How to properly migrate accounting from a local environment to the cloud?

Ukrainian businesses increasingly need to move to the cloud - especially when it comes to such an important aspect as accounting. Why? Local solutions are subject to serious risks: equipment failure, viruses, lack of backup and limited access to data, we are not even talking about war and arrivals at any moment - all this can result in serious losses for business, and managing these risks is becoming much more expensive than transferring the entire local IT infrastructure to the cloud, much cheaper.

That's why, virtual server (VPS) — is a reliable and flexible cloud solution that allows you to store and process accounting data in a secure location. Thanks to VPS, a business gets constant access to the accounting system from anywhere in the world, information protection, automatic backup and technical stability.

But the question arises, how to safely and correctly migrate to the cloud from a local environment, so as not to lose any data, configurations, without downtime, and simply not to lose important data.

How to properly prepare for migration?

Before migrating accounting and other business applications to the cloud, it is important to conduct thorough preparation. A competent approach at this stage helps to avoid downtime, data transfer errors, and failures in the operation of key systems.

Audit of current IT infrastructure

The first step is to determine what exactly we plan to transfer. Usually, we send accounting programs (1C or BAS), CRM, office applications, and electronic document exchange services (MEDoc) to the cloud.

By the way, you can find out how to switch from 1C to BAS Here.

Resource assessment and timing

It is important to ask the right questions in advance:

• How many users will work with the cloud solution?

• What volumes of data need to be transferred?

• What is the speed of your internet connection?

Migrating your entire database to the cloud can take a significant amount of time, especially on slow connections. To avoid disruptions, plan your migration for periods of low business activity, such as after-hours or weekends.

Preparation of programs and accesses

Before we begin migrations need to:

• Check availability licenses, installation files and current versions accounting programs.

• Do full data backup and check its integrity.

• Prepare everything digital signature keys, login data for banks, email, MEDoc and other important systems.

• Check availability backup copies of configurations.

Here is an example of a case of correct migration:

One of our clients decided to move her accounting in the cloudThe work process was built on the basis of 1C, MEDoc, CRM system.

First, we conducted an audit: we looked at what programs were used, how many employees worked with them, whether everything was updated and whether there were the necessary licenses and electronic signatures. Then we clarified the amount of information that needed to be transferred to the cloud and measured the speed of the Internet channel. It turned out that copying would take a lot of time - migration always occurs at night so as not to interfere with business during the main business hours.

Before the migration itself, we updated all the programs, made backup copies and checked that everything works correctly. On our side, we configured the virtual server in advance for the needs of the business: the required configuration, installed programs.

The move was arranged on a day off so as not to interrupt the work process. On Monday, all employees began working calmly in the new cloud environment - with the same functionality, but without dependence on one computer and with access from anywhere.

This approach has shown that migration can proceed smoothly and without losses, and most importantly, free of charge for the client, if everything is thought out in advance.

How did we choose a server to migrate to the cloud?

Once it becomes clear that the company is truly ready to move to the cloud, the next important step is to choose the right server configuration. Here you can’t just take “something in between” - everything depends on the number of employees, the types of programs and the amount of data they work with.

There were three users in this case: an accountant, a manager, and a customer service specialist. They all used 1C, MEDoc, worked with a bank and email. The tasks were typical for accounting - accounting, reporting, daily operational work. Based on this, we proposed BASE tariff - He fit the requirements perfectly.

The BASE tariff includes:
– 2 Intel processor cores
– 4 GB of RAM
– 60 GB on NVMe disk
– automatic backup for 7 days
– support of programs: MEDoc, Vchasno, bank-client, EDS

Such a server fully covers the needs of 2-3 users and ensures stable, fast operation of all necessary programs. In addition, the configuration allows for expansion: if necessary, the server can be scaled - add resources, connect more users.

Thus, the choice was made without overpaying, but with a margin of reliability and flexibility. This is important: not to take too much, but also not to limit yourself in the future.

How did we migrate data to the cloud?

Once the server has been selected and configured, it's time for the most important thing - transferring the entire accounting database and working environment. There is no need to rush here, so measure 7 times and then transfer.

First, we made a full backup copy of the local 1C database and other data. This is like insurance: even if something goes wrong, you can always roll back. We saved the copy on an external drive and in cloud storage to be on the safe side as much as possible.

Activated the virtual server, then took access to the archive with the database, installation files. On the virtual server installed 1C, MEDoc, configured access, users, checked the correctness of the keys.

When the server was fully ready, all three employees connected on Monday and tested the environment: generated a report, sent a document via MEDoc, made a payment via a bank. They checked everything, from access rights to the system response speed.

Possible mistakes and how to avoid them?

Moving your accounting to the cloud is a fairly resource-intensive process, and it’s easy to make mistakes that will later turn into unnecessary problems. We’ve collected the most common ones and will tell you how to avoid them.

One of the main mistakes is the lack of a database backup. Even if everything seems stable, you should always make a backup before any serious actions. Correctly written literally lost millions. This simple rule can save data in case of failures or unexpected errors.

The second mistake is choosing the wrong VPS configurationFor example, if there are three users, and the server is designed for one, there will be “smooth” operation, freezes and dissatisfaction of the entire team. It is better to immediately discuss the configuration with SIDATA technical support - they will suggest the best option for your needs.

Third, they forgot to transfer licenses, keys, certificates. Without them, neither 1C, nor MEDoc, nor the bank-client will work. To avoid rush and panic, it is better to make a list in advance: what needs to be transferred, checked, activated.

Also, people often forget to test the environment after setup.. Everything was transferred, everything started up — and off we went. And then it turns out that reports are not being generated or documents are not being sent. Therefore, a test drive is mandatory: log in under each user, perform typical operations, check electronic signatures and exchange with the bank.

Well, and perhaps the most unpleasant mistake is when they start working in parallel on the old one, and on the new system. This leads to data desynchronization, confusion in documents. Therefore, it is important: as soon as you are sure that everything works on the VPS, close the old system and work only in the cloud.

Migrating to the cloud is not scary

If you act step by step and carefully. The SIDATA team helps at every step: from server selection to full environment setup, and also performs migration in most cases for free! As a result, you get a modern, stable and secure environment for your accounting - without headaches and with support you can rely on.