What is the real cost of building your own tools? On the surface, DIY development might seem like a budget-friendly, empowering choice — after all, who knows your needs better than you? But beneath that can lurk hidden costs: labor- and time-intensive troubleshooting, technical debt, and missed opportunities for growth.
In this article, we’ll talk about why relying on expert help in Retool development is an investment that pays off in saved time, streamlined processes, and smarter resource allocation. But first, let’s take a moment to refresh the understanding of what Retool is.
What is Retool development
About 65% of businesses leveraging third-party platforms for internal tools prefer the Retool platform as their go-to development solution. What’s more, according to industry insights, developers spend approximately 30% of their time creating internal tools — a task that Retool streamlines significantly by accelerating the development process and simplifying workflows.
So, what is Retool? Retool is a low-code platform designed to make building internal applications faster and more efficient. It provides developers with a rich library of pre-built UI components, integrations, and customizable features that reduce the need to start from scratch. Whether it’s crafting dashboards, managing databases, or automating repetitive processes, Retool allows businesses to create sophisticated internal tools tailored to their specific needs — all while cutting down on development time and effort.
That said, Retool is certainly not the only low-code platform available. Alternatives such as Appsmith, UI Bakery, Appian, and others offer diverse features and capabilities that cater to specific business needs. Each platform has its strengths, making it essential to carefully research and evaluate which one aligns best with your goals.
For a detailed comparison of top low-code development tools and their features, check out these guides on selecting the right platform for your needs:
Nevertheless, what makes Retool different from other platforms? Here are some of its distinctive features:
- Pre-built components
With over 100 ready-made components, Retool simplifies frontend development. Drag-and-drop elements like tables, charts, and forms can integrate directly with your data for dynamic, customized apps.
- Customizable functionality
Developers can extend Retool’s capabilities with JavaScript, adding unique logic or reusable modules to meet specific business needs.
- Collaborative environment
Retool supports teamwork with features like shared apps, role-based access, and real-time editing, ensuring smooth collaboration and faster iterations.
- Database and API integrations
Retool connects seamlessly to popular databases and APIs, enabling easy integration of multiple data sources. You can retrieve, modify, and visualize data to create workflows like dashboards or support tools.
How did the Akveo team create multiple dashboards to track and monitor key metrics with Retool in just over a month? Explore the full story in this case study.
Why businesses might opt for DIY development
While Retool and similar low-code platforms offer powerful solutions for building internal applications, not all businesses choose this route. Some opt for DIY development, preferring to rely on their internal teams to craft custom tools tailored to their needs. But is it always the right choice?
Why businesses might sometimes opt for in-house low-code services:
- Full customization
Companies often turn to DIY development when they need highly specific features that may not be supported by general-purpose low-code platforms. For instance, a financial services company may require custom compliance tools or unique algorithms that a pre-built platform might not be able to accommodate without extensive customization.
- Cost matters
For businesses with existing development teams, DIY development can seem like a cost-effective solution. They may avoid the monthly subscription fees for low-code platforms like Retool, which is quite “cost-flexible”. You can read more about the cost of Retool here.
However, while DIY development might seem cheaper at first, hidden costs such as project delays, maintenance, and technical debt often add up. In fact, companies incur an extra 10 to 20% in costs to manage technical debt, in addition to the expenses of the project itself.
- Data security and privacy concerns
In industries like healthcare, finance, or government, where data security and regulatory compliance are critical, companies may feel more comfortable developing tools internally.
For example, a healthcare provider might prefer to build an in-house patient management system to ensure compliance with HIPAA regulations and prevent potential breaches that could occur when relying on third-party services. Keeping sensitive data within the organization allows full control over security measures and encryption protocols.
- Control and ownership
Building tools internally give businesses complete ownership over the codebase and the ability to make changes as needed without waiting for a third-party provider to implement updates.
For example, a large e-commerce platform might need a custom inventory management system with features that evolve as the company’s needs change. With in-house development, they can prioritize features, manage updates, and deploy fixes quickly without external dependencies. This level of control is especially important for businesses that want to retain full intellectual property ownership of their internal tools.
- Long-term flexibility
Some businesses believe that developing tools internally allows them the flexibility to scale and adapt without the limitations often imposed by third-party low-code solutions.
For example, a fast-growing SaaS company might initially build internal CRM tools but later require more specialized features or integrations as their business grows. By developing in-house, they assume the tools can evolve alongside their needs, avoiding limitations imposed by external platforms.
Hidden costs of DIY Retool development
While DIY development with Retool may initially seem like a cost-effective and flexible approach, there are several hidden costs that businesses may face as projects evolve and scale. These costs often arise as the need for deeper customization, performance optimization, and ongoing maintenance becomes more apparent.
Here’s a closer look at the hidden costs that can make DIY development on Retool more time-consuming and expensive than initially anticipated:
- Performance bottlenecks
As your application built on Retool scales and handles more data or complex processes, performance can become an issue. Applications may experience slow load times, lags, or even crashes under heavier usage, especially when dealing with large datasets or real-time data processing.
Retool is designed to handle many use cases effectively, but it’s not immune to performance limitations, particularly when complex, custom workflows or heavy data loads are involved. Businesses relying on high-speed operations may find that Retool’s performance no longer meets their needs, leading to delays and reduced productivity.
- Steep learning curve
Despite being a low-code platform, Retool requires a certain level of technical expertise to use effectively. While it’s designed to be user-friendly, developers without a strong technical background may struggle to fully harness the platform’s capabilities. Well, while you don’t need to be fluent in coding, using Retool can be challenging if you're unfamiliar with concepts like entering queries, working with UUIDs, or understanding APIs and database schemas.
What’s more, Retool’s reliance on JavaScript and its complex query-building system can create a steep learning curve, particularly for teams without prior experience with coding or integrations. As a result, project timelines can be delayed as developers take time to get up to speed, which can lead to frustration and inefficiencies during the development process.
- High maintenance and support costs
Once a Retool application is up and running, maintaining it can quickly become a significant ongoing expense. As your application grows in complexity, it will require continuous updates, bug fixes, and performance improvements. Without dedicated resources, the time and cost spent on maintenance can outpace the original development investment. This is especially true if your team lacks the Retool consultants to handle complex issues, leading to increased resources being allocated to upkeep.
As a result, for many businesses, the long-term costs of maintaining a DIY Retool app often outweigh the initial savings.
- Increased risk of technical debt
Like any custom-built system, DIY Retool applications are susceptible to accumulating technical debt over time. While technical debt itself is commonplace in the development world, the real problem is the time and resources required to address it later on. In fact, engineers spend around 33% of their time addressing technical debt.
The thing is, as new features are added and workflows are adjusted, quick fixes or shortcuts often become embedded in the codebase (which is okay). Although these shortcuts may seem like temporary solutions, they can lead to a complex, inefficient system that’s hard to scale or maintain. Over time, this can require significant effort to refactor the code, streamline the application, and ensure its long-term stability.
ProTip: To avoid this, it’s crucial to prioritize clean code practices, allocate time for regular refactoring, and leverage automated tools to identify and address potential issues early before they snowball into bigger problems.
- Limited customization for complex cases
Retool offers great customization within its low-code environment, but it still has its limits when it comes to highly complex or unique features. While you can extend functionality with JavaScript, this might not be enough for businesses with very specific requirements or sophisticated workflows.
For instance, while Retool supports basic integrations with databases and APIs, building custom or highly specialized tools may require significant workarounds or the development of additional modules — posing a challenge for citizen developers.
ProTip: To overcome Retool's limitations in handling highly complex or unique features, consider using a hybrid approach. Combine Retool with custom-built solutions for specific, intricate requirements. This way, you can leverage Retool’s low-code environment for most tasks, while reserving more advanced development for complex features.
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Why hiring Retool agency can be your “go-to” option
Before deciding between in-house development and hiring a Retool expert, it's essential to evaluate key factors such as your company's needs, goals, and available resources.
However, here are four compelling reasons why finding a good low-code specialist can be the best way to avoid the pitfalls of going it alone:
- Expert customization for complex features
As mentioned above, DIY development on Retool can be limiting when it comes to building advanced or highly specific features. While the platform offers a lot of flexibility, crafting custom workflows or specialized tools often requires in-depth expertise. This is where Retool experts can help.
Why? They have the technical know-how to push the boundaries of the platform, customizing solutions to meet your unique business needs without compromising on performance. Whether it's a custom algorithm or a specialized Retool integration, experts can tailor your internal tools with precision, ensuring your system functions exactly as needed.
See how the Akveo team leveraged Retool to seamlessly integrate with HubSpot, QuickMail, and Clay.com, enabling efficient data synchronization and updates — all completed in just 50 hours. Check out the full case study.
- Performance that scales with your business
A common challenge with DIY Retool development is performance bottlenecks, especially as your data grows or your processes become more complex. Slow load times and lag can quickly undermine productivity. Therefore, in such cases, it is advisable to consult with Retool experts to balance the system's shortcomings with your needs and resources.
Why? They know how to fine-tune your application, optimize workflows, and handle large datasets or high user volume. By applying best practices and leveraging their experience, they ensure that your application can scale seamlessly while maintaining top-tier speed and efficiency.
For instance, Akveo Retool developers assisted in building external and internal e-commerce applications for a gifting company, which serve as a layer between Shopify and its users. These applications feature dashboards with sensitive information about orders, deliveries, payments, and analytics — tools that empower platform retailers significantly. One of the key challenges was ensuring the dashboards could handle a high volume of orders and deliveries, especially during peak times, while remaining scalable and responsive for complex queries and large datasets. Read more about this case study by following this link.
- Avoiding technical debt and development delays
Why might technical debt be a problem? Without the right expertise, the codebase can become messy, inefficient, and difficult to scale. Developers may need to repeatedly patch over issues, creating a cycle of constant fixes rather than focusing on growth. As a result, you risk costly delays, extended project timelines, and missed opportunities.
On the flip side, Retool experts know how to build clean, well-structured code from the beginning.
Why? They know how to identify potential issues early and avoid the quick fixes that lead to long-term maintenance headaches. By addressing technical challenges proactively, they ensure your application remains stable and scalable, minimizing the risk of technical debt.
- Ongoing maintenance and support
Why is this critical? Over time, new updates, security patches, and performance improvements are necessary to keep the application optimized and safe. For example, as your business evolves, you might need to integrate new APIs, handle larger datasets, or add features like advanced reporting dashboards. Without proper expertise, these updates can introduce bugs, performance bottlenecks, or even security vulnerabilities.
This is why Retool consultants matter. They bring the specialized knowledge needed to ensure your applications are not only built to handle current needs but are also equipped to scale seamlessly with your business. From proactive troubleshooting to optimizing workflows and fine-tuning performance, they ensure your tools remain efficient, secure, and adaptable over time.
Partnering with experts allows you to focus on strategic growth without being bogged down by technical challenges. How about making the next low-code project together? Explore how Akveo can help you — just drop us a message to get started.
Billing Automation for a SaaS Company with Low-Code
Our client needed a robust billing solution to manage hierarchical licenses, ensure compliance, and automate invoicing for streamlined operations.
The solution:
We developed a Retool-based application that supports multi-tiered licenses, automates invoicing workflows, and integrates seamlessly with CRM and accounting platforms to enhance financial data management.
The result:
- Achieved 100% adherence to licensing agreements, mitigating penalties.
- Automated invoicing and workflows reduced manual effort significantly.
- Dashboards and reports improved decision-making and operational visibility.
Retool Dashboards with HubSpot Integration
Our client needed a centralized tool to aggregate account and contact activity, improving visibility and decision-making for the sales team.
The solution
We built a Retool application integrated with HubSpot, QuickMail, and Clay.com. The app features dashboards for sorting, filtering, and detailed views of companies, contacts, and deals, along with real-time notifications and bidirectional data syncing.
The result
- MVP in 50 hours: Delivered a functional application in just 50 hours.
- Smarter decisions: Enabled data-driven insights for strategic planning.
- Streamlined operations: Reduced manual tasks with automation and real-time updates.
Lead Generation Tool to Reduce Manual Work
Our client, Afore Capital, a venture capital firm focused on pre-seed investments, aimed to automate their lead generation processes but struggled with existing out-of-the-box solutions. To tackle this challenge, they sought assistance from our team of Akveo Retool experts.
The scope of work
The client needed a tailored solution to log and track inbound deals effectively. They required an application that could facilitate the addition, viewing, and editing of company and founder information, ensuring data integrity and preventing duplicates. Additionally, Afore Capital aimed to integrate external tools like PhantomBuster and LinkedIn to streamline data collection.
The result
By developing a custom Retool application, we streamlined the lead generation process, significantly reducing manual data entry. The application enabled employees to manage inbound deals efficiently while automated workflows for email parsing, notifications, and dynamic reporting enhanced operational efficiency. This allowed Afore Capital's team to focus more on building relationships with potential founders rather than on administrative tasks.
Retool CMS Application for EdTech Startup
Our client, CutTime, a leading fine arts education management platform, needed a scalable CMS application to improve vendor product management and user experience.
The scope of work
We developed a Retool application that allows vendors to easily upload and manage product listings, handle inventory, and set shipping options. The challenge was to integrate the app with the client’s system, enabling smooth authentication and product management for program directors.
The result
Our solution streamlined product management, reducing manual work for vendors, and significantly improving operational efficiency.
Building Reconciliation Tool for e-commerce company
Our client was in need of streamlining and simplifying its monthly accounting reconciliation process – preferably automatically. But with a lack of time and low budget for a custom build, development of a comprehensive software wasn’t in the picture. After going through the case and customer’s needs, we decided to implement Retool. And that was the right choice.
The scope of work
Our team developed a custom reconciliation tool designed specifically for the needs of high-volume transaction environments. It automated the processes and provided a comprehensive dashboard for monitoring discrepancies and anomalies in real-time.
The implementation of Retool significantly reduced manual effort, as well as fostered a more efficient and time-saving reconciliation process.
Creating Retool Mobile App for a Wine Seller
A leading spirits and wine seller in Europe required the development of an internal mobile app for private client managers and administrators. The project was supposed to be done in 1,5 months. Considering urgency and the scope of work, our developers decided to use Retool for swift and effective development.
The scope of work
Our developers built a mobile application tailored to the needs of the company's sales force: with a comprehensive overview of client interactions, facilitated order processing, and enabled access to sales history and performance metrics. It was user-friendly, with real-time updates, seamlessly integrated with existing customer databases.
The result? Increase in productivity of the sales team and improved decision-making process. But most importantly, positive feedback from the customers themselves.
Developing PoC with Low Code for a Tour Operator
To efficiently gather, centralize, and manage data is a challenge for any tour operator. Our client was not an exception. The company was seeking to get an internal software that will source information from third-party APIs and automate the travel itinerary creation process. Preferably, cost- and user-friendly tool.
The scope of work
Our experts ensured the client that all the requirements could be covered by Retool. And just in 40 hours a new software was launched. The tool had a flexible and easy-to-use interface with user authentication and an access management system panel – all the company needed. At the end, Retool was considered the main tool to replace the existing system.
Testing New Generation of Lead Management Tool with Retool
Our client, a venture fund, had challenges with managing lead generation and client acquisition. As the company grew, it aimed to attract more clients and scale faster, as well as automate the processes to save time, improve efficiency and minimize human error. The idea was to craft an internal lead generation tool that will cover all the needs. We’ve agreed that Retool will be a perfect tool for this.
The scope of work
The project initially began as a proof of concept, but soon enough, with each new feature delivered, the company experienced increased engagement and value.
We developed a web tool that integrates seamlessly with Phantombuster for data extraction and LinkedIn for social outreach. Now, the company has a platform that elevates the efficiency of their lead generation activities and provides deep insights into potential client bases.
Building an Advanced Admin Portal for Streamlined Operations
Confronted with the need for more sophisticated internal tools, an owner of IP Licensing marketplace turned to Retool to utilize its administrative functions. The primary goal was to construct an advanced admin portal that could support complex, multi-layered processes efficiently.
The scope of work
Our client needed help with updating filters and tables for its internal platform. In just 30 hours we've been able to update and create about 6 pages. Following features were introduced: add complex filtering and search, delete records, styling application with custom CSS.
Together, we have increased performance on most heavy pages and fixed circular dependency issues.
Creating MVP Dashboard for Google Cloud Users
Facing the challenge of unoptimized cloud resource management, a technology firm working with Google Cloud users was looking for a solution to make its operations more efficient. The main idea of the project was to create an MVP for e-commerce shops to test some client hypotheses. Traditional cloud management tools fell short.
The scope of work
Determined to break through limitations, our team of developers turned Retool. We decided to craft an MVP Dashboard specifically for Google Cloud users. This wasn't just about bringing data into view; but about reshaping how teams interact with their cloud environment.
We designed a dashboard that turned complex cloud data into a clear, strategic asset thanks to comprehensive analytics, tailored metrics, and an intuitive interface, that Retool provides. As the results, an increase in operational efficiency, significant improvement in cost management and resource optimization.
Elevating CRM with Custom HubSpot Sales Dashboard
Our other client, a SaaS startup, that offers collaborative tools for design and engineering teams, was on a quest to supercharge their sales efforts. Traditional CRM systems were limited and not customizable enough. The company sought a solution that could tailor HubSpot to their workflow and analytics needs.
The scope of work
Charged with the task of going beyond standard CRM functions, our team turned to Retool. We wanted to redefine how sales teams interact with their CRM.
By integrating advanced analytics, custom metrics, and a user-friendly interface, our developers provided a solution that transformed data into a strategic asset.
In 40 hours, three informative dashboards were developed, containing the most sensitive data related to sales activities. These dashboards enable our customer to analyze sales and lead generation performance from a different perspective and establish the appropriate KPIs.
Building a PDF Editor with Low-Code
Our client, a leading digital credential IT startup, needed a lot of internal processes to be optimized. But the experience with low-code tools wasn’t sufficient. That’s why the company decided to hire professionals. And our team of developers joined the project.
The scope of work
The client has a program that designs and prints custom badges for customers. The badges need to be “mail-merged” with a person’s info and turned into a PDF to print. But what is the best way to do it?
Our developers decided to use Retool as a core tool. Using custom components and JavaScript, we developed a program that reduced employees' time for designing, putting the data, verifying, and printing PDF badges in one application.
As a result, the new approach significantly reduces the time required by the internal team to organize all the necessary staff for the conference, including badge creation.
