Bitrix24: Cloud vs. On-Premise

Clients often ask us to explain the fundamental difference between cloud and on-premise Bitrix24, how to choose the edition that would suit a particular company in a particular situation, what to focus on, and how to avoid wasting time and money.

For your convenience, we have compiled a detailed guide that is to answer all these questions.

What is Cloud? And On-Premise?

Cloud is an online service, or SaaS (Software as a Service) in terms of which the company gives its clients access to the software program via the Internet. It means that the client does not need to install the program on his computer; all he needs is access to the Internet and a browser. The whole volume of responsibility for the information storage and roper work lies on the vendor. By buying a cloud service, the client does not purchase the program for personal use but rather rents it.

On-premise or self-hosted is the kind of software that is provided for placing it on a client's server. In this case, the vendor gives its clients the software package for perpetual use, while the responsibility for installation, maintenance, and support lies with the client.

What’s the difference?

In terms of the standard functionality, the cloud version is no different from the self-hosted one. Both versions carry the same basic set of tools related to the five key blocks of Bitrix24, which are Office, Tasks and Projects, CRM, Contact Center, Sites and Stores. As for the available tools, the licenses differ rather by pricing plans. The more expensive the license, the more additional tools it has, the greater volume of data storage there is, and the higher the number of employees you can connect to the portal.

Two major differences between cloud and self-hosted Bitrix24 is how complicated it is to maintain it and to what extent one can customize it. Let's take a closer look. 

Installation and getting started

Cloud: To get started, one needs to register a portal and invite employees to join it. No additional hardware or extended technical support is required. All settings are made via the user interface, and the help training system helps to make at least initial system settings.

+ Easy to launch without additional investments and technical services

− This version is strictly limited with the standard functionality

On-premise: To get started, one needs to configure their server or a suitable hosting, buy and install Bitrix24, and invite employees to join it. This process requires the support of a qualified tech specialist (in-house or on the part of a Bitrix24 partner) who knows how to install and administer complex software, as some settings are made on the administrative panel, which is some kind of a flipside of the product.

+ You get more room for the administration process, and you can configure the system following your special needs right from the start

− You must have your own server and engage a tech specialist

Maintenance and administration

Cloud: It's the vendor's responsibility to update and maintain the software. Data backups are made automatically once a day and only under the Standard and Professional pricing plans. The backup is restored upon request.

+ No need to monitor the updates and install them yourself

− There is no way to manage the updating process and data backup

On-premise: The responsibility for updating and maintaining the software lies with the client.

+ You can adjust the time of updates and set the frequency of backups yourself

− IT-support requires internal company resources

Security and data storage

Cloud: Data is stored in encrypted form on Bitrix24 servers. The storage volume strictly depends on the selected pricing plan.

+ The connection with the server is also encrypted. It ensures some basic data security even without active actions from the client's part 

− If you decide to move away from Bitrix24, the only info available for export will be on leads, contacts, companies, and deals - everything else will remain on the side of Bitrix24

On-premise: Data is stored in the client's server and in this case, the client is responsible for their security and determines the size of the storage. 

+ This approach makes it possible to use the product in an enclosed infrastructure and install your SSL certificate

− Maintaining the program's operation and data security is on you

Integrations

Cloud: As with the self-hosted version, the cloud can be integrated with mail via IMAP, with telephony via SIP-connector, and with other systems via REST API and webhooks. 

+ REST API allows integrating Bitrix24 with an external system even if the Applications24 directory has no such app

− Some types of integrations can be available only for the users of some particular pricing plans

On-premise: The scope of integrations includes all options listed above, with the only difference that mail can also be integrated via the POP3 protocol. Also, the self-hosted version can be integrated with Active Directory, SSO, NTLM, but only on Business and Enterprise editions.

+ The core API allows you to create your own integration scenario, regardless of the methods provided in the REST API

− It requires not only the efforts of a tech specialist but also of a programmer

Customization

Cloud: The cloud version allows you to change the style of the portal but does not imply changing standard interfaces or creating your own pages. You can change the logo and domain name only if you have purchased a particular pricing plan (you can change the logo if you are a CRM+, Project+, Standard, and Professional user, and you can change a domain name if you are a Standard or Professional user). In fact, all portal customizations are limited to the possibilities that are given by the apps from the Marketplace or, as a maximum, to your own applications implemented based on the REST API. It's important to remember that after updates installation some non-standard customizations might cease functioning. 

+ The catalog of ready-made applications makes it really easy to connect external services

− Customizing possibilities are greatly limited by the rules of pricing plans, while direct customizations are simply impossible

On-premise: The self-hosted version allows you to deeply customize the logic of the portal and proceed with it according to your particular needs. In this case, the user can freely modify the interface, create new pages, and change the portal exterior. There are no restrictions in adding your logo or changing the domain name of the portal. Open source code allows you to make any possible changes: customizations and integrations can be implemented via PHP or using the modules that are implemented based on the core API. Also, the self-hosted version provides the user with advanced administration tools: the administrative panel allows you to manage modules, company structure, updates, access rights settings, clearing cache, and fixing errors. You can localize the portal by switching to any language from the list.

+ Unlimited customizing and integrating possibilities

− As with the previous section, the implementation of complex customizations requires the efforts of the whole team of specialists

Costs and licensing

Cloud: As by buying a cloud license, the client does not purchase the program, but only rents it, the licensing system is built on the principle of a monthly subscription. The monthly fee depends on the pricing plan and the term of the purchased license (for instance, by paying for a year ahead, you save about 30% per license).

+ This payment format does not require major one-time investments

− In the long run, a subscription may be more expensive than a one-time purchase

On-premise: The client acquires the right to use the software for a one-time payment.

+ The license has no time limit

− The license costs more than its cloud counterpart. You need to renew the tech support service annually, and requires additional expenses (25% of the license price)

Pros and cons

Let’s summarize all the above:

Who benefits from each version and how to choose?

It's sound to choose judging by two main criteria: 

1. Do you need to significantly customize the product?

2. Do you have an in-house IT specialist or the resources to hire a contractor?

The cloud is right for you if:

• you manage a small company that lacks an IT specialist;

• standard workflows do not require deep customization;

• you have never worked with a corporate portal yet, and you want to see whether this format of work suits you.

The on-premise is right for you if:

• you manage a large organization and have a clear request for interface customization, your own modules, or external integrations;

• you have enough internal resources to ensure the technical side of the matter or to hire a competent contractor;

• you need to fully control the data protection process;

• your company has complex workflows, and you have in mind a non-standard scheme of business automation.

Bottom line

Want to get to know the product, test its main features, and see what tools you need for full-scale work? Take the Cloud. It's easy to install and configure, it does not require a lot of maintenance, and you can work even without a tech specialist in your team.

You know your business, feel confident that you need complex automation, and have sufficient human and financial resources? Take the On-premise. First of all, it will save you time and allow you to implement a specific work scenario right from the start. And secondly, it will ensure maximum data security.

And yet, before the start of a large-scale and complex project that involves customization and integrations, we recommend ordering a preliminary project analysis. Comprehensive analysis at an early stage allows you to accurately assess some possible risks and avoid unnecessary customization that affects costs and terms of work.

Still doubt your choice and want to discuss your project with professionals? Text us, and will eagerly help you figure it all out.