Cloud ERP vs On-Premise: What Every ERP Company in India Should Tell You

Selecting the most suitable ERP system is perhaps one of the most important decisions that your business will make. However, the decision can become complicated when you have to choose between cloud-based and on-premise deployment. 

Most businesses in India face this dilemma. While both options have their merits, they also come with trade offs.

The problem is that not every ERP company in India will let you have the complete picture. They will rather push the solution that gives them better margins.

In this post, we will break down what you actually need to know.

Understanding the Basics

Cloud ERP runs on vendor-managed servers. You can access it via the internet just like you check your email.

However, on-premise ERP lives on your own servers. It is installed in your office or data centre where your IT team manages everything.

Still, that’s only a basic explanation and the real differences go much deeper.

The Cost Question Everyone Asks

Let’s talk about the costs first since that’s usually the biggest concern for businesses.

Cloud ERP typically comes with a subscription model where you pay monthly or annually per user. Upfront investment is minimal as there is no hardware to buy and no server room to maintain.

Substantial capital expenditure is involved in the case of on-premise ERP. Apart from buying licenses outright, you will need servers, networking equipment and cooling systems. Overall, the initial investment can be significant.

However, many businesses miss a critical point. The total cost of ownership over five years is favourable in the case of cloud solutions. You won’t need to pay for hardware upgrades, IT staff or electricity bills.

In case you are researching SAP ERP software price in India, you will notice that entry costs are often lower for the cloud versions. Due to the affordability of the subscription model, ERP software is accessible to mid-sized companies in India.

Control and Customisation

On-premise systems are better in terms of control as your data sits on your servers and you decide everything about security, backups and access.

Apart from extensive customisation, you can build unique workflows and integrate with legacy systems. You have full access to make any of these happen.

If you choose cloud ERP, you will get less customisation. You will need to work within the vendor’s framework. However, the thing is that most modern cloud platforms provide sufficient flexibility for most businesses.

The trade-off is worth considering as less customisation means faster updates and lower maintenance costs.

Internet Dependency and Reliability

This is something very important for Indian businesses.

You need stable internet connectivity to work with Cloud ERP. You cannot access your system if your connection drops. This can be a major concern for businesses in tier-2 and tier-3 cities.

On-premise systems do not need an internet connection, which means your operations do not suffer during outages.

However, internet infrastructure has dramatically improved in India with most urban areas having reliable connectivity. Moreover, mobile data provides an excellent backup option.

Any good ERP company in India will discuss your connectivity situation honestly. Don't let them brush aside this concern.

Security Considerations

Many Indian business owners are concerned about data security in the cloud. Well, it is an understandable concern since you are trusting a third party with sensitive business information.

However, in reality, leading cloud ERP providers invest millions in security. Besides employing dedicated security teams, they have certifications that most small businesses cannot afford.

When it comes to on-premise security, it depends entirely on your capabilities. You will need skilled IT staff, proper security protocols and constant vigilance. This can be challenging and expensive for most small and medium-sized Indian businesses.

A reliable ERP company in India will explain security measures transparently. They will also address data residency requirements and compliance with Indian regulatory standards.

Scalability and Growth

Your business is not going to stay the same size forever. Cloud ERP scales effortlessly and you can add users in minutes. Increasing storage is also simple and you pay for what you use. 

In case of on-premise ERP, scaling requires planning and investment. If you have to add more users, you may need additional server capacity. Growth means capital expenditure.

So, the flexibility cloud ERP offers is attractive for growing Indian businesses. You do not remain locked into infrastructure decisions made years ago.

Implementation Time

Speed to deployment is also critical. Cloud ERP implementations are generally faster. The infrastructure already exists and configuration typically takes weeks instead of months.

However, on-premise projects take longer. Hardware procurement, installation and testing can be time consuming. Complex implementations can even take as much as six to twelve months.

So, if you want your ERP running quickly, cloud ERP offers distinct advantages.

Maintenance and Updates

On-premise systems need hands-on maintenance. Your IT team handles updates, patches and troubleshooting which requires time and expertise.

Cloud ERP maintenance happens automatically and updates roll out without disrupting your work. You always have the latest features.

The SAP ERP software price in India generally reflects these differences. Cloud subscriptions include maintenance whereas on-premise licenses do not cover ongoing costs.

Making Your Decision

While there is no universal answer, the right choice depends on your specific situation.

You should go for cloud ERP if you want lower upfront costs, automatic updates and easy scalability. Businesses having reliable internet and standard processes will find it suitable. 

Those who need extensive customisation can select on-premise ERP. Even if you have security concerns requiring physical control or operate in areas with poor connectivity, it would be a suitable option.

Questions to Ask Your ERP Company in India

You should not let vendors make this decision for you. Ask them these questions:

-        How do the costs compare for a total of five years?

-        How do you handle data migration?

-        What if we plan to switch later?

-        Can you provide us references from similar businesses?

A good ERP company in India will answer your questions honestly and recognise the strengths and weaknesses of both options.

The Hybrid Option

Some businesses opt for hybrid models where their core functions run on-premise and less sensitive modules operate in the cloud. 

While this approach offers flexibility, it also adds complexity. However, you can discuss with your ERP company in India if neither cloud ERP nor on-premise option alone feels right.

Final Thoughts

Cloud vs on-premise is not about which one is better but about which one suits your business.

You must consider your budget, IT capabilities, growth plans and connectivity. Assess your team’s technical skills honestly.

The best ERP company in India will guide you according to your needs and not their own preferences. Take your time to make your decision. Your ERP system will shape your operations for several coming years.

So, you should choose wisely and honestly. Finally, choose the option that actually works for your business.