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Cloud vs On-Premise: Is 2026 the Year to Make the Move?
In January we asked whether staying off-cloud was still right for your Propman set-up. Since then, many of you have told us the same thing: you understand the case for cloud, but you want to know whether now is the right time, and what the move actually involves.
This guide is for exactly that stage. It sets out an honest comparison, the signs that it is time to move, the reasons it might make sense to wait, and what a well-planned migration looks like.
The honest comparison
On-premise has served many property firms well for years. The question is not whether it works, but whether it is still the best use of your money, time and risk appetite.
|
On-premise Propman |
Propman in the Cloud |
|
|---|---|---|
|
Upfront cost |
Server hardware, licences and refresh every few years |
No hardware to buy; predictable subscription |
|
Ongoing IT effort |
Your team or IT provider manages servers, patches and backups |
Updates and backups handled for you |
|
Security |
Depends on your own controls, monitoring and expertise |
Hosted on UK-based AWS servers, fully encrypted, with CrowdStrike and Rapid7 threat detection |
|
Access |
Usually office-based or via VPN |
Secure access from any internet connection |
|
Updates and new features |
Applied when your team schedules them |
Delivered as part of the service |
|
Scaling |
New buildings or staff may mean new hardware |
Scales with your portfolio |
|
Control |
Full physical control of the server |
Managed environment, with Grosvenor Systems accountable for it |
Five signs it is time to move
- Your server is due for replacement. If you are about to spend on new hardware, that is the natural moment to compare it with the cost of cloud over the same period. Server memory costs in particular have become less predictable as demand from AI workloads has grown.
- Your operating system is approaching end of support. Microsoft's extended support for Windows Server 2016 ends on 12 January 2027. After that date there are no more security updates, which is hard to justify for a system holding client money and personal data.
- You rely on one person or one supplier to keep things running. If a single IT contact holds the knowledge of how your Propman server is configured, that is a business continuity risk.
- Your team works in more than one place. Hybrid working over VPNs and remote desktops tends to be slower and more fragile than a hosted environment designed for remote access.
- Compliance workload is growing. Making Tax Digital, Renters' Rights and the coming leasehold reforms all mean more frequent software updates. On cloud, those arrive without you having to schedule them.
Reasons you might wait (and how to handle them)
There are good reasons to pause, but most are about timing rather than the decision itself.
- You are close to a service charge year-end or audit. Plan the migration for a quieter window, and book it now so it does not keep slipping.
- You have bespoke integrations or local reports. Map them first. Most can be moved, but it is better to know early.
- Your hardware is brand new. You may choose to get value from it first, but it is still worth planning your move before the next refresh.
- Connectivity at one site is poor. Fix the connection first. Cloud depends on a reliable internet link.
Why 2026 is a good year to decide
Three things are converging. Propman's development is now centred on the cloud, so cloud users get enhancements first. Regulation is moving fast, with tax, tenancy and leasehold changes all landing in 2026 and 2027. And the next Budget on 28 October may bring more changes that need system updates. The less time your team spends maintaining servers, the more time it can spend responding to change.
We have already moved nearly 50 clients from on-premise Propman to the cloud, as a planned step rather than a rushed one.
What a well-planned move looks like
- Assessment. We review your current set-up, data, users, reports and integrations.
- Dependency mapping. We identify everything connected to Propman, from bank feeds to scanning and third-party tools.
- Scheduling. We agree a date that avoids your busy periods, such as year-end or service charge reconciliations.
- Migration and testing. Your data is moved to your secure cloud environment and checked with your team before go-live.
- Go-live and support. Users switch over, with our team on hand to resolve any issues quickly.
Common pitfalls to avoid
The firms that get the most from the move treat it as a business decision, not just an IT project. Avoid comparing only this year's costs, as hardware refreshes, security tools and staff time all add up over three to five years. And involve your finance and property teams early, as they know which reports and processes matter most.
Your next step
Moving to the cloud does not need to start with a commitment. Start with a conversation about your current set-up, or take our free cloud assessment to understand your timing, dependencies and options.