What is a business web application?

by Sam Collett

This Whitepaper is jointly written by Job Bains of Obsolete.com and Sam Collett at Practically.io. See more about us at the end of this document.

Apps | Code | Practically Academy | Strategy

Sep 2, 2024

TLDNR version:

Quiz > Is my software obsolete?

Quiz

Do you have Obsolete software

Can your current systems be updated, supported and augmented?
Is there are way to join some of the immediate gaps with integrations?
Does something off the shelf do 95% of what you need?
Or are there a number of products that do – for example some accounting software with an eCRM.
Can AI help with processes?
Do you really need your own custom solution?

Intro

In the world of business software, one term that is becoming increasingly used is “business web applications”. But what exactly does this term mean, are you already using it, or should you be? How might a move to web applications benefit your company? Here we will go into the basics of business web applications, provide examples of their usage, discuss the shift towards web-based software, outline when you might need web applications, explore how to identify if you are using obsolete software, and suggest steps to take if you do.

The basics: What is a business web application?

A business web application, in its essence, software that is delivered via a web browser. The app is therefore a dynamic website combined with server-side programming to provide functionalities such as interacting with users, connecting to back-end databases, and generating results to browsers. Such applications live on a remote server(s) and are delivered over the internet through a browser interface to multiple users – both ‘customers’ and internal to the organisation. The crux of these applications lies in their ability to perform a multitude of tasks that go beyond content presentation, enabling businesses to automate processes, integrate various operational aspects, and offer an interactive user experience.

The architecture of a business web application typically involves a user interface (UI) layer for displaying information, a business logic layer for processing data, and a database layer for storing information. Web business applications allow users to input and retrieve data instantaneously, making them highly efficient tools for business operations. This real-time capability is particularly beneficial for applications such as CRM systems or inventory management, where up-to-date information is critical. And because the browser is already there, that whole layer of displaying data you would have to build into an offline application can be skipped. The inherent web-based nature of these applications means that they are platform-independent and can be accessed from any device with an internet connection. This connectivity offers businesses huge flexibility and mobility, aligning perfectly with the modern workforce’s needs.

Web applications are built using many programming languages and frameworks, including but not limited to HTML, CSS, JavaScript, and advanced server-side scripts such as PHP, ASP.NET, python, or Java. Others blur the lines between frontend and backend such as NODE or React (We here at Practically generally use a mix of React.js with PHP for the backend). The choice of technology often depends on the specific requirements, scalability considerations, and the existing technological ecosystem within the company. Often it is about the company’s team capabilities and history and what they are comfortable with.

1. Intro
2. The basics: What is a business web application?
3. Some Examples of Web based Business Applications
4. The Move Towards Web Based Software
5. When Do You Need Web Applications?
6. How to Tell if You Are Running Obsolete Software?
7. What to Do About It?
8. FAQs
9. About the Authors
10. Further reading

Some Examples of Web based Business Applications

Web business applications versatility span a wide array of business functions, and are often the key to enhancing operational efficiency and streamlining workflow processes. Amongst the myriad uses, certain examples stand out due to their widespread adoption and significant impact on business operations.

Customer Relationship Management (CRM) Systems

These web applications serve as a central repository for customer information, enabling businesses to manage leads, customer interactions, sales pipelines, and post-sale services in an integrated manner. The real-time data access and update capabilities ensure that customer-facing teams have up-to-date information at their fingertips, facilitating personalised communication and improving customer satisfaction levels. Web based software is also known as eCRM – electronic CRM
Examples: Salesforce, HubSpot, Zoho CRM, Microsoft Dynamics 365

Project Management Tools

With the advent of remote work, project management web applications have become indispensable for coordinating team activities, tracking project progress, and ensuring timely delivery. These tools offer features such as task assignment, deadlines, progress tracking, and collaboration spaces, making it easier for teams to stay aligned and focused on their goals.
Examples: Trello, Asana, Basecamp, Monday.com, GitHub/Lab

Inventory Management Software aka Supply Chain Management “SCM” Applications**

For businesses dealing with physical goods, inventory management web applications provide a real-time overview of stock levels, orders, deliveries, and returns. This instantaneous access to inventory data helps in optimising stock levels, reducing waste, and improving order fulfilment efficiency.
Examples: SAP Ariba, Oracle Supply Chain Management Cloud, Blue Yonder

Accounting and Finance Platforms

Streamlining financial operations, these applications facilitate invoicing, expense tracking, payroll processing, and financial reporting. By automating routine tasks and providing instant access to financial data, businesses can ensure accurate bookkeeping and compliance while gaining valuable insights into their financial health.
Examples: QuickBooks Online, FreshBooks, Xero, Sage Intacct

Human Resources Management Systems

From recruitment and onboarding to performance evaluation and leave management, human resources management web applications automate and simplify HR processes. This not only enhances operational efficiency but also improves employee engagement by providing a seamless interface for HR interactions.
Examples: BambooHR, Zenefits, Gusto, ADP Workforce Now

Online Collaboration Tools

In today’s digital age, fostering team collaboration irrespective of geographical boundaries is crucial. Online collaboration tools enable real-time communication, document sharing, and collaborative editing, thereby enhancing team productivity and fostering a culture of collaboration.
Examples: Slack, Microsoft Teams, Google Workspace, Zoom

By other definitions the very creators of websites could also be described as web based applications. We do have examples where the website is the business – for example an online shop also manages stock and payments. Or a WordPress powered website also forms the eCRM for a business.

E-commerce Platforms:
Examples: Shopify, WooCommerce, Magento, BigCommerce
Content Management Systems “CMS”:
Examples: WordPress, Drupal, Joomla, Squarespace

As you can see there are many big players in the world of web business software, and all major platforms have moved over to the web as a delivery (sending the software) and functioning platform (i.e. it uses web servers rather than desktop PCs). For example one of the oldest pieces of software – Microsoft Word – is pushing towards its web interface as part of Microsoft 365. Google’s version of Word is only really available through the browser.

The Move Towards Web Based Software

The shift towards web-based software has been inevitable, with the lockdown accelerating trends towards remote and hybrid working. The move is driven by the need for flexible, scalable, and accessible solutions that cater to the modern, increasingly mobile workforce (and customers), aligning with the dynamic needs of today’s businesses.

>We think it’s useful to dig into why web applications have become the norm, and it can be summed up by saying “Web applications got good”.

Off the shelf, web and cloud based solutions are immensely powerful, work really well and start off at very reasonable prices. Many are pay per user based with Enterprise levels being big bucks and subsidising new or smaller users.

Cloud based web applications are hugely scalable on a business or application level (ie the business can grow or the software platform can grow to accommodate many instals ).

Web software is global, meaning the best solutions can be sought across borders. This leads to fewer, bigger solutions that mean ultimately better software for you the consumer.

Security and privacy is built in. The rise of single sign-on providers such as Google means password management, roles and security levels are built-in to off the shelf web applications to a much greater degree than most custom solutions.

Part of security is also updates and patches. There are also instant if all the software is held on centrally controlled servers. Just this morning (as of 9.44) we have had several security alerts and patch notifications which will be rolled out to our APIs and web applications.

Software that lives on a desktop or laptop on the other hand has to be updated manually or automatically. There are many reasons why this does not happen (we shall discuss later) and obsolete software is a continual headache for most organisations big and small.

Servers and web traffic have a lot more encryption than most PC users are used to. As ever the best way to commit security breaches is to get in via obsolete software or to get in via a human, or to trick a human into giving away passwords and access.

We have mentioned how the lock-down accelerated the trend towards web delivered software. But there are other key moments. The choice by Apple not to have CD or DVD drives in their computers meant that music and software then hadto be delivered over the increasingly fast and connected Internet. But the birth of Cloud servers and services is a logical conclusion of the rise of the Internet. Generative AI software generally requires special chips and enormous power so they live in dedicated server farms. These by definition have to be accessed over the web. We are in many ways returning to the early days of computing whereby room sized computers were rented out by the minute to people who needed access. But now it is microseconds of time served with APIs, for example every time you use ChatGPT.

Cloud-based solutions signal a business software revolution, prioritising cost-effectiveness and ease of deployment. Their scalable nature aligns with changing business needs, fostering agility and seamless adaptation to market shifts without the burden of heavy software or hardware updates. The movement towards web applications enhances collaborative efforts, enabling real-time document and project management across distances, thus driving innovation and competitive advantage. Importantly, these applications are secured with advanced measures such as encrypted data exchanges, strict access controls, and consistent security assessments, ensuring business data’s safety from cyber threats. This progression towards web-based platforms is a strategic adaptation to the digital era, underlining the shift towards adaptable, secure, and cooperative business software solutions.

When Do You Need Web Applications?

Identifying the right time to introduce web applications into your business hinges on recognising a few key signs that signal a need for technological advancement. Here's a straightforward breakdown of these indicators, none of which should be surprising:

Legacy System Limitations

Older systems often hold back business growth due to their inflexibility and incompatibility with modern workflows. If your business struggles with outdated software that hampers efficiency, it's time to consider web applications. These solutions can resolve many of the issues inherent in legacy systems, improving operational agility.

Adaptability and security

Web platforms and applications, despite being available at all times on the Internet, are inherently secure. Largely because of the security keys and layers of the systems - for example 2 factor logins for users. But most importantly of all updates and security patches happen always.

Cost

Web applications are cheaper to build from scratch or to take from off the shelf systems. Although you may pay a large initial cost or pay a monthly fee which over the long-term might seem excessive, this in almost all cases will be cheaper than scoping, building, testing and launching custom software.

SPEED

A ready to go application is just that – ready to go from day one. A custom built application of any description will take time. Possibly several months of time.

Remote Work and Mobile Accessibility

The rise of remote working and the prevalence of mobile devices call for technology that supports access from anywhere. Implementing web applications enables your team to work effectively, no matter their location, by providing essential tools online. This flexibility boosts productivity and helps keep your workforce connected and efficient.

Process Optimisation

For businesses aiming to streamline operations and enhance efficiency, web applications offer a viable solution. They automate routine tasks and allow for smoother data exchange, thus simplifying processes and eliminating inefficiencies. This move towards digital solutions can significantly impact your company's operational goals, driving towards better performance with less effort.

Scalability for Growth

Companies planning to expand need technology that can grow with them. Web applications are inherently scalable, meaning they can easily adjust to your business's growing demands without the need for substantial infrastructural investments. This scalability ensures that your technology infrastructure can support your business as it expands, without becoming a bottleneck.

The shift towards web applications is not just a technological upgrade but a strategic decision for businesses looking to thrive in the digital era. Whether it's overcoming the challenges of outdated systems, embracing the modern workforce's needs, streamlining operations, or preparing for future growth, web applications represent a forward-thinking choice for companies aiming to stay competitive and agile.

How to Tell if You Are Running Obsolete Software?

The software, and practices, within your organisational operations is critical to maintaining efficiency and competitiveness of your business. But if your software is out of date, you don’t have staff or resources to look after it, or most importantly of all you have no backups you could be in serious trouble – perhaps not today or tomorrow but soon. Several indicators can signal that your software systems may no longer be fit for purpose. Have a read or do our quick questionnaire to see if you have obsolete software, and if the answer is yes, then continue reading to see what you can do about it.

Are you running obsolete business software quiz/test (< 5mins with no obligation)

Quiz

What constitutes obsolete software and practices?

Firstly, a sign of obsolescence is the “cessation of updates or support from the software vendor”. This “software erosion” leaves your systems vulnerable to security risks and incompatible with evolving industry standards. For example your CMS or CRM is many versions behind what is supported, or more usually your database, and server language cannot be updated as your software will not work. Are you still running PHP 7? PHP 5? or MySQL 5.7 (these should be version 8 upwards)?

Similarly, encountering compatibility issues with newer systems or devices indicates that your software is lagging behind current technological advancements. Such incompatibilities can disrupt workflow processes and limit your ability to leverage modern tools and platforms. For example you cannot connect to your company website as your back-end system is too insecure or old.

Thirdly, diminished performance characterised by slow processing speeds, frequent crashes, or unexplained errors serves as a clear warning sign. This deterioration not only impairs operational efficiency but also frustrates users, potentially affecting morale and productivity. Have you found yourself throwing excessive RAM and disk space at the problem?

Fourthly, the inability to seamlessly integrate with other business solutions or software indicates a lack of adaptability in your current system. Modern business operations rely heavily on interconnected applications for streamlined workflows and data consistency. The absence of integration capabilities underscores the limitations of outdated software, hindering operational synergy and data-driven decision-making.
Copying and pasting data from emails or Excel sheets? Perhaps there is a new connector for that

Recognising these signs is the first step towards addressing the challenges posed by obsolete software. It is imperative to conduct an evaluation of your current technological infrastructure to determine areas in need of modernisation. It is not all bad. There might be some easy fixes or at least a roadmap about what is next.

What to Do About It?

If you have used or quiz, or have recognised for some time your business platforms need retooling, do not panic. You are not alone and for obvious reasons many businesses – even big ones – don’t advertise the fact. Did you know some of the big banks ran mainframe computers from the 1980’s at least until a decade ago – big floppy disks and all. Their infrastructure was built on top of those early monsters and the bottom brick could not be taken out of the Jenga tower.

So what now?

Firstly, do not hide under a rock. Take proactive steps to ensure the technological infrastructure of your organisation does not hinder its capability to operate efficiently and competitively in the digital marketplace. Most importantly resilience, security patches and backups should be number one on your list.

The initial phase should involve an audit of your existing software ecosystem. This process looks at each component to identify inefficiencies, vulnerabilities, and areas where modern technologies could introduce operational improvements.

Alongside this a list or process diagram of what your system actually does. What data does each part hold and how much use does each step take. This latter part is useful because it could be that what makes your software custom and unique might be created for very rare use cases. And those rare use cases can be manually done when required, for example in a database of people by adding a tag or note to an entry. You can also define who the users are for different parts of your system. For example a customer might be able to login and see some parts, perhaps just to edit their profile. In your own company some users are Superusers who can do and see everything. Others might have admin access only to some parts. Who can do what will eventually build up into what we call epics – a stories about what each user does.

Don’t rush this investigation stage and do seek professional, outside help.

A process for rebuilding your obsolete business software

The good news is that there are better options out there. And a total rebuild should be the last thing to consider. Our process goes something like:

Can your current systems be updated, supported and augmented?
Is there are way to join some of the immediate gaps with integrations?
Does something off the shelf do 95% of what you need?
Or are there a number of products that do – for example some accounting software with an eCRM.
Can AI help with processes?
Do you really need your own custom solution?

There are some highlighted keywords and concepts in the above process. Let us unpack!
Augmented in this case means added to. For example something like Zapier is a way to communicate between different systems. Get your separate systems talking to each other with APIs and webhooks. Get a new user in your CRM? Then put that user in your other database and update their status in another. This way you might be able to join some of the gaps.

Off the shelf means some existing software – see the above business app examples. And that 95% is important. Your systems might have been built in a specific way to your needs at the time, and they may have sprawled over time. But they might not be built in a “normal” way. So if looking at a CRM for example it wont work like your current setup, but it might do the same things.

Modern web systems are designed and built to talk to each other with integrations. Rather than expect one piece of software to do all of what you need it is normal to have a specific user management system (your eCRM), accounting software and a shop (eCommerce) to all be talking to each other.

AI of course can help to plug some of those gaps – especially when it comes to monotonous processes and data management and mining. For example AI might be able to tie together many processes, personalise responses or even fully take over the communication with a customer via emails, calendars, chat or voice.

Can’t find anything that suits your needs? Or really want to hold the IP for your own software? Then this means building your own business platform or app, and we highly recommend building this as a web application. It is likely to be cheaper, easier, more connected, adaptable and so much more accessible. The list you created above of functionality will help as will those user journey epics. The process would start with a detailed scoping and specification stage which might include wireframes, documentation project plan, and a list of functionality.

Where to start?

Read some of our FAQs for more information about where to start your journey.

FAQs

How do I know my software is obsolete?

Try our questionnaire above. Get a score of more than 100 or a message that says you likely have obsolete software, then you may have an issue. More likely you have a critical upgrade which you know you need to do but cannot. For example you are using MySQL 5.4, CakePHP v2 or some really old server technology. Update these and you might find problems begin to surface in decades-old code. What if you’re using other software packages that depend on a specific old version of MySQL? These will need to be updated too – and the complexity might only increase from here.

What is a good backup look like?

Backups need to be regular - nightly or even hourly depending on how much data changes. They also need to be stored in multiple locations - for example we have daily and hourly backups of our servers, but then nightly off-site backups. If our server farm was destroyed in a fire we have backups in two other places. Most importantly your backups need to be tested regularly. Can you reboot your system from your backups? Sure about that?

How much does custom software cost?

Of course it depends on what it does and how big an app it needs to be. It undoubtedly will cost more than an off the shelf solution in the short term. However over the life of a project it might make economic sense. For example some of the eCRMS, like our favourite HubSpot, get very expensive very quickly and you pay monthly. Your own software is a big one off cost with a small amount of maintenance over the life of the project.

Are web based business applications cheaper?

Yes – much. And the more the developer does web applications, the more components and knowledge they build up. It pays to pay for experience.

Why would you be promoting off-the-shelf solutions?

Odd isn’t it. We as web developers and AI advocates should be jumping at the chance to recommend hefty new projects. But we always want the best for our customers and we do urge them to explore existing software, tweaks and upgrades as much as possible. It might be that an off-the-shelf solution keeps a company safe and thriving for a while, and they will call on us experts when they have grown to a point. We like to build the right thing – always. The solution might be off-the-shelf solutions tied to a central piece of custom software. Remember you are in the business of doing X and not a software house.

About the Authors

Obsolete.com guide organisations to ethically implement AI, focusing on augmenting skills to empower staff. With experts in multiple fields who aim to bring the power of AI to other organisations, with a healthy dose of scepticism. Their methods are simple: What could be done with AI? What should be done, and how do you get there. Meet the team via obsolete.com

Practically.io are experts at taking obsolete business software and creating web-based applications that allow business to thrive. More than this, the software they build often IS the business. Some current examples are: CMA - an application for helping xxx help people manage debt; Eventl – An application for running events out in the (literal) field; DS-keywords – a tool for blue light services to glean meta data from messy sources such as audio and video; NameTags4U - where our software powers the website through to large scale printing and then postage. Explore more examples or book a free consultation about your business.

What is a business web application?

TLDNR version:

Quiz > Is my software obsolete?

Do you have Obsolete software

Intro

The basics: What is a business web application?

Table of Contents

Some Examples of Web based Business Applications

Customer Relationship Management (CRM) Systems

Project Management Tools

Inventory Management Software** aka Supply Chain Management “SCM” Applications

Accounting and Finance Platforms

Human Resources Management Systems

Online Collaboration Tools

Table of Contents

The Move Towards Web Based Software

When Do You Need Web Applications?

Legacy System Limitations

Adaptability and security

Cost

SPEED

Remote Work and Mobile Accessibility

Process Optimisation

Scalability for Growth

Table of Contents

Quiz: Is your business platform obsolete?

Quiz:

Is your business platform obsolete?

Question 1/12

Have you had to create workarounds or manual processes to compensate for limitations in your current software?

Question 2/12

How satisfied are you with the level of support and updates provided by your current software vendor?

Question 3/12

Are you using multiple software systems that don't integrate well with each other?

Question 4/12

It is easy for your employees to use your current internal business software?

Question 5/12

How old is your current eCRM system?

Question 6/12

Have you noticed a decrease in productivity or efficiency due to your current software?

Question 7/12

Are you concerned about the security or compliance of your current software?

Question 8/12

How critical to your business day-to-day running is your software?

Question 9/12

Have you considered replacing your current software, but haven't due to cost or other constraints?

Question 10/12

What is the interval of your backups?

Question 11/12

Are your backups...

...able to be bootable?

...offsite?

...incremental?

...encrypted?

...GDPR compliant?

Question 12/12

Is the IP (Intellectual Property) of your custom software important?

Any additional comments regarding your software?

Name (optional)

Email (optional)

How to Tell if You Are Running Obsolete Software?

Are you running obsolete business software quiz/test (< 5mins with no obligation)

What constitutes obsolete software and practices?

Table of Contents

What to Do About It?

So what now?

A process for rebuilding your obsolete business software

FAQs

How do I know my software is obsolete?

What is a good backup look like?

How much does custom software cost?

Are web based business applications cheaper?

Why would you be promoting off-the-shelf solutions?

Table of Contents

About the Authors

Further reading

Table of Contents

Inventory Management Software aka Supply Chain Management “SCM” Applications**