Clouds for the self-employed and freelancers

Cloud services are an integral part of the modern working world. Thus, self-employed and freelancers also use a cloud for their work. We show why clouds bring many advantages for the self-employed and freelancers.

Why do freelancers need a cloud?

Outsourcing IT infrastructures is also attractive for freelancers due to advances in technology. Efficient computing and storage services ensure that freelancers can both save costs and increase their flexibility through cloud offerings. Cloud computing replaces in-house servers and cost-intensive IT structures such as virtual private networks (VPN). Users use the cloud without having to worry about maintaining their own servers and backup infrastructure. These tasks are in the hands of the respective cloud providers. They provide data security, install the latest software updates, and provide tools for the job.

Unlike a public cloud, a private cloud is only available for the operation of a specific customer. The public cloud offers high scaling effects and is therefore a low-cost alternative to in-house IT infrastructure. However, a company should carefully check how secure the stored data is from external access.

The private cloud is an adequate replacement for a company’s own IT infrastructure. However, the company or an IT service provider is still fully responsible for configuration, updates and security. Only the hardware, data centers and general IT infrastructure do not have to be dealt with by the customer. Cloud solutions for people working independently are generally differentiated into three service levels:

Cloud application options for individual entrepreneurs

A cloud application offers many features that are worthwhile for self-employed individuals and freelancers.

Clouds as online storage take over the function of a digital hard drive. Freelancers always have as much storage space available as needed. For freelance photographers and filmmakers in particular, this is an ideal option for securely storing large files such as photos and videos. They have encrypted access to their data in real time and across different end devices.

A cloud storage not only stores files, but also secures them through backup. All stored data is protected against damage caused by fire and water or break-ins. This is where cloud solutions like TeamDrive, with automated and regular backups and automatic restore times, offer a significant advantage over local hard drives and backups.

Being able to synchronize data and access it securely from anywhere in the world is another feature that is particularly efficient for sole proprietorships. People who are self-employed often do not have their own office because they work in coworking spaces or remotely. Therefore, they use mobile devices for secure access to the cloud, where data is synchronized and therefore up to date. This feature supports freelancers to work on projects and share data with partners and clients.

The advantages of a cloud for the self-employed and freelancers

Mobility and flexibility

Cloud storage can be used online via the Internet. This means that there is no need for locally installed software on the user’s own computer or special hardware. Online, users can access stored data in the cloud from anywhere. In this way, clouds promote mobile working, which is enormously important for self-employed people in particular. The availability of apps for smartphones or tablets even expands the use and application options.

Cost efficiency

One of the most important reasons for using cloud offerings is cost. In most cases, the service is billed on the basis of actual demand rather than a flat rate. This saves cash. In addition, clouds are mostly offered on a modular basis. Costs are only incurred for the functions that are actually useful for freelancers and facilitate the workflow. Other modules or functions can be added or cancelled at a later date. For this reason, clouds are ideal for freelancers, because other software solutions are often oversized or inadequate in comparison.

Cooperation and collaboration

Cloud computing simplifies collaboration with other companies. Some areas such as accounting or taxation can be outsourced. Cloud solutions are the basis for self-employed people to better collaborate with external service providers. Invoices or receipts are simply stored in the cloud and made available to the accounting department as downloads through password-protected links. Alternatively, freelancers can set up individual access rights for different cloud spaces and folders so that only authorized persons can access them.

Ease of use and service

Cloud services are easy to use and operation via the web interface is quick to learn. Providers such as TeamDrive provide clear menus and dashboards as well as numerous functional areas for this purpose. The structure and system of the cloud can be adapted to the respective business of the self-employed. Compared to cloud-based offerings such as Google Drive or Dropbox, service providers such as TeamDrive also score points with personal customer service.

Data protection, compliance requirements and encrypted data backup

Users of cloud solutions should always pay attention to the protection and security of their data. This is especially true when personal data is processed. In addition, compliance requirements exist that apply to every taxpayer. Companies are required to archive all invoices, offers and tax documents in an audit-proof manner. According to GoBD, there is a retention obligation of ten years.

This also applies to companies that consist of only one person. With a cloud, self-employed and freelancers often meet these requirements with suitable software more cheaply and easily than with their own servers. In order to protect sensitive data in a legally sound manner, a provider such as TeamDrive advises choosing cloud services whose servers are located in Germany. End-to-end encryption is also a feature of a good cloud solution. This means that all stored content meets the strict requirements of the European Data Protection Regulation (GDPR).

TeamDrive as a cloud solution for the self-employed and freelancers

The TeamDrive cloud starter package offers freelancers and one-person businesses all the benefits of cloud computing. They do not need their own server and benefit from end-to-end encryption that protects data from unauthorized access. The protection covers both stored files and data that is sent. TeamDrive creates automatic backups with Disaster Recovery, so that data loss due to ransomware or theft is excluded.

Thanks to a mobile app and encryption, TeamDrive’s service gives users secure access to data from anywhere without using a VPN connection. TeamDrive can be modularly adapted to individual needs with additional apps. Tools such as an Office 365 add-in, an Outlook add-in for Windows or SecureOffice apps for mobile devices are available for this purpose.

Freelancers can also design their own cloud by creating their own virtual data rooms and personal access rights. It is possible to invite external partners or customers to the secure data rooms via free guest licenses. Alternatively, a file can be accessed via an encrypted link sent to the recipient. This does not require separate TeamDrive access.

The Cloud Starter package includes 10 GB of storage space.

Costs: from 5.66 euros per user per month (with annual payment)