Evaluating Your Business Apps: Cost & Needs

As a freelance writer, I pay for about 20 apps per month. Each subscription costs about $10 — $20, but it definitely adds up. I'm very willing to pay for apps if they help my business, but I also have to consider that sometimes they no longer serve their original purpose. Maybe I don’t use it the way I thought I would, or maybe my needs have changed.

Because many apps entice subscribers with an annual discount, I'll often jump on that. Usually, I'll pay for one month of the app to play around with it, and then switch to annual if I think it’s worth the cost. But after the additional year of having access to the app, I need to determine if it’s still worth the cost come renewal time.

Do the Apps Still Meet My Needs?

Because I often sign up for annual subscriptions, my needs can change a lot within a year. I might be really excited about an app in the beginning, but my interest wanes over time. Or, as I dig into it more, I find that it doesn’t quite fit into my day-to-day process.

• Sometimes I’ll find that I’m doing a lot of “workarounds” — like supplementing the app with another app, because it doesn’t fully meet my need.
• In other cases, I thought I would use the app in one way (future-planning-me), and never got around to the project.

If you frequently wish that an app could do more than it does, or if you mostly ignore it, it probably isn’t the right fit.

Are the Apps Worth the Cost?

Because many apps are cheap, it’s easy to say “yes” to the monthly cost. But that cost is only worth it if the app saves you time or otherwise makes your life easier.

I place a premium on my free time, so for me, I usually ask myself: “Can this app save me at least an hour of time every month?” If so, then it’s probably worth the monthly subscription.

A lot of apps offer free trials in the beginning, but I find that’s often not enough time to evaluate the app. I want to really get in the weeds and make sure the app works with my process. If I haven’t determined that by the end of the trial period, but I think the app still has potential, I’ll pay for a one-month subscription. At the end of the month, if I think the app is worth the cost, I’ll switch to an annual subscription.

• But sometimes, over the course of the year, my interest in the app declines. Maybe I thought I’d use it more frequently than I actually ended up using it. I’m often the victim of “shiny new object” syndrome because I love apps and will eagerly sign up if I think they’ll save me time.
• By the time the annual subscription renewal rolls around, I have to take a good, hard look at my use of the app. If it didn’t live up to its promise and didn’t save me as much time as I thought, I need to cancel.
• I’ve also had apps that raise their pricing without adding any additional features. That usually makes me angry: I signed up based on a cost vs. benefit analysis. If the app isn’t giving me any additional benefits, I don’t want to pay more. A price increase is sure to send me on the hunt for other options.

What Other Apps are on the Market?

Here’s the thing about apps: new options constantly emerge. And sometimes new apps are either cheaper or better (or both). If you’re not using an app as much as you thought, or you wish it could do other things, you should explore your options.

A really good example of this is note-taking apps (such as Otter.ai, Fathom, or Fireflies.ai). These apps are all very similar. I’m paying for Otter, but Fathom has a free version. When I learned this, I had to ask myself: “Is the free version of Fathom enough for me? Or do I need the additional functionality of Otter’s paid version?”

• In the end, I stuck with Otter, but with any app, it’s good to be aware of competitors.
• If you’re paying annually, set a reminder on your calendar about a month before an app renews. Spend some time researching alternatives. If any look good, give them a test run. I say a month before renewal because testing out new apps can take some time.
• I also think switching comes at a cost. Let’s say an app is slightly cheaper per month. But you also have to spend time learning the app and changing your processes. When you take that into consideration, is the switch still worth it?

Can the Apps Grow With You?

One tricky aspect of growing a business is that growth isn’t linear. You may experience a sudden boost in work that changes how you use a particular app.

A lot of apps have tiered plans, meaning you can upgrade to access more features. That’s ideal because (assuming features meet your needs), you don’t have to make a switch.

With many of my apps, I started with free plans and then upgraded to paid plans as needed. In some cases, I’m now on Premium plans because I rely on the app that much.

• If the app only has two options — free or paid — you may find that you outgrow the paid version. Apps like this often do one very specific thing. Most of the apps I use now have multiple paid tiers, so I know I can access additional functionality if I need to.
• That being said, you should evaluate the higher tiers just like you would evaluate any new app. In some cases, the paid tiers don’t have what you need. I’ve run across several apps recently that have “upgraded” plans that only include AI features that I don’t need or want. Those AI features aren’t going to help me expand my business, so they’re not worth paying for.

All-in-One Apps vs. Multiple Apps

For many people, an all-in-one app is the ULTIMATE tool. They can open a single app and do everything they need.

My take? These apps usually fail to live up to their promise. Instead of doing a few things really well, they do a lot of things sort of well.

I’d rather have the best app for the job than settle for something mediocre simply to have fewer apps. One of my must-have features for almost any app is Zapier integration. That way, I can connect the app with other apps using Zapier. My tech stack includes apps like Trello, Airtable, Calendly, Otter.ai, Todoist, and more — all of which fill specific roles in my business.

• I find that the better the app at its job, the less I need other apps to supplement the work. Or, they’ll be less of a drain on my time. And if you’re a solopreneur or a small business, your time is everything.