Unit 5: What should you demand from your technology provider?

If, after reading this module, you decide to hire someone to manage the server and the ERP for you (which is the most common and the most advisable thing to do), there are eight things you must demand. They are not technical whims: they are business requirements that protect your company.

1. Automatic and verified backups

That they are made every day, without anyone having to remember. And, just as important as making them, that someone tests them periodically. A backup that nobody has tried to restore is like a fire extinguisher that has never been checked: you find out it does not work at the worst possible moment. Remember the OVH case: backups in the same building are not real backups.

2. Secure connection (SSL/HTTPS)

The little green padlock that appears in the browser bar. Without it, your employees' passwords and your customers' data travel across the internet "in the open", like a postcard anyone can read. With SSL, they travel "in a sealed envelope", encrypted. In 2026, there is no excuse for not having this. It is free (with Let's Encrypt) and it is set up in minutes.

3. Minimum availability of 99.5%

This means the server can be down, at most, 44 hours a year. It seems like a lot, but bear in mind that this includes scheduled maintenance, updates and any unforeseen event. The key question you should ask: "If the system goes down on a Monday at 10 in the morning, how long before it is up and running again?"

4. Support with defined response times

It is not enough for them to say "we have support". Within how many hours do they respond? Is it in Spanish? What happens if the ERP is not working and you cannot invoice? All of this must be in writing before you sign, in a document called an SLA (Service Level Agreement).

5. Ownership of your data

Your data is yours. It seems obvious, but it is not always the case. If tomorrow you decide to change providers, you must be able to take your complete database and all the attached documents with you. Ask directly: "If I want to leave, will you give me a complete copy?" If the answer is not a resounding yes, look for another provider.

6. Real portability

Not only must you be able to take your data with you, but the system must be able to run somewhere else without depending on this provider. With Odoo Community Edition (free software), you can take your entire installation and move it to any server in the world. With SaaS, you are trapped on the provider's platform.

7. Location of the servers in the European Union

Ask where the servers are physically located. Not "in the cloud" (that is not an answer), but in which country, in which data centre. Ask for it in writing. For a Spanish SME, the ideal is servers in France, Germany or Spain, within the EU.

8. Predictable pricing

A flat monthly rate. No surprises. Not a "you pay for what you consume" model where the bill can double because there was a spike in traffic. You must be able to budget your IT cost to the euro, just as you budget the office rent.