One of the biggest decisions when adopting property management software is where it runs: on your own servers (on-premise) or in the cloud. Both options have real trade-offs, and the right choice depends on your organization's size, technical capacity, and regulatory requirements.
Cloud Deployment
Cloud-hosted property management software runs on servers managed by the software provider or a cloud infrastructure company like Hetzner, AWS, or Azure.
Advantages
- No hardware investment: No servers to buy, maintain, or replace
- Automatic updates: Software updates and security patches are applied by the provider
- Scalability: Resources scale automatically with your needs
- Fast setup: Start using the system within hours, not weeks
- Disaster recovery: Built-in backups and redundancy
Considerations
- Data location: Your data is stored on third-party servers
- Internet dependency: Requires stable internet connection
- Ongoing costs: Monthly subscription fees accumulate over time
- Less control: Limited ability to customize infrastructure
On-Premise Deployment
On-premise means running the software entirely on your own hardware, within your own network.
Advantages
- Full data control: All data stays on your servers — nothing leaves your network
- Regulatory compliance: Easiest path to meeting strict data protection requirements
- No external dependencies: Works even without internet (for internal operations)
- One-time licensing: Can be more cost-effective long-term for large organizations
- Custom AI models: Run local AI models without sending data to external APIs
Considerations
- Hardware costs: Servers, networking equipment, and maintenance
- IT expertise: Requires skilled staff for setup and ongoing management
- Update management: You're responsible for applying updates and patches
- Scaling: Adding capacity requires purchasing additional hardware
Hybrid: The Best of Both
Many organizations find that a hybrid approach works best:
- Core application in the cloud with European data centers for GDPR compliance
- AI processing on-premise to keep sensitive email content within your network
- Local backups in addition to cloud redundancy
- VPN access for secure remote connections
Decision Framework
Choose cloud if:
- You manage fewer than 500 properties
- You don't have dedicated IT staff
- You want to start quickly with minimal upfront investment
- Your regulatory requirements are standard GDPR
Choose on-premise if:
- You manage 500+ properties with sensitive data
- You have IT staff capable of server management
- Your clients or regulators require data to stay on your infrastructure
- You want to run AI models locally for maximum privacy
Choose hybrid if:
- You want cloud convenience with on-premise security for sensitive operations
- You're transitioning gradually from cloud to on-premise
- Different departments have different security requirements
Proflow Supports All Options
Proflow is designed to run in any environment — cloud, on-premise, or hybrid. The same features, the same interface, the same AI capabilities. You choose the deployment model that fits your organization, and you can switch later as your needs evolve.
