The Smart Choice: Build vs Buy in School Photography

One of the most critical decisions that enterprise-level school photography companies face is whether to build their own custom workflow and sales platform or buy an established, industry-proven solution.

While building may seem tempting for those wanting 'full control,' the smart money — and scalability — sits firmly in the "buy" camp. In this article, we will explore why buying can be the better choice.

Understanding the "Build vs Buy" Dilemma

Working with enterprise-level school photography companies is a privilege. Over the years, we’ve noticed a familiar pattern emerge regarding the "Build vs Buy" decision.

Why Do Companies Seek Our Help?

There are four common scenarios that compel enterprise-level companies to reach out for assistance:

1. Company X invested significantly in building their own tech platform. Eventually, they faced a harsh reality: owning it didn’t mean controlling it. Constant bug fixes, hidden development costs, and downtime ended up costing them more than just money—clients and valued staff began to leave.

   
   

2. Company X created a makeshift system using various third-party tools. Initially, this seemed sufficient, but now they find themselves drowning in inefficiencies. The 'sticky tape and glue' approach keeps breaking, exhausting their team.

   
   

3. Company X built a system years ago that functioned well, but now it doesn’t. Outdated code and new security demands have made further development nearly impossible.

   
   

4. Company X's key IT personnel have departed, leaving no one with the knowledge to maintain or enhance existing systems. This situation has created significant operational and security risks.

   
   

Across these scenarios, the signs are clear:

• Schools are overwhelmed by bugs and downtime.

• Staff morale is low, leading to talent loss.

• Technical debt and hidden costs are mounting.

• Security compliance has transformed into a full-time job.

  
  

As 2025 approaches and digital platforms become more demanding, many are realizing that it’s not about owning tech—it’s about owning outcomes. This often means buying into a proven, scalable solution.

"As an enterprise-level company that initially invested heavily in building our own tech, we eventually realized that true scalability and efficiency come from partnering with global industry leaders. Implementing a proven platform to manage our workflow—from booking through to delivery—has been a game changer."

"Since partnering with Netlife and HVP Solutions, we've streamlined every aspect of our operation and reduced fixed costs by over 40%, while significantly lowering our reliance on manual labor."

- Jason Butcher, CEO, Arthur Reed Photos

In the fast-evolving world of school photography, success is not just about capturing the perfect smile; it's about delivering a seamless digital experience from booking to delivery. Here’s why:

1. Time Is Revenue

Building your own platform requires substantial time— from concept to coding, testing, launching, and ongoing maintenance. Meanwhile, off-the-shelf platforms, backed by global industry insight, are ready to go. They come built, tested, and optimized by teams that specialize in high-volume photography. By buying, you fast-track your ability to sell, scale, and support your customers without reinventing the wheel.

"If you choose to develop in-house, you may have to divert significant time from your internal staff to help a new tech team understand both the industry and your company’s needs. This shift can take focus away from your core business."

— Harri Olkinuora, Netlife

2. You're Not Just Building a Platform; You're Building a Tech Company

Creating a platform internally means entering the tech industry. This requires hiring developers, managing bugs, staying ahead of compliance, and updating features. Most photography businesses lack the resources to do all this effectively while still focusing on their core strength: photography.

Attracting and retaining top technical talent in school photography is challenging. The sector may not be attractive to high-end developers.

Building an internal platform needs more than a single developer. You also require expertise in product management for feature planning and prioritization, UX/UI design for user experience, infrastructure specialists for scalability, and security professionals for data protection and compliance.

Continuous evaluation of source code quality is also vital since technology is the backbone of your operation. Buying allows you to leverage the innovation and stability of dedicated software companies without the overhead.

3. Collective Wisdom as a Competitive Advantage

Modern off-the-shelf platforms are no longer “one-size-fits-all.” The best solutions are shaped by a global network of photographers and companies. They come loaded with features and best practices honed by global experience—from face recognition to automated workflows and sales strategies that drive revenue. When you buy, you're not just purchasing software; you're investing in the collective wisdom of the industry.

4. Integration and Automation Save You Money

Today's leading platforms offer plug-and-play integrations with your lab, CRM, and payment gateways, providing a full end-to-end workflow from booking to delivery. This reduces manual work, eliminates errors, and speeds up delivery. If you build from scratch, you will need to develop and maintain those integrations yourself, resulting in logistical and financial drains over time.

5. Future-Proofing and Continuous Improvement

The landscape of school photography is changing rapidly. Off-the-shelf platforms continually evolve to keep up with trends. When you buy, you benefit from ongoing innovation without the costs associated with developing it yourself.

"We invested heavily in building our own platform, believing that owning the technology would give us control. But reality proved otherwise—constant bugs, hidden development costs, and downtime began costing us more than just money."

"When key IT personnel left, we were left with a critical platform with no one capable of maintaining or improving it. It was a wake-up call; owning tech didn’t mean control—it meant being stuck."

"After partnering with Netlife, we reduced fixed costs by 50% and significantly increased our net profits."

- Magnus Bagge, CEO, Exakta Photo Group

6. Every New Idea Comes With a Price Tag

Whether hiring external contractors or using in-house developers, every idea has a cost. This financial reality often filters many ideas, preventing them from progressing just because execution costs outweigh perceived value or available resources.

A recent report indicated it would take five years of development with ten full-time developers just to reach today’s current level of capabilities. Imagine where leading tech platforms will be in five years when they invest millions in R&D each year.

Final Word: Smarter Decisions Lead to Success

Building may offer flexibility in theory, but in practice, it often leads to higher costs, slower growth, and headaches. Purchasing a proven, industry-driven platform allows you to focus on what you do best: capturing great images, building relationships, and scaling your business. In school photography, where scale, speed, and experience matter—buying isn't just easier; it’s a smarter choice.