealthTech industry, time to market, data security, and regulatory compliance are non-negotiable. But even well-funded teams with in-house developers often find themselves in a quandary: they are overwhelmed by competing priorities, lack industry expertise, or can't move fast enough to meet release deadlines.

This article discusses how outsourcing helped a U.S. healthcare company build a clinical data monitoring tool faster, safer, and with tighter controls than an in-house team could have done. It also explores why outsourcing is often the more strategic choice in 2025.

The Project Context

The client is a U.S. HealthTech company with an in-house backend system that is already up and running. They needed to build a clinical data monitoring interface that would:

• Integrate seamlessly with existing infrastructure.
• Handle sensitive patient data under HIPAA.
• Offer a user-friendly dashboard for trial administrators and clinicians.
• Be delivered quickly, without disrupting the internal roadmap.

Their internal team was focused on core backend infrastructure. While capable, they didn’t have the bandwidth or specific expertise in data visualization and regulated interface design. The client needed a fast, compliant, and scalable solution—without hiring full-time.

Key point: This wasn’t a team that “couldn’t do it.” It was a team that didn’t have the right bandwidth or specialized roles at the right time. The result? Risk of project delays and regulatory exposure.

What an In-House Team Would Require

To build and maintain this type of clinical data monitoring system internally, a company would need:

• 2+ front-end engineers experienced in PHI-safe architecture.
• 1 UX designer familiar with clinical interfaces and dashboards.
• 1 DevSecOps engineer to manage secure infrastructure.
• 1 project manager with experience in HIPAA/FDA-compliant software delivery.
• Time and budget to recruit, onboard, and retain this team.

That’s at least 4–5 full-time hires. In 2025, hiring a senior developer in the U.S. costs around $160K–$190K annually, including taxes and benefits. Add recruitment time (8–12 weeks), onboarding, and the risk of team gaps—timeline quickly stretches beyond the planned release. Multiply that by 5 roles—and factor in ramp-up time—and total project costs could easily surpass $400K over six months.

Why the Company Chose Outsourcing

Rather than overburden their internal roadmap or spend months assembling a team, the company partnered with Darly Solutions, which already works with U.S. healthcare clients. Within 5 business days, a remote team was onboarded, including:

• Frontend developers with clinical data experience.
• A UX designer with multiple HIPAA-regulated projects behind them.
• A project manager and tech lead who took full ownership of the delivery.

They worked within the client’s architecture, maintained full transparency, and delivered a production-ready solution ahead of schedule. The client retained control over infrastructure, access, and IP without being pulled away from their core priorities.

Security Concerns: The Most Common Objection

One of the most common objections we hear from HealthTech companies in the U.S. is:

“If development happens outside our walls, how can we be sure our data and infrastructure are truly protected?”

The concern is valid, especially when you’re dealing with highly sensitive health data, clinical trials, and strict U.S. regulations.

In a recent conversation with a HealthTech executive, we heard this exact fear. His company works with external teams and handles massive volumes of sensitive patient data. His worry wasn’t about code quality or delivery speed—it was about not having full visibility and control over the systems and people handling that data.

He shared:

“Our internal teams understand exactly how and where data moves. But, it's harder to feel in control when we involve external partners, even with NDAs and contracts. And if something goes wrong—who's ultimately responsible?”

But Here’s the Reality: Control Comes from Process, Not Geography

The key misunderstanding here is that in-house automatically equals “safe”, and outsourced means “risky.” That’s not true.

Security in HealthTech doesn’t depend on where the team sits. It depends on how access is managed, how infrastructure is configured, and how compliance is enforced.

When working with an experienced HealthTech outsourcing partner, companies can enforce:

• Role-based access controls (RBAC) with audit trails.
• Environment isolation: dev/staging/production strictly separated.
• On-premises or private cloud deployment, under your control.
• Regular compliance checks aligned with HIPAA.
• Source code ownership and internal code reviews.
• Strict NDAs, DPAs, and custom security policies in place.

In fact, a structured outsourcing setup often introduces more formal security governance than internal “trusted” processes that lack documentation or auditability.

The Results

With outsourcing, the client:

• Delivered a fully compliant monitoring interface integrated into their existing system.
• Avoided delays tied to internal hiring or overcommitment.
• Retained full IP and infrastructure control.
• Passed HIPAA audit without revisions.
• Saved $250K+ compared to in-house staffing.
• Released the product to production 3 months earlier than initially projected.

And they did all of it without overloading their internal team.

Final Thoughts: Outsourcing as a Strategic Enabler

Outsourcing isn’t a workaround—it’s a way to move faster without compromising quality or control. For HealthTech companies, it can be the difference between hitting a clinical release window and missing it by quarters.

It's not about replacing your internal team. It's about unlocking execution capacity when you need it most—supported by specialists who know your industry and your risks.

Outsourcing done right gives you:

• Faster time-to-market.
• Lower delivery costs.
• Full security and compliance.
• Experienced teams on demand.
• Predictable outcomes with shared accountability.

👉 Want the Technical Details?

Explore how we designed and delivered the monitoring solution in the full case study.

According to analysts, global employers are unable to fill about 40 million IT vacancies due to a shortage of technical specialists in their region. And the situation is expected to worsen further. For example, in the USA, it is projected that by 2030, there will be a shortage of over 85 million programmers.

What to do? The solution is simple: consider an extended development team as an alternative to in-house developers.

What are these teams? What are the benefits of this approach to creating digital solutions? We will discuss this and much more in this article.

What Is an Extended Development Team?

An extended software development team consists of specialists who work together on a single project, but can be located anywhere, even in different time zones. This type of work organization is typically designed to combine the internal team with external specialists.

In other words, by involving an extended team in your project, you can gain all the advantages of outsourcing while saving budget and maintaining full control over the development process.

According to research, 92% of G2000 companies use tended teams and other forms of outsourcing. Now is the time to consider involving freelance specialists and experience all the benefits of this approach for your business.

Key Benefits of an Extended Team Model

Integrating external specialists into an internal team helps achieve even the boldest business goals through the following advantages:

Access to Global Talent Pool

Do you want to create a truly innovative product that no competitor offers? Be prepared for the fact that the local market may not have a programmer with the relevant experience. Alternatively, a lack of personnel may make it very difficult to attract the right specialist.

‍The number of developers varies from country to country. In fact, the difference can be significant even within the same country. For example, in the USA, the highest number of software engineers resides in California. There are over 628,000 in this state, while in Michigan and North Carolina, the number of specialists barely exceeds 100,000.

In such a situation, extended development teams can be a real lifesaver. With their help, you will be able to attract experts from any corner of the world to your project.

Cost-Effective Scaling

Hiring an employee in-house is always costly. According to numerous studies, it can cost a company anywhere from $28,000 to $35,000. And this is just the cost of provided benefits, insurance, vacation, and additional payments (such as overtime). In addition, you'll need to spend on training and onboarding staff.

Apart from the high costs, all of this takes a lot of time, and the need for scaling sometimes cannot be delayed.

However, if you consider involving external specialists, these problems can be easily avoided. A reliable provider will quickly find the right specialist, and your expenses will be limited to payment per hour or based on the actual volume of work completed.

‍Additionally, with the extended team model, you have another opportunity to save. This is possible due to the lack of regional constraints—as the cost of labor for developers is evaluated differently in various countries. For example, in North America, the average software development hourly rate is $77. In Eastern Europe, the same service can be obtained for $58 per hour, and in the Asia Pacific region, developers charge even less—around $28 per hour.

Faster Development and Delivery

An extended software development team helps accelerate development cycles. Here’s how this happens:

• Involving developers from different time zones allows such a team to work on the project almost around the clock. Is this possible with in-house specialists? Hardly.

• By expanding your team, you can save time on hiring and staff training. On average, the recruitment process in the IT field takes 35 days.

• You can hire several extended teams to handle different tasks. They will work on the project in parallel, thereby reducing development time.

Flexibility and Adaptability

The hiring model discussed in this article allows you to be as flexible as possible when it comes to changes in project needs. Let’s break it down further.

• Have the project goals changed, and you need to scale quickly? As you know, finding an external specialist is much faster than hiring an in-house employee. Additionally, you can adjust the requirements for candidates as the product evolves.

• Geographical flexibility also plays a role here. If you're experiencing a shortage of the right talent in your region, you can look for experts in the required technology stack overseas. With extended development teams, anything is possible.

Hassle-Free Management

When working with external specialists, you can fully control the process of developing a digital solution. At the same time, managing such a team is economically efficient and requires less time.

Why?

• When turning to trusted providers, they take on all the responsibilities for staff selection. You don’t spend time and money on searching, interviews, and hiring.

• The high qualification of extended teams frees you from the need for micromanagement. This allows you to focus on project management and achieving global business goals.

• Outsourcing service providers typically have established communication channels. They use specialized tools like Slack, Trello, or Jira to bridge geographical distances. Moreover, such companies often provide a project manager. It’s their responsibility to ensure smooth collaboration.

Operational Process of an Extended Development Team

To ensure the seamless integration of external specialists into your internal team, several stages of organizing updated workflows must be followed. Remember, your team is the foundation on which the creation of the software product will be based. Therefore, no detail should be overlooked.

Initial Planning Stage

This stage is crucial for the success of the project. Clear planning is the key to knowing the direction you need to move in.

It includes the following steps:

1. Formulating business goals. Start by defining the product you want to create and how it will benefit your business. It is also recommended to immediately outline the required features to be developed. This will help clearly define expectations for the final product and avoid misunderstandings between stakeholders and the team.

2. Assessing internal resources. Identify what knowledge and skills are needed to achieve the set goals. After that, assess your internal team. Are there enough specialists? Do they have the necessary expertise?

3. Project timeline and budget planning. Set realistic deadlines and determine the expenses you can afford. Consider development costs, project management, and potential unforeseen issues.

4. Choosing the collaboration model. If the project requires external developers, you have several options. Among them are outsourcing, dedicated teams, and the extended team model discussed in this article. We will discuss the differences between these three approaches later.

5. Risk assessment. Suppose you have chosen the extended team model. Think in advance about the risks you may face, such as communication gaps and potential time zone differences. In addition to the risks associated with engaging external specialists, consider other possible problems, including technical ones.

Finding the Right Tech Partner

Opt for a proven company with a good reputation. This guarantees that highly qualified professionals will be selected for you, whose expertise fully matches the project requirements. 

Here are a few tips to help you choose a reliable provider:

• Study the company’s website, focusing on its portfolio.
• Read reviews about the provider online.
• Compare the specialization of the potential partner with the plan for your project.
• Assess the cost-to-quality ratio of the services offered.
• Ensure that the company’s values align with yours.

Building the Development Team

The main task at this stage is to ensure smooth integration of the new specialists into the existing team. To do this, it is important to clearly define the roles they will perform on the project.

And a few more recommendations:

• Work on staff selection together with your technical partner. This does not mean total control or direct participation in the interviews. Just stay in the loop to ensure the candidate matches your requirements as closely as possible.

• Balance the size of the extended team. Make sure the number of employees corresponds to the goals of the project and its budget. A team that is too large may lead to unnecessary costs, while one that is too small can increase time-to-market.

Onboarding and Integration

This step involves introducing external specialists to the nuances of your internal processes:

1. Familiarization with the project specifics. Before starting work, make sure the hired developers fully understand the project’s goals and its specific requirements.

2. Setting up communication channels. Inform the extended development team about the communication channels used in your team. Set up tools like Slack, Trello, or Jira for project management and daily communication.

3. Providing access to technical infrastructure. Ensure that all team members have access to the tools necessary for efficient work. These may include version control systems, code repositories, etc.

4. Discussing internal procedures and rules. Communicate to the team how you plan to measure project progress, which metrics you will use to evaluate performance developers, and how often you expect feedback from them. This will help avoid misunderstandings and conflicts.

Establishing Clear Objectives

What do you think is the most important thing at this stage? The answer is simple. You need to ensure that both in-house and external specialists are working towards the same goal. To do this, you should:

• Clearly define the project goals. This may involve creating a product from scratch, implementing new functionality, or maintaining an existing system.

• Set milestones. Break the project into smaller segments. Each segment should have specific deadlines and deliverables. This will help track progress.

• Define KPIs. Predefine metrics to measure the team’s performance. These should relate to both the technical characteristics of the product (e.g., code quality or delivery speed) and the achievement of business goals (e.g., return on investment).

• Discuss communication issues: Frequency of meetings, reporting formats, communication channels—all of these should be discussed with the extended software development team at the very beginning of the collaboration. This will ensure you always know what stage of goal achievement you are at.

Project Kickoff and Execution

When all the details are discussed, it's time to start working on the project.

Project kickoff is the official start of collaboration. Now, the team needs to gather together (in whatever format possible), discuss the final details, and set the tone for the subsequent work.

The further work on the project includes:

• Prioritizing tasks. If the team uses an agile development methodology (which is most commonly used these days), this step involves planning the upcoming sprint. Specifically, it means defining the scope of work and aligning the team’s focus.

• Moving toward set goals. The team starts coding, testing, and building according to the project’s defined requirements.

• Monitoring progress and making adjustments. As the team completes tasks, it is important to track the status of the project. This allows for timely identification and resolution of problems.

The success of this stage depends on how accurately the previous steps for organizing the work with the extended team were followed.

Dedicated vs Outsourcing vs. Extended Teams: A Comparative Analysis

All three terms—dedicated team, outsourcing, and extended development team—refer to outsourcing work on a project to external developers. However, there are significant differences between them. Let's explore them further.

When to Consider an Extended Development Team?

There are several situations where it makes sense to consider the extended team model.

1. Need for rapid scaling. Is your business growing quickly? Do you need additional staff but don’t have time for long-term hiring? An extended team can help.

2. Need for specific expertise. If your internal team lacks certain skills, it’s not always necessary to hire a full-time employee. You can find an external specialist who will integrate into your team and contribute to the project.

3. Risk of missing deadlines. Is it time to release the product, but your internal resources are exhausted? This is another reason to turn to external developers. Extra hands and minds can easily save the situation.

4. Limited budget. Hiring external specialists is cheaper than increasing your full-time team. This is why extended teams are optimal for startups.

5. A responsible project requiring personal control. Not every project can be fully outsourced. Often, the client wants to retain the right to control the development process themselves. This opportunity is exactly what extended teams provide.

Want to get the best global talent at your disposal? Need to relieve your internal team? Want to speed up time-to-market and beat your competitors? Create an extended software development team on your project, and all of this will become a reality.

Challenges of Managing an Extended Development Team

If you’ve decided to integrate external developers into your internal team, you should consider not only the benefits of this approach, but also the certain challenges that come with it. It’s better to know about these challenges in advance.

• Communication Barriers. If you’re bringing in foreign specialists, be prepared for language, cultural, and time zone barriers. However, some of these can easily be turned into advantages. For example, thanks to different time zones, work on the project can continue around the clock.

• Integration difficulties. External developers may use work methods different from yours. Therefore, it’s important to discuss all expectations for collaboration in advance.

• Limited visibility. It can be challenging to monitor the work of remote employees as closely as you would like. To avoid this, it’s important to use reliable communication channels, reporting tools, analytics, and project management systems.

• Risks related to data security. This is especially relevant for projects involving sensitive user data. To minimize risks, work only with a trusted provider who ensures the reliability of the provided staff.

• Team engagement. It’s logical that full-time employees are more invested in the company’s development and the project’s success. Therefore, when bringing in external specialists, make sure to focus on their adaptation and motivation.

As you can see, with a thoughtful approach to forming extended development teams, all potential challenges can be easily overcome, leaving you in a winning position.

Future Trends in Extended Development Teams

The popularity of the extended team model in the field of software product development is gaining momentum. What transformations can we expect for this approach to organizing workflows in the near future?

• Focus on the use of AI and automation. Innovative technologies will allow companies to optimize project management and minimize the risks associated with working with remote employees.

• Preference for hybrid work formats. Companies will become increasingly interested in combining internal teams with external specialists. This will allow them to tap into the global talent pool while still maintaining control over processes.

• Emphasis on Agile and DevOps. Recent practices show that more and more teams are abandoning classical development methodologies in favor of flexible approaches. This allows extended teams to integrate more smoothly into internal processes and stay on the same wavelength as the in-house team.

• Expanded integration of specialized tools. Collaboration platforms are an essential attribute of extended development teams. As this model of cooperation spreads, new tools will emerge, and existing services will be improved.

• Maximum focus on data security. This issue is critical for all companies that engage external specialists. As a result, improved security protocols will emerge, and decentralized development and blockchain will become more relevant.

In summary, the future of extended teams is closely tied to the implementation of progressive technologies, process automation, and the increasing spread of this work format.

Create Your Extended Development Team with Darly Solutions

Darly Solutions is your reliable partner in creating unique digital solutions that will become a competitive advantage and the hallmark of your business.

We are ready to strengthen your internal team with specialists in Web and mobile development, UI/UX design, and testing. A qualified project manager will seamlessly integrate our experts into your processes and ensure smooth operations.

Contact Darly Solutions for a personalized consultation and experience the full potential of an extended development team from a trusted provider.

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In today's fast-paced world, managing apartment complexes requires efficient and optimized processes. A custom apartment management system can provide the perfect solution to address the unique needs of your property. Today, we will dive deeper into the process of building a custom apartment management system, including a review of existing systems, an exploration of useful features and an analysis of the potential integration of ChatGPT for enhanced functionality and renter satisfaction.

In order to create an effective custom apartment management system, it is crucial to thoroughly assess the specific requirements of your property. Consider factors such as the number of units, tenant communication preferences, rent collection methods, maintenance management needs, accounting processes, and reporting requirements. By gaining a deep understanding of these needs, you can design a solution that addresses them efficiently.

Existing Systems and Notable Features

Before starting the development process, it would be quite useful to review existing apartment management systems. This step allows you to gain insights into industry standards, best practices, and successful functionalities. Here are several popular systems worth considering:

1. Buildium: It’s a widely recognized property management platform that caters to various property types, including apartments. It offers a comprehensive suite of functionalities, including tenant portals, online rent collection, maintenance tracking, accounting tools, and robust reporting capabilities. Its user-friendly interface and intuitive design make it a popular choice among property management professionals.

2. AppFolio Property Manager: It’s a cloud-based property management platform that supports apartment management needs. It provides tools for online rent collection, lease management, maintenance requests, and accounting. AppFolio is recognized for its intuitive interface, mobile accessibility, and ability to optimize various property management tasks.

3. Yardi: It’s a leading provider of property management software with solutions tailored to multifamily apartments. Their software includes features such as vacancy management, lease tracking, maintenance scheduling, financial reporting, and integration with popular accounting software. Yardi is known for its scalability, industry-specific expertise, and wide adoption in the real estate industry.

By reviewing these systems and understanding their features, you can identify elements that align with your complex's requirements and incorporate them into your custom apartment management system. Conducting thorough research, reading user reviews, and consulting with industry professionals will help you make an informed decision and create a tailored solution for your apartment management needs.

To ensure your custom apartment management system maximizes efficiency and meets the needs of your project, consider incorporating the following trending features:

4. Tenant Portal: A secure online portal where tenants can access lease agreements, submit maintenance requests, view payment history, and communicate with the management team. This feature enhances convenience, improves tenant satisfaction, and fosters efficient communication.

5. Rent Collection Automation: Integrate online payment gateways and automated reminders for rent collection. This streamlines the process, reduces manual effort, and minimizes the chances of payment delays. It ensures consistent cash flow and improves overall financial management.

6. Maintenance Request Management: Implement a system that allows tenants to submit maintenance requests online, tracks the progress of requests, and provides real-time updates. This feature ensures prompt resolution of issues, reduces administrative burden, and enhances tenant satisfaction.

7. Accounting and Financial Management: Incorporate features for tracking rent payments, generating financial reports, managing expenses, and automating accounting tasks. This functionality simplifies financial management, ensures transparency, and facilitates efficient budgeting.

8. Document Management: Establish a centralized repository for storing and managing important documents, such as leases, contracts, and tenant records. This feature ensures easy access to essential information, reduces paperwork, and enhances overall organization.

9. Communication and Notifications: Integrate a system for sending automated communication and notifications to tenants. This can include reminders for rent payments, maintenance updates, community announcements, and emergency alerts. Effective communication strengthens tenant relationships and promotes a sense of community.

Stage of Development

When it comes to constructing a custom apartment management system, it’s important to carefully choose a programming language that aligns with your specific needs and even more important to find a proficient developer team. With a large selection of developer tools and technologies available, it's essential to select those that have consistently demonstrated maximum productivity. Drawing upon our extensive experience, we take great pleasure in presenting a thoroughly chosen array of highly efficient technologies that have repeatedly proven their relevance and usability over the years:

1. JavaScript: It’s is essential for front-end development and can be used with frameworks like React or Angular for building interactive user interfaces.

2. PHP: It’s a server-side scripting language commonly used for web development and has frameworks like Laravel that provide a solid foundation for building complex applications.

3. Database Management Systems: Selecting the right database management system (DBMS) is crucial for storing and managing data in your apartment management system. Some popular choices include:

• MySQL: An open-source relational database management system that is widely used due to its performance, scalability, and ease of integration.‍
• PostgreSQL: Another powerful open-source relational database system known for its robustness, extensibility, and support for complex queries.‍
• MongoDB: A popular NoSQL database that offers flexibility and scalability, making it suitable for handling large volumes of data and accommodating future growth.

4. Frameworks and Libraries: Utilizing frameworks and libraries can significantly speed up development and provide a solid foundation for your apartment management system. Here are a few examples:

• Laravel: A PHP framework known for its elegant syntax and extensive feature set, making it ideal for building complex web applications.‍
• Angular: It’s a JavaScript framework for building dynamic web applications. It offers a modular architecture, reusable components, and built-in features like routing and form validation. It's a versatile choice for complex front-end development.‍
• Bootstrap: A front-end framework that offers a collection of CSS and JavaScript components, enabling you to create responsive and visually appealing user interfaces.

5. API Integration: Integrating with external services and APIs can expand the functionality of your apartment management system. For example, you might consider integrating payment gateways, geolocation services, or messaging platforms to enhance tenant experiences and streamline operations.

6. Version Control Systems: Utilizing version control systems like Git or Mercurial can help you manage and track changes to your codebase effectively. This allows for collaboration among developers, easy bug tracking, and the ability to roll back to previous versions if needed.

7. Cloud Services and Hosting: Consider leveraging cloud services like Amazon Web Services (AWS), Microsoft Azure, or Google Cloud Platform for scalable and reliable hosting of your custom apartment management system. Cloud services offer benefits such as easy scalability, high availability, and robust security measures.

The Potential of Integrating ChatGPT

One exciting possibility for enhancing your custom apartment management system is the integration of ChatGPT. It can serve as a virtual assistant within your system, providing various benefits. 

Tenant Support and Assistance 

ChatGPT can handle common renter inquiries, provide information about complex policies and procedures, and offer assistance with general questions. This feature reduces the burden on property management staff, provides instant responses, and enhances tenant satisfaction.

Language Translation 

With ChatGPT's language translation capabilities, renters with different language preferences can communicate effectively. It can translate messages, notices, and announcements into multiple languages, ensuring comprehensive and persistent communication.

Maintenance Request Sorting 

ChatGPT can enhance the efficiency of the maintenance request process by assessing and prioritizing incoming requests, gathering necessary information from tenants, and categorizing the requests based on their level of urgency. This enables property managers to effectively manage and allocate tasks, leading to quicker response times.

Rent and Payment Assistance 

ChatGPT can assist renters with questions related to rent payment methods, due dates, and payment history. It can provide automated reminders, generate payment receipts, and address payment-related concerns, improving the overall rent collection process.

Conclusion

Building a custom apartment management system tailored to the specific needs of your project is a worthwhile investment. By thoroughly assessing your requirements, reviewing existing systems, and incorporating trending features, you can create an efficient, user-friendly and comprehensive system. Choosing the right programming language, finding a proficient development team, and integrating technologies like ChatGPT can further enhance capacity of your project. With a custom apartment management system in place, you'll have the means to effectively manage your property, improve tenant satisfaction, and achieve overall success.