The work behind “free”
- Server: a VPS or cloud machine, sized for your users, with monitoring.
- Backups: a schedule, off-site copies and, importantly, a tested restore.
- Security: HTTPS certificates, OS and application patches, and access control.
- Upgrades: moving to new ERPNext versions without breaking your customisations.
- India compliance: GST, e-invoice and e-way bill features come from a separate open-source app that has to be kept in step with GST rule changes.
- Support: someone to call when it is slow or down on month-end, and someone who knows ERPNext.
Three ways to run it
| Option | Fits when | Watch for |
|---|---|---|
| Self-hosted on your own server | You have an IT person or partner and want full control or heavy customisation | Time spent on patching, backups and upgrades, and a single person who knows the setup |
| Vendor-managed ERPNext cloud | You want a managed service from the framework’s own vendor | Pricing and plans in your currency, India GST support and migration help, and data location |
| Managed ERPNext from an Indian provider | You want hosting, daily backups, updates and India GST compliance bundled at a flat monthly price | What is included in the price, user limits, and your exit and export rights |
A cost model with your own numbers
Add up the hours, not just the invoice. These are assumptions to replace. If someone spends 4 hours a month on patching, backup checks and small fixes at an internal cost of ₹1,000 an hour, that is ₹4,000 a month before the server bill, and before the cost of an outage on a month-end day. Compare the total with a flat managed plan. WebSoftOS plans are ₹999, ₹1,999 and ₹2,500 per site per month excluding GST, including hosting, daily backups, HTTPS and your own domain. See pricing.
When self-hosting is the right call
You have in-house technical staff or a trusted partner, a requirement for custom development, data-residency rules that need your own infrastructure, or a scale where a dedicated server is cheaper. For a small business whose main aim is GST billing, inventory and accounts, the hosting work is usually not where you want to spend your time.
Questions for any ERPNext host
- Who patches the server and the application, and how fast?
- Where are backups stored, how often, and has a restore been tested?
- Who keeps the GST and e-invoice features updated when rules change?
- Can I use my own domain, and can I add users and companies?
- What are the user and company limits on my plan?
- Can I export my full data and leave?
- Can you migrate my data from Tally, Busy or Marg?
Next step
See SME ERP for what is included, compare it with Tally in the Tally alternative page, and read when you have outgrown desktop accounting.
Frequently asked questions
Is ERPNext really free?
The software is open source and free to download, but running it costs time and money: server, backups, security, upgrades and India GST compliance. A managed host bundles these into a monthly fee.
Where can I get hosted ERPNext in India with GST compliance?
WebSoftOS provides managed, hosted ERPNext for Indian businesses with GST e-invoice and e-way bill, daily backups and migration from Tally, Busy or Marg, from ₹999 per month.
Can I move my self-hosted ERPNext to a managed host later?
Usually yes, but check version and custom-app compatibility before you commit. Ask a prospective host how they handle migrations.
Practical, India-specific guides from the team behind WebSoftOS cloud ERP, by Ridhi Technologies, Zirakpur, Punjab.