One of the first questions many firms ask when evaluating PSA software is whether it runs in the cloud or on company servers. Both models exist, and each has strengths and trade-offs. The right choice depends on how your team works, your IT resources, and your compliance requirements.
Cloud-based PSA
Most modern PSA platforms are cloud-based. The vendor hosts the software, and teams access it through a web browser. The main advantage is accessibility. Staff can log in from anywhere, whether in the office, at a client site, or working from home. This makes cloud PSA especially useful for remote and hybrid teams.
Another strength is automatic updates. Vendors roll out improvements regularly, so companies always use the latest version without extra IT effort. Costs are also easier to manage. Instead of a large upfront license, firms pay a subscription fee that scales as the business grows.
The trade-off is reliance on internet connectivity and the fact that data is stored off-site. This makes vendor security standards and hosting policies critical when choosing a cloud solution.
On-premises PSA
Some businesses, especially in regulated industries, still prefer to keep data in-house. On-premises PSA is installed on company servers and maintained by internal IT staff. The key benefit is full control over data storage and security. Companies decide exactly where information resides and how it is protected.
On-premises systems can also allow deeper customization. However, this control comes at a cost: high upfront expenses for licenses and hardware, plus ongoing responsibility for maintenance and updates. Access can also be more limited, since remote connections often depend on VPNs and internal infrastructure.
Which option is right?
In practice, most small and mid-sized service firms choose cloud-based PSA because of its flexibility, lower entry cost, and ease of use. It allows teams to get started quickly, without waiting for IT projects. On-premises PSA still makes sense for larger enterprises or firms in industries with strict compliance needs, such as finance or government contractors, where data residency rules apply.
Birdview PSA approach
Birdview PSA is designed as a cloud-first solution. This ensures easy access for distributed teams and automatic scalability as businesses grow. For companies with specific compliance needs, Birdview also provides clarity on hosting and security standards.
In short, PSA software can be cloud-based or on-premises, but for most service firms, cloud is the practical choice. It delivers flexibility, faster adoption, and lower IT overhead. On-premises remains relevant for firms that demand full control of data and infrastructure.
