Key points
- Compare over five years, not one.
- Add the hidden costs: hardware, backups, support, upgrades and staff time.
- Cloud costs are steady; desktop costs are front-loaded.
- The right plan level matters more than cloud vs desktop.
- Value what you get: remote access, automatic backups, offline working.
What to include
| Cost | Cloud | Desktop |
|---|---|---|
| Software | Yearly subscription | One-time licence |
| Support and updates | Usually included | Optional yearly maintenance (AMC) |
| Server or main PC | Not needed | A reliable PC; sometimes a small server |
| Backups | Usually included | External drive or service, plus time |
| Remote access | Included | Extra setup if needed |
| Extra users | Higher plan or per user | Higher edition or per user |
A worked example
A shop needing barcode billing, comparing Milaan ERP’s cloud Business plan with the desktop Standard edition (prices before GST, from our pricing page; illustrative hardware and backup costs).
| Cost over 5 years | Cloud Business | Desktop Standard |
|---|---|---|
| Software | ₹24,999 × 5 = ₹1,24,995 | ₹16,500 once |
| Yearly maintenance | Included | ₹4,000 × 4 years = ₹16,000 |
| Backup drive or service | Included | About ₹5,000 |
| Total | About ₹1,25,000 | About ₹37,500 |
| Users included | Up to 5 | 1, with multi-user add-on |
| Remote access, mobile app | Yes | Not by default |
The numbers are illustrative. Plans include different features and user counts, so compare the plans that fit your needs, not just the cheapest of each.
What the money buys
Desktop is clearly cheaper for one location over five years. Cloud buys remote access, a mobile app, automatic backups and more users. For a business with branches or field staff, those can be worth more than the price difference.
The cost of staff time
Don’t forget time spent on backups, updates and fixing PC problems with desktop software, and time saved by remote access with cloud.
How to decide
- List must-have features Find the cheapest plan of each type that includes them.
- Count users and locations This often decides it.
- Add up five years Including hardware, backups and maintenance.
- Weigh the extras Remote access vs offline working.