Working in the cloud means that your files, data and software are not stored on your own computer or server, but on secure servers you access via the internet. As a result, you can work anytime and anywhere, collaborate easily, and skip managing expensive hardware yourself. In this article, you’ll first learn what working in the cloud actually is, then its key advantages and disadvantages, and finally what to look out for when it comes to security and the GDPR.
Table of contents
- What is working in the cloud?
- The 7 key benefits of working in the cloud
- Working in the cloud vs. on-premise
- The disadvantages of working in the cloud (and how to manage them)
- Is working in the cloud safe?
- Working in the cloud for business owners and accountants
- Frequently asked questions about working in the cloud
- Conclusion
What is working in the cloud?
Working in the cloud is storing, editing and sharing files and software via the internet, instead of on a local computer or your own server. In other words: the cloud is a network of secure data centres. Therefore, all you need is an internet connection and a device — the provider takes care of storage, computing power, updates and backups. Well-known examples are Google Drive and OneDrive for files; in addition, accounting and invoice processing software increasingly runs entirely in the cloud too.
Working in the cloud is now the rule rather than the exception. Indeed, according to Eurostat, more than half (52.7 percent) of European businesses (with 10 or more employees) used paid cloud services in 2025 — an increase of 7.4 percentage points compared with 2023.
The 7 key benefits of working in the cloud
1. Access anywhere, anytime
Your data, files and software are available anywhere in the world. In fact, all you need is a working internet connection. For example, that comes in handy for working from home, on the road, and for collaborating with colleagues or clients in different locations.
2. Lower costs and no expensive hardware
Because you access your software and files via the internet, big investments in your own servers and hardware are no longer needed. Moreover, cloud software usually works on a subscription basis: fixed monthly costs and paying per active user, instead of a large upfront purchase.
3. Automatic backups
In the cloud, you never have to make a manual backup again, because files are saved and secured automatically. For example, if you process invoices with TriFact365, they are automatically stored in the digital archive, so you can always find them.
4. Stronger security and data in the EU
A laptop or external drive can crash or get stolen — along with every file on it. In the cloud, however, your data sits in professionally secured data centres with encryption, access control and monitoring. In addition, if you choose a provider that stores data within the EU, staying GDPR-compliant becomes easier as well.
5. Easy collaboration
Multiple people work in the same cloud environment at the same time and, as a result, share documents effortlessly. Consequently, everyone works in the same, up-to-date version of a file — in other words, no more confusion about which version is the right one.
6. Always the latest version
The provider rolls out updates centrally. Therefore, you automatically get the latest features and security updates, without having to install or update software yourself.
7. Flexible scalability
If your organisation grows, you simply scale up in the cloud with extra users or storage. If the team shrinks, you scale back down again. In short: you pay for what you use, without buying new hardware.
Working in the cloud vs. on-premise
So what exactly is the difference between working in the cloud and working locally on your own server (on-premise)? To clarify, the comparison below puts the main points side by side.
| Feature | Working in the cloud | On-premise |
|---|---|---|
| Access | Anywhere, with internet | Only on-site or on your own network |
| Costs | Subscription, low start-up costs | Large upfront investment |
| Maintenance & updates | Automatic, by the provider | Your own responsibility |
| Backups | Automatic | Manual |
| Security | Professional data centre | Your own responsibility |
| Scalability | Scale up and down instantly | New hardware required |
The disadvantages of working in the cloud (and how to manage them)
Of course, working in the cloud also has points to watch. Here are the main ones, each with a solution:
- Dependent on the internet. After all, without a connection you have no access. Solution: a stable connection and, where possible, offline functionality.
- Data security and privacy. Indeed, you are entrusting data to a third party. Solution: choose a provider with encryption, EU data centres and a clear data processing agreement (GDPR).
- Dependence on the provider (vendor lock-in). As a result, switching can be difficult. Solution: therefore, check the data export options in advance.
- Costs in the long run. Finally, subscriptions keep running. Solution: choose a model that moves with your usage and number of users.
Is working in the cloud safe?
Yes, provided that you choose a reliable provider. Indeed, serious cloud providers secure data with encryption (in transit and at rest), two-factor authentication, strict access control and continuous monitoring of their data centres. Furthermore, for business owners and accountants the GDPR matters too: check where your data is stored (preferably within the EU) and whether a data processing agreement is in place. For example, TriFact365 runs in professionally secured data centres and processes data in accordance with the GDPR.
Working in the cloud for business owners and accountants
For business owners and accountants, the biggest gain is time, because cloud software for accounting and invoice processing automates work that used to be done by hand.
For business owners, this means, for example: photograph a receipt on the go, and the costs then appear directly in your administration. As a result, you always have an up-to-date view of your figures, without keeping piles of paper.
Accountants, meanwhile, often work with dozens of administrations at once. Because the firm and the client work in the same cloud environment, submitting, reviewing and processing documents happens without endless back-and-forth emails.
Finally, TriFact365 automatically recognises and processes your invoices and receipts in the cloud and connects with your accounting software, so you type less and keep more time for work that really matters.
Frequently asked questions about working in the cloud
What is the difference between the cloud and SaaS?
SaaS (software-as-a-service) is one form of working in the cloud: you use software via the internet, without installation. The cloud itself, however, is broader and also covers storage, computing power and complete platforms. In short: all SaaS runs in the cloud, but not everything in the cloud is SaaS.
Can I switch from a local server to the cloud?
Yes. Usually this happens in phases: first your files and data, then the software. Therefore, check the export and migration options in advance and plan a transition period in which both systems run side by side for a while.
Who owns my data when I work in the cloud?
Your data remains yours, because the provider only processes it on your behalf. Therefore, lay this down in a data processing agreement and, in addition, make sure you can always export your data yourself.
Does cloud software work on my phone or tablet?
Usually, yes. Because you work via the internet, you typically access cloud software through a browser or app on any device, without a separate installation.
What happens to my data if I cancel my subscription?
That differs per provider. For example, good providers offer an export function and keep your data for a set period after cancellation. Therefore, check this in advance in the terms and the data processing agreement.
Conclusion
In conclusion, working in the cloud makes you more flexible, more secure and more scalable — provided that you choose a reliable provider that processes your data within the EU. For business owners and accountants, the biggest gain is time, because cloud software automates manual work. So, want to experience that for your invoice processing? With TriFact365 you work securely and GDPR-compliant in the cloud from day one.
