start-up 101 Cloud teChnology to make your start-up fly · 7 start-up 101: Cloud teChnology to make your start-up fly how the magic happens The most common form of cloud computing

start-up 101 Cloud teChnology

to make your start-up fly

How cloud computing can cut costs, save time and improve

your business efficiency

Together with:

Sharing files, the ability to work remotely from anywhere, increased collaboration: These are just a few of the many benefits of cloud computing – aka accessing software on the web. By using cloud software and applications, you can grow your start-up’s infrastructure and operate more flexibly without being restricted by costs.

An increasing number of start-ups now operate in the cloud but, if your business hasn’t yet made the move, then you’re in the right place as this guide has everything you need to know to understand the cloud and how it can help your start-up soar.

Whether you think cloud computing is too technically advanced for your start-up, have concerns about security issues in the cloud, or simply don’t know what the cloud actually is, this latest Start-up 101 eBook will address all of your questions and concerns. What’s more, you’ll find a great deal of advice on how you can use Sage’s range of easy-to use cloud-based applications to give your start-up business more freedom and flexibility.

Sage created this Start-up 101 series, a collection of eBooks, to guide and inform you, and make life as a start-up that much easier. To read the first two installments in the series – Start-up 101: Setting up your company – and Start-up 101: Managing your finances - click here.

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Together with:

Start-up 101: SeTTing up your coMpany

Start-up 101: Building a winning TeaM

Start-up 101: Social Media SecreTS

Start-up 101: Managing your financeS

http://startups.co.uk/start-up-101/

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contentspage 4-5 Have the information you need at your fingertips

page 6-7 ‘The Cloud’

page 8-11 Ten reasons to go cloud

page 12-13 Safe and sound

page 14-16 Choosing a cloud computing service

page 17 Take a look at cloud based software from Sage

page 18-19 Sage One

page 20-21 Sage Instant Accounts with Sage Drive

page 22-23 Sage 50 Accounts with Sage Drive

page 24-25 Sage 200 Extra Online

page 26-27 Sage X3

Have the information you need at your fingertips

4start-up 101: Cloud teChnology to make your start-up fly

With cloud computing, the possibilities for your business are limitless. Here’s why the cloud should be on your radar…

It’s predicted that business owners will access more information from their smart phone rather than their PC, and the mobile worker population will be 1.3 billion - that’s 37.2% of the workforce.

Business is changing and more and more companies are seeking the freedom to enable staff to work away from the office.

Cloud computing will allow you to access your company data and applications online, anywhere and anytime. Unlike traditional software, cloud software is designed to be easy to use and pay for. This means everyday tasks can be automated and, often, done on smartphones, tablets or laptops, making you more efficient and productive.



‘The cloud’ Find out what cloud computing is and how it works

Cloud computing means using powerful remote computers, called ‘servers’, to store your data and run your business applications. You usually access these servers via a website, where you log in, and send and receive data through a secure, encrypted connection.


how the magic happens The most common form of cloud computing solutions for small businesses is sometimes known as software as a service (SaaS). This means you’re not renting the hardware to run your IT; instead you pay to use the software that runs on computers owned by service providers’ servers. Because everything is hosted remotely, nothing has to be installed on your computers, and it means everyone in your company has access to the same, up-to-date information.

how you pay for cloud servicesGenerally, you pay a monthly or annual subscription fee for each service using a credit card or Direct Debit. This is usually based on the number of employees or volume of use, such as the number of projects you have running on a project management tool, or how many emails you send out from marketing software.

You are rarely tied into long-term contracts, and you can increase, decrease or cancel your subscription at any time. Companies like Sage store customer information in secure data centres around the world and you benefit from these economies of scale.

What can the cloud do for my business? Pretty much any common business process can be done in the cloud. This can range from simple applications like email, calendar and backup, through to more specialist areas like accounting, payroll, IT security or analytics.

Colleagues working from home, or anywhere outside the office, can access the updated information and work on the same data as someone using the desktop version. By being able to work away from the office, you can make use of the time you spend travelling or waiting for transport.

When you go cloud, everything is online, so everything can connect, making your job easier.

80% of small to medium-sized

businesses now use the cloud and 32% have some cloud hosting for their finance

software


10 reasons to move your business into the cloudFrom increased flexibility to reduced costs, this guide will help you realise the benefits of cloud computing


1. timeThe number of remote workers is estimated to be 1.3 billion and rising. We are seeing a radical shift in the way people work as they integrate their work lives with their personal lives.

Cloud computing is fuelling and facilitating this change. It lets you work anywhere, at anytime and still say in touch and up-to-date with your team and your business.

2. a powerful way to rebalance your work and personal lifeIt’s your access that travels, not your data. Nearly 1,000 laptops are lost every week at Heathrow, and almost two-thirds of those have nothing to protect the confidential data stored

on them. Being able to work on the go is crucial, but a major data

breach could cripple your small business.

3. lower hardware costs Building IT systems in-house means a big capital spend on

hardware, high energy bills and the need

for technical support and floor space to put

everything. Cloud software requires no hardware, just an

internet connection.

“Cloud software

requires no hardware, just

an internet connection”

4. location agnostic No on-premise hardware means no geographic restrictions for your business. This can increase your potential customer base and dramatically reduce operational running costs.

Cloud computing also enables real-time collaboration and messaging, so some small businesses can even go office-free, further cutting overheads.

5. scalability As you are no longer reliant on the limits of your own hardware (or hardware budget), it is also easier to expand your IT at the same rate as your business needs it to, with no lag or investment risk.

6. simplicity Jargon-free, one-click functionality is what we have come to expect from technology in our personal lives, and business applications know that to be successful they have to provide the same instant, intuitive interface.

Most business cloud applications are built to look and function in a similar way to common consumer services and sites, which means training for these tools is minimal. Many services can also interact with each other so you can automate your processes.

7. Better for compliance All businesses are subject to various forms of compliance, such as data protection regulations, employment law and, of course, tax returns. Regular changes in legislation make it hard to stay up-to-date and often impose painful changes in working practises.

With cloud computing, any changes that are required by law can be built into the software in real time by the service provider, so they are ready for you to use the next time you log in to the application. It’s one less thing to worry about.


8. glitches fixed quickly With a traditional software licence, you usually have to wait a year for any upgrades or fixes, making do in the meantime. When the new version is released you have to pay for it, go through the pain of installing it and learn what’s new.

When you log on to a cloud application through your browser you are always accessing the most up-to-date version of that software. This means service providers are constantly able to improve and upgrade it, and you don’t have to do a thing.

9. the freedom to change Often with cloud services there is no installation and no capital outlay. This means, if a service is no longer right for your business, or you want to try something new, you can simply cancel your subscription and move elsewhere.

Cloud gives you the flexibility to always do what’s best for your business and to beta test new ways of working. It also means service providers know they have to work harder to keep your business, so you benefit from better service.

10. access to the unimaginable As little as five or 10 years ago, Customer Relationship Management (CRM) software, project management tools, shared data and synchronised accounting applications were all well out of the reach of small businesses.

Now there is almost no business function that someone has not built a cloud application for. Small businesses have access to the kind of functionality that allows them to realistically compete with larger competitors and build their businesses better.



Safe and sound We address the questions surrounding the security and reliability of the cloud


Some people worry about the security of cloud computing. It can be very unnerving letting your data go outside the office walls, let alone your firewalls, but actually, cloud computing keeps your data safer.

Cloud providers have much greater resources to invest in virtual and physical security. Their entire business model depends on keeping the infrastructure up and running and secure; it’s their day job.

Take Google for example; there is no way for a small business to match the scale and

sophistication of hardware that Google has at its

disposal to keep your information safe

and available to you. This means secure physical facilities, and encrypted and protected virtual data.

You can also choose to use

well-known and established

providers.

For example, over 830,000 UK businesses use

Sage software and one in three people in the UK are paid using Sage payroll software, making them a brand you can trust when it comes to the cloud.

We know how important security

is for your business.At Sage we work

with trusted industry specialists to ensure that

your data is protected, so you can sleep soundly at night.

choosing a cloud computing service Don’t have your head in the clouds: What you need to consider before implementing cloud computing in your business



There are a number of useful cloud computing apps available to start-ups and small businesses, including:

• Payroll software

• Sales tools

• Office software

• HR software

• Collaborative working tools

• Customer relationship management (CRM) software

However, it’s important to remember that there are big differences in the cloud offerings out there, both in terms of service and price.

When you’re deciding on which cloud services to go for, you should consider the following five issues before implementing cloud computing in your start-up:

1. scalabilityAs your start-up grows, it’s likely that your cloud requirements will grow too. You’ll need to determine how well the cloud service can scale up. For instance, if you’re considering a cloud-based payroll service, you’ll need to make sure that it can handle growth in staff numbers.

2. Business continuityYou should find out about data availability and how often you’ll be able to use the cloud service. In the event of service downtime, a security breach or loss of data, how will your business continue to operate? What service availability guarantees can the provider give?

3. pricingCost is an important factor for all start-ups and small businesses but you should make sure you don’t just go for the cheapest option available. Shop around and make sure you understand what you want from your cloud service.

4. securityOne of the most important considerations; you should ask the cloud service provider what measures they have in place to ensure your data is secure – even if there is a service level agreement in place. What level of responsibility will the cloud service provider take for any data loss? What are the legal obligations for your data?

5. flexibilityYou’ll need to make sure that you can use your cloud service optimally. Check whether it works across all browser environments including mobile and tablets. You should also think about your contract terms with the cloud service – What are your legal obligations if, for some reason, you want to end the contract early?

As with all suppliers, you should do your research to find the provider most suited to your business requirements. Ask other start-ups and carry out research online to ensure that the provider you choose is reputable.


“Check whether it works across

all browser environments

including mobile and tablets”


Take a look at cloud based software from Sage Find out how you can grow your start-up using Sage’s easy-to-use cloud applications

Whether you’re new to Sage, or have been working with our products for years, switching to one of our cloud solutions will give you the freedom and flexibility to access your software on the move.

By hosting data in the cloud and using mobile apps, Sage offers the benefits of stable, reliable desktop software and the flexibility of linking your data in the cloud.

From an easy to use cloud application like Sage One, to desktop solutions with cloud functionality such as Sage Instant Accounts and Sage 50 Accounts, you can now manage your accounts, pay your suppliers and maintain your customer relationships online using our powerful, intuitive and secure cloud. And for more advanced products, Sage 200 Extra Online can provide a cloud-based business management solution for growing businesses who need more than just accounts software.

For more information about Sage cloud solutions, visit shop.sage.co.uk/accountssoftware.aspx

Sage one


Sage One is designed for start-ups and small and micro business owners who are new to accounts and payroll or just want a simple, low-cost solution.

“The simple user face and handy video

tutorials make it easy to get to grips with, and by dealing

with accounts on the go, it actually frees up time

in the long run.”

nikki gilliland from myVoucherCodes.co.uk


As your business grows, you can upgrade your Sage One service to cope with the number of employees. It’s also always up-to-date with the latest legislation meaning you don’t have to pay any extra for it, or go through the pain of installing it and learning what’s new.

reasons to choose sage oneTake accounting for example:

• Easy-to-use – meaning you spend less time doing your accounts and payroll and more time making sales and growing your business.

• Secure access anywhere and anytime using an internet-enabled device.

• Quickly raise invoices, which are then logged automatically on your accounting software and backed up on Google Drive.

• Use your smartphone to manage your contacts and raise invoices on the go using the Sage One mobile app.

• Talk with your bookkeeper or accountant on a live Google+ Hangout about your

cash flow forecast while viewing and collaborating on the same

information in Sage One.

If you’re interested to find out more, visit shop.sage.co.uk/ accountssoftware.aspx

“Since I started using Sage One I’ve saved a lot of time and hassle, I have an instant summary of my income and expenses and can see which invoices are

overdue which is really useful for a small business.”

flemming arnott of flemming arnott

Web design

http://www.shop.sage.co.uk/accountssoftware.aspx


Sage instant accounts with Sage drive


Sage Instant Accounts is easy-to-use, simple accounts software that’s perfect for new or small businesses. It has all the features you’d expect from the market-leading accounts software including cash flow, VAT and invoicing and by integrating with Sage Drive it gives you access to your accounts on the move through the cloud.


reasons to choose sage Instant accounts with sage drive• Easy to use software for small

businesses.

• Get up and running in a few simple steps.

• Get valuable insight to run your business from anywhere, all you need is an internet connection.

• Give your accountant instant access to your accounts.

• View key business data on the move from your smartphone with Sage 50 Accounts Tracker App

For more information about Sage cloud solutions, visit shop.sage.co.uk/accountssoftware.aspx

“It has all the features you’d expect

from the market-leading accounts

software”



Sage 50 accounts with Sage drive


Sage 50 Accounts is powerful desktop accounting software for small to medium sized businesses, allowing you to manage your finances as your business grows and make better informed business decisions.

“Sage Drive has allowed me to use Sage 50

Accounts during the day on my laptop and the ability

to access up-to-date data instead of having to back

up manually.”

gary hayles, h & m electrics


Its integration with Sage Drive provides the additional benefit of online sharing with your

colleagues and accountant via the cloud, as well as the option to add useful mobile apps so

you can stay connected whether you’re on a train, homeworking or out

meeting clients.

reasons to choose sage 50 accounts with sage drive • Straightforward and powerful

accounting solution for small businesses with the ability to scale as

your business grows.

• Connect multiple users to your data.

• Ideal for home workers, or colleagues on the move with instant access anywhere in the world.

• Seamlessly work with your accountant in real-time.

• View key business data on the move from your smartphone with Sage 50 Accounts Tracker App.

• Process sales on the move from your tablet with Sage 50 Accounts Mobile Sales App.

If you’re interested to find out more, visit shop.sage.co.uk/accountssoftware.aspx

“Far better control of what is happening when away from the office and

increased efficiency when mobile.”

andrew lewis, market enterprise


Sage 200 extra online


Sage 200 Extra Online is a powerful cloud-based business management solution for growing businesses, that’s more than just accounts software. The flexibility of Sage 200 Extra Online means it can cater for businesses from 10 to 200 employees and up to £50m turnover across all business sectors.

“Using Sage 200 Extra Online is more modern.

Going to the cloud is just a natural progression,

keeping up with technology… It’s the way to go.”

russell Boldock, accounts manager,

eCs


Businesses are now moving to the cloud to take advantage of the reduced

investment required and to give them flexibility to pay monthly. This is why

we’ve designed our next generation of online products to give you more freedom to run your business online.

reasons to choose

sage 200 extra online • Online solution for all processes

and customisable to meet business needs.

• Improve staff flexibility and facilitate remote working any time and anywhere.

• Share data across your organisation.

• Integrate with your business applications.

• Securely deliver your software in conjunction with Microsoft.

• Automated data backups as standard.

• Guarantee 24-7 availability.

If you’d like to find out more, visit sage.co.uk/sage200extraonline or contact your business partner.

“After going live with Sage 200 Extra Online,

everything went as planned. We had about half a day’s training and the features were very familiar to the

ones we’d used before, so it was pretty straightforward.”

russell Boldock, accounts manager,

eCs

http://www.sage.co.uk/sage200extraonline

http://www.sage.co.uk/sage200extraonline

Sage X3


Sage X3 takes the complexity out of running your business. It simplifies every part of your operation, leaving you lean and ready for whatever comes next, wherever you are in the world. With Sage X3, you are choosing the next generation business management solution for your enterprise to grow faster and run an agile organisation.

“With Sage X3 I can sit here at my desk in

Minnesota, quote a customer in Germany, and send off that

quote in German with the amount in Euros. Even better, I

can perform that same task, just as effectively, from my iPad at

the coffee shop.”

John Babcock, Vice president of finance,

satellite Industries


Sage X3 offers powerful functionality that can be configured to meet your unique

way of doing business. It’s flexible data model supports complex

organisational deployment and reporting structures, simplifying management across multiple facilities, companies or business units, regions and countries from a common installed instance of the solution.

reasons to choose sage X3:

• Manage all of your core business processes locally and internationally.

• Real-time insight into all cost and operational performance.

• Accelerated collaboration and reporting.

• Your choice – deploy it in public or private cloud or on-premise.

• Easily scalable – quickly adapts to your changing needs and grows with your business.

If you’d like to find out more, visit sagex3.com or contact your business partner.

For more free business advice, visit sage.co.uk/

business-advice

http://www.sagex3.com

http://www.sage.co.uk/business-advice

http://www.sage.co.uk/business-advice

Save 192 hours per year on financial administration with Sage one*

eliminate paperwork and time consuming financial tasks

seamless integration with your online bank account

log your receipts by simply taking a photo on your iphone

Visit Sageone.com or contact us on 0845 111 66 11 today!

free 30 day trial

*IDC Sage Study, September 2015

http://uk.sageone.com/start/?utm_source=ebook1&utm_medium=ebook1&utm_campaign=Startups

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start-up 101 Cloud teChnology to make your start-up fly · 7 start-up 101: Cloud teChnology to make your start-up fly how the magic happens The most common form of cloud computing