If you've started shopping for workshop software, you've probably noticed options split into two camps: cloud-based systems you access through a browser, and desktop software you download and install on your computer. The sales pages all sound the same, but these are fundamentally different approaches to running your business.
This isn't about which is "better" - it's about which is right for your workshop, your team, and how you actually work. Let's cut through the marketing speak.
What We'll Cover
What is Cloud-Based Workshop Software?
Cloud software runs on servers managed by the software company. You access it through a web browser - Chrome, Safari, Edge, whatever you use. There's nothing to install on your computer.
When you log in, you're connecting to your data stored securely in a data centre. Any device with internet can access it: your workshop PC, your phone, your home laptop, a tablet on the shop floor.
How Cloud Software Works
- • Your data lives on secure servers (not your computer)
- • Access from any device with internet
- • Updates happen automatically - you always have the latest version
- • Backups are handled by the provider
- • Usually paid monthly (subscription model)
Examples of cloud workshop software include Hoist (that's us), Workshop Software, GaragePlug, and most modern systems built in the last 10 years.
What is Desktop Workshop Software?
Desktop software is a program you download and install on your computer, just like Microsoft Word or a game. The software and your data both live on that specific machine.
You typically buy a license upfront (often a significant one-time cost) and may pay extra for annual support or updates. The software runs locally, meaning it doesn't need internet to function once installed.
How Desktop Software Works
- • Software installed on your specific computer
- • Data stored locally on that machine
- • Works without internet (once installed)
- • You manage your own backups
- • Usually a large upfront cost + optional annual fees
Examples include older systems like WorkshopMate, some versions of Workshop Manager, and various legacy systems still running on Windows 7 machines across NZ.
Key Differences That Actually Matter
Marketing materials love to list features, but here's what actually affects your daily life running a workshop:
Access & Flexibility
| Scenario | Cloud | Desktop |
|---|---|---|
| Check jobs from home | Yes, any device | No (unless complex VPN setup) |
| Multiple users at once | Yes, built-in | Requires network version (extra cost) |
| Tech updates job on phone | Yes | No |
| Works during internet outage | No (or limited offline mode) | Yes |
| Main computer dies | Log in from another device, keep working | You're down until fixed/restored |
Data Safety & Backups
This is where the real risk lies, and it's worth understanding properly.
With cloud software: Your data is stored in secure data centres with redundant backups. If your computer catches fire tomorrow, you log in from a new device and everything's there. The software company handles all the backup infrastructure - it's literally their business model to keep your data safe.
With desktop software: Your data lives on your hard drive. Hard drives fail. Computers get stolen. Viruses happen. Ransomware encrypts everything. Unless you're religiously backing up to an external drive or cloud storage AND testing those backups regularly, you're one hardware failure away from losing years of customer records and business data.
The Backup Risk
Hard drives fail. It's not a question of if, but when. If your workshop data lives on a single computer without tested backups, you're at risk of losing years of customer history, vehicle records, and outstanding invoices.
With cloud software, your data exists in multiple locations with professional redundancy - that risk is managed for you.
Updates & Maintenance
Cloud: Updates happen automatically. You log in one morning and there's a new feature. The software company pushes changes to their servers, and you benefit immediately. No installation, no compatibility issues, no "update failed" messages.
Desktop: You need to download and install updates manually (or pay for annual maintenance that includes updates). This often means coordinating downtime, checking compatibility with your Windows version, and hoping the update doesn't break something. Many workshops run years-old versions because updating is a hassle.
Integrations
Modern cloud software connects to other services easily. NZTA vehicle lookups, Xero accounting, email services, SMS providers - these integrations are built in and just work.
Desktop software struggles here. Each integration requires separate configuration, and many older systems simply can't connect to modern services. You end up manually exporting/importing data between systems.
New Zealand-Specific Considerations
Internet Reliability
Let's address the elephant in the room: NZ internet isn't always perfect. If you're in a rural area with spotty connectivity, this matters.
However, the reality in 2025:
- • Most urban areas have reliable fibre or VDSL
- • 4G coverage is solid across most of NZ
- • Brief outages (15-30 mins) are rare, not daily occurrences
- • Mobile hotspot provides backup for critical moments
If your internet goes down for an hour, yes, you can't access cloud software. But honestly - when's the last time that happened? Compare that to the very real risk of hardware failure or data loss with desktop systems.
NZTA Integration
One massive advantage of modern cloud systems is instant NZTA rego lookups. Enter a number plate, get vehicle details automatically. This is particularly valuable in NZ where the NZTA database is comprehensive.
Desktop software typically can't do this, or requires clunky manual lookups through separate websites.
Xero (NZ's Standard)
Xero is the dominant accounting software in New Zealand. Cloud workshop software integrates with Xero seamlessly - invoices sync automatically, no double entry.
Desktop software usually requires exporting invoices as CSV files and importing them into Xero manually. It works, but it's tedious and error-prone.
Real Cost Comparison
This is where people often get confused. Let's break down the actual costs over time.
| Cost Factor | Desktop | Cloud |
|---|---|---|
| Upfront cost | Large license fee | None or minimal |
| Ongoing cost | Optional support fees | Monthly subscription |
| Updates | May require paid upgrades | Included |
| IT support | You manage (or pay IT) | Provider handles it |
| Backups | Your responsibility | Included |
| New computer | May need reinstall/relicense | Just log in |
Thinking About Total Cost
When comparing costs, factor in the full picture - not just the sticker price. Desktop software has upfront license fees plus ongoing maintenance, IT support, and backup costs. Cloud software has predictable monthly fees with everything included.
Do your own maths based on actual quotes from vendors you're considering. The monthly fee for cloud software can look more expensive at first glance, but often works out similar or cheaper when you include all the hidden costs of desktop systems.
Which is Right for Your Workshop?
Desktop Software Might Suit You If:
- • You're in a genuinely remote area with unreliable internet
- • You have existing desktop software that works well and migration is too painful
- • You're a single-person operation who never needs remote access
- • You have strong IT skills and maintain proper backup procedures
- • You prefer large upfront costs over ongoing subscriptions (accounting reasons)
Cloud Software is Probably Better If:
- • You want to check jobs from home or on your phone
- • You have multiple staff who need access
- • You want automatic backups without thinking about them
- • You use Xero and want seamless integration
- • You want NZTA rego lookups built in
- • You don't want to worry about updates or maintenance
- • You're starting fresh and want a modern system
The Industry Direction
It's worth noting: nearly all new workshop software is cloud-based. Desktop software is legacy technology at this point. Most desktop vendors have stopped major development and are essentially in maintenance mode.
If you buy desktop software today, you're buying into an approach that's being phased out across the industry. That's not necessarily wrong - some workshops will run the same desktop system for 20 years - but it's worth knowing.
The Bottom Line
For most New Zealand workshops in 2025, cloud-based software makes more sense. The flexibility, automatic backups, seamless integrations, and lower total cost outweigh the internet dependency concern.
Desktop software still has a place for very specific situations - genuinely rural locations, single-person operations with no need for remote access, or shops with existing systems that work perfectly.
If you're shopping for new software, try before you commit. Most cloud providers offer free trials. Install the software (or sign up for the cloud trial), use it for a couple of weeks with real work, and see what fits.
Try Hoist Free
We offer a 14-day free trial with full access to everything - cloud-based, works on any device, includes NZTA integration and Xero sync. No credit card required, no sales pressure. See if cloud works for your workshop.