Cloud computing refers to the provision of IT resources via the internet, whether it involves a server, a database, storage space, or an application.
Cloud-based software is hosted on an external server managed by a provider responsible for the tool’s maintenance. Users can access the solution and hosted data at any time from any location.
In contrast to the cloud, on-premise software is hosted on a business’s internal infrastructure and installed directly on workstations. Internet access is not required to use it.
This approach gives the company full control over its data, stored on its own servers rather than with a third-party provider. However, it demands significant investment in hardware and resources for deployment, configuration and maintenance. Additionally, on-premise software can be less flexible and more difficult to scale alongside a growing business.
Cloud solutions are increasingly popular among businesses for managing daily tasks, especially in Accounts Payable, due to their numerous advantages over on-premise models.
Cloud-based Accounts Payable software is accessible from any location and device - whether it’s a desktop computer, laptop, smartphone, or tablet. Users can manage invoices and their approvals without limitations, whether in the office, on the go, or working remotely.
Additionally, businesses gain real-time access to key metrics, such as the number of invoices processed, pending approvals and payment timelines. A quick keyword search helps locate any document instantly, as files are carefully organised and indexed.
Cloud solutions dramatically reduce the testing and deployment phases, which can be lengthy with on-premise software. Once configured, the software is immediately accessible on any device with internet access.
Furthermore, cloud-based tools excel by automating many time-consuming invoicing tasks, such as invoice receipt, validation and archiving, without the need for complex on-site infrastructure.
Switching from on-premise to cloud hosting has revolutionised cost models.
With cloud solutions, businesses eliminate hefty licence fees, maintenance costs and IT infrastructure investments. Expenses become more predictable and manageable, as the software provider handles updates and maintenance.
The cloud also allows businesses to tailor their software based on specific needs, paying only for the features they use, which helps reduce unnecessary expenses. Additionally, as the company grows, the solution can easily scale to meet emerging demands.
With a cloud solution, the provider ensures the software operates smoothly and takes care of updates, maintenance, version changes and migrations. This frees the IT team to focus on more value-added projects rather than routine system management.
Cloud solutions also minimise the risk of service interruptions. Unlike on-premise options, which can be vulnerable to hardware failures, cloud providers offer built-in redundancy across multiple data centres. This ensures continuous service availability, even if one server or location goes offline. The distribution of infrastructure reduces downtime risks and guarantees that critical data and applications remain accessible at all times.
By eliminating single points of failure, cloud solutions provide a level of reliability and scalability that is difficult to match with traditional on-site setups.
Cloud-based software offers seamless integration with other online services, such as accounting tools or ERP systems, ensuring data flows smoothly and is updated in real-time. While on-premise solutions can sometimes also integrate with these platforms, cloud-based tools typically provide faster, more flexible connections and require less manual maintenance for updates and compatibility.
This interconnectivity streamlines business processes and facilitates communication within the organisation and with external stakeholders. For example, accountants can access up-to-date documents from their clients with just a few clicks.
Cloud software improves relationships with suppliers by enhancing communication and speeding up processes:
By streamlining operations, businesses can foster strong, long-term supplier relationships, increasing the likelihood of discounts or early payment incentives.
Manual data entry can introduce errors, such as incorrect amounts or duplicate invoices. Cloud-based Accounts Payable software enhances document accuracy and compliance by automating data capture and validation. It scrutinises every detail, from bank information to VAT rates, to detect anomalies, helping combat fraud.
The cloud also enables real-time updates, ensuring continued legal compliance and supporting the creation of reliable audit trails with end-to-end traceability.
Security is paramount when dealing with sensitive financial data. Cloud-based Accounts Payable solutions offer robust protection through advanced encryption, firewalls and multi-factor authentication (MFA), safeguarding data both in transit and at rest.
Leading cloud providers also conduct regular security audits and comply with international standards, such as ISO 27001, ensuring data privacy and integrity. Additionally, automated backups across multiple locations help protect against ransomware attacks or accidental data loss, allowing businesses to recover quickly from any disruptions.
By relying on secure cloud platforms, companies mitigate the risks associated with storing financial data on local servers, which can be vulnerable to physical theft or hardware failures.
With cloud solutions, businesses no longer need physical storage rooms filled with filing cabinets. All documents are securely stored online, eliminating the need for paper archives.
This not only saves space but also simplifies day-to-day operations. Employees can instantly retrieve any document using the software’s search functions.
Accessible, secure, flexible and scalable cloud solutions offer significant advantages over on-premise software. They enable businesses to efficiently manage invoices, reduce costs, increase data protection, ensure document compliance and build better supplier relationships.
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