"Do we need an app?" is often really three questions: do we need a website, do we need software people log in to, and does something already exist that does the job? Answering them in order saves a lot of guessing.
The difference in plain words
- A website publishes information and lets people contact you. Visitors do not need an account.
- A web app runs in the browser and lets people do things: log in, enter data, track a job, approve a quote. Nothing is installed.
- A native mobile app is installed from an app store and can use the phone's features more fully, such as the camera, notifications and offline use. It is built and updated separately for each platform, or with tools that target both.
- An existing tool is software you can already subscribe to or buy that covers some or all of the job.
Many things people call an app work perfectly well as a web app that is simply used on a phone.
A decision tree
Start at the first question and follow your answer.
- Question 1: Do people only need to read about you or get in touch?
- Yes: you need a good website. See the website checklist.
- No, they need to do something: go to question 2.
- Question 2: Does software you can already buy do most of that job?
- Yes: try it first, against your must-haves, even if it is not perfect.
- Not really, or the workarounds are costly: go to question 3.
- Question 3: Do users need the phone's hardware, to work without a connection, or to receive reliable notifications?
- Yes: a native mobile app may be justified. Ask what part truly needs it.
- No: a web app that works well on phones is usually the simpler, cheaper path.
- Question 4: Is the job still unclear?
- Yes: stop and scope a first version before choosing technology.
- No: write it down in a project brief and ask for options.
What usually points to an app
| Your situation | Usually points to |
|---|---|
| Customers need your hours, services and a contact form | A website |
| Staff re-enter the same job details in several places | A web app, or connecting existing tools |
| Customers keep asking for the status of their job | A simple status page or portal. See the portal guide. |
| Staff work where there is no signal and must capture data | A native or installable app with offline support |
| A standard process, such as invoicing or bookings | An existing tool |
| A one-off analysis or report | A spreadsheet. See when a spreadsheet is no longer enough. |
Things people forget to ask
- Who will log in, and how many of them are there?
- What happens to the information if someone leaves the business?
- Does it need to link to something you already use?
- Who will keep it running a year from now?
- What is the smallest version that would still be useful?
Before you commit to a build
Ask for a second opinion when the options are close, when a native app is being pushed on you, or when your idea involves payments, personal information or integrations with other systems. An experienced person can often show you that a smaller option meets the need, or confirm that it does not and explain why. Either answer is easier to act on before you build than after.
If you have built a prototype with AI tools, the readiness checklist shows what to check before real customers use it.