Yes, cloud software can be a secure and practical choice for SMEs. A reliable provider looks after the main system, while your company decides who can access each area.
Many businesses now use cloud software for accounting, payroll, inventory and Enterprise Resource Planning (ERP). Instead of keeping everything on one office computer, information is stored online and made available to authorised users.
This gives owners and employees more flexibility while keeping business information organised in one place. Here are the questions SMEs most often ask before making the move.
Where is my information stored?
Cloud software keeps information in professionally managed data centres. These facilities have security controls, backup systems and technical teams looking after the service.
This can be more convenient than keeping years of accounting records on a single office computer. The provider should be able to explain where information is stored and how it is protected.
Can everyone see my information?
No. Most cloud systems allow the company to decide what each employee can see and do.
For example, a salesperson may view customer orders without seeing payroll information. An accounts employee may prepare a payment, while a manager gives the final approval.
Each employee should have an individual account with access that matches his or her role. This keeps confidential information private and makes daily work easier to manage.
How are user accounts protected?
Established cloud systems normally provide several ways to protect user accounts. One helpful feature is two-factor authentication, commonly called 2FA.
After entering a password, the user completes one more verification step, such as approving the login on a mobile phone. It is similar to the extra verification used for online banking.
A few simple habits are usually enough for an SME:
- Give each employee a separate account.
- Turn on 2FA where available.
- Use strong and different passwords.
- Remove access when an employee leaves.
Is my information protected while I use the software?
Reputable cloud providers commonly use encryption. Encryption changes information into a protected format while it is being sent and stored.
The provider also takes care of the main system updates and maintenance. This means the SME does not need to install every update manually on an office server.
Is my information backed up?
Cloud providers normally maintain backups and supporting systems to keep their services available. If an office computer needs to be repaired or replaced, the information can still be accessed through the cloud system.
Backup arrangements differ between providers. It is useful to ask how often information is backed up, how it can be restored and whether the company can download a copy of its records.
What if I change software in the future?
A good cloud system should allow your company to export its records in commonly used formats. For accounting software, this may include customer and supplier records, invoices, transactions and financial reports.
Checking this before subscribing gives the business flexibility if its needs change later.
Five questions to ask a cloud software provider
- Where is our information stored?
- Does the system provide 2FA?
- Can we control what each employee can access?
- How is our information backed up?
- Can we export our records if we change systems?
You do not need to be an IT expert to ask these questions. A reliable provider should be able to answer them clearly and in plain language.
Is cloud software a good choice for SMEs?
For many SMEs, cloud software is a convenient way to manage business information without maintaining an office server. It allows authorised employees to work from different locations, keeps information in one system and provides regular software updates.
Features such as encryption, backups, 2FA and user permissions also help businesses protect their records. The key is to choose a reputable solution and set it up correctly for your team.
361 Degree Consultancy helps SMEs compare and implement cloud accounting, ERP and other business software based on their requirements. If you are unsure which solution is suitable for your company, contact our team for a non-obligatory consultation.
Simply contact us at 6515 7906 or enquiry@361dc.com.
