For UK veterinary practices, choosing between a cloud-based PMS and an on-premise server is one of the most important IT decisions you’ll make. A cloud PMS typically reduces upfront infrastructure costs and simplifies scalability, while an on-premise server offers greater local control and independence from internet outages.
For a 20–100 user practice, this decision affects downtime risk, cybersecurity exposure, GDPR compliance posture, long-term cost stability, and growth capability. Below is a structured comparison framework to help you evaluate both models properly.
The 8-Factor Veterinary PMS Infrastructure Comparison Framework
1. Upfront Cost vs Long-Term Investment
Cloud PMS
- Minimal upfront hardware investment
- Monthly subscription model
- Hosting and upgrades included
Typical cost range: £X0–£X00 per user/month depending on vendor and integrations.
On-Premise Server
- Significant upfront investment
- Server hardware + licensing + firewall
- Replacement cycle every 4–5 years
For a 20–30 user practice, a properly configured server environment can cost £X,000–£X0,000 upfront.
Cloud shifts cost to predictable operational expense. On-premise concentrates cost at installation and refresh.
2. Downtime & Resilience Risk
Cloud
- Hosted in enterprise-grade data centres
- Redundant infrastructure
- Vendor-managed uptime
- Dependent on reliable internet connectivity
If internet fails and no backup connection exists, system access stops.
On-Premise
- Continues functioning during internet outage
- Vulnerable to hardware failure
- Often a single point of failure without additional redundancy
Most independent practices underestimate server failure risk compared to internet failure.
3. Cybersecurity & GDPR Exposure
Under UK GDPR, certain personal data breaches must be reported within 72 hours.
Cloud
- Vendor-managed patching
- Enterprise-grade hosting security
- Centralised backup architecture
However, endpoint devices, passwords, and email security remain your responsibility.
On-Premise
- Full responsibility for:
- Patching
- Firewall configuration
- Backup encryption
- Access control
- Higher risk if updates lapse
Infrastructure choice directly affects your compliance posture and cyber insurance eligibility.
4. Remote Access & Flexibility
Cloud
- Secure access from any location
- Ideal for multi-site groups
- Simplifies leadership oversight
- No complex VPN infrastructure required
On-Premise
- Requires VPN or remote desktop
- Greater configuration complexity
- More maintenance overhead
For practices with remote working or multiple branches, cloud significantly reduces friction.
5. Scalability & Growth Planning
Cloud
- Add users instantly
- Simplified site expansion
- No physical hardware limits
On-Premise
- Limited by server capacity
- May require full hardware refresh to scale
- Longer deployment timelines
If acquisition or multi-site growth is planned, cloud often aligns better.
6. Internet Dependency
This is often the deciding factor.
Cloud PMS requires:
- Business-grade fibre
- Firewall with failover
- 4G/5G backup connectivity
Without redundancy, cloud becomes high-risk.
On-premise allows local operation during outages, although payment systems and cloud integrations may still stop functioning.
7. Lifecycle & Maintenance Burden
Cloud
- Updates included
- Infrastructure managed by vendor
- Lower in-house oversight
On-Premise
- Server refresh every 4–5 years
- Ongoing patch management
- Backup testing responsibility
Reactive maintenance increases downtime risk over time.
8. Energy & Physical Infrastructure
Cloud
- Minimal on-site equipment
- Lower energy consumption
- No dedicated server space required
On-Premise
- Rack space
- Cooling requirements
- UPS protection
- Higher power costs
Smaller practices often underestimate physical infrastructure requirements.
Real Scenario: 3-Site Independent Veterinary Group (UK)
A growing 3-site veterinary group running on ageing on-premise servers experienced:
- Increasing hardware instability
- Complex remote access
- Limited scalability
- Fragmented vendor coordination
After migrating to a cloud-hosted PMS model with redundant fibre and 4G backup:
- Reduced hardware dependency
- Simplified cross-site operations
- Improved resilience
- Centralised management visibility
The infrastructure model aligned with their growth strategy.
Decision Summary: Which Model Suits Your Practice?
Cloud PMS is typically better for:
- Multi-site groups
- Practices planning expansion
- Teams needing secure remote access
- Practices wanting predictable monthly cost
On-premise may suit:
- Single-site practices
- Locations with unstable internet
- Practices preferring capital investment over subscription
There is no universal answer – but the wrong choice can limit growth or increase risk.
Frequently Asked Questions
Is cloud PMS safer than an on-premise server?
Cloud hosting environments often benefit from enterprise-level security investment. However, overall security depends on how endpoints, access controls, and backups are managed within your practice.
What happens if internet goes down with cloud PMS?
Without backup connectivity, access to PMS will stop. A properly configured failover connection significantly reduces this risk.
How often should an on-premise server be replaced?
Most veterinary practices should plan for a 4–5 year server lifecycle, depending on workload and vendor requirements.
Is cloud cheaper than on-premise long term?
Cloud reduces upfront capital expense but increases recurring operational cost. Over a 5-year period, total cost depends on user count, growth, and maintenance needs.
Final Thought
Your PMS infrastructure decision impacts operational resilience, cybersecurity exposure, compliance posture, and long-term scalability.
If your current setup was chosen years ago – or without structured evaluation – it may be time for a review.
