This used to be a simple question — cloud was new and unproven, desktop was safe and familiar. In 2026 the calculation has genuinely changed, so it's worth revisiting with fresh eyes.
Access. Desktop software runs on one machine (or a local network at best). Cloud software runs anywhere there's internet — from the shop floor, from home, from a branch across the country. If your business has more than one location, or an owner who needs to check things while travelling, this alone usually settles the question.
Backups. A desktop install is only as safe as whoever remembers to back it up. A well-run cloud system backs up automatically, off-site, without anyone having to think about it.
Updates and cost. Desktop software is typically a large upfront cost plus separate, often expensive upgrade cycles. Cloud software is usually a predictable monthly cost that already includes updates, new features and support.
Internet dependency is the honest downside of cloud — if your connection is unreliable, that's a real factor to weigh, though modern systems increasingly cache recent data so brief outages don't stop work entirely.
The short answer: for a single-location business with no growth plans and a firm no-internet requirement, desktop can still make sense. For almost everyone else — anyone planning to open a second branch, hire remote staff, or simply check on the business from a phone — cloud has become the practical default, not just the trendy one.
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