Moving to the cloud is no longer a choice but a necessity for modern businesses. Yet at Universal.cloud, we see many SMB organisations struggling with the question: *where do you start?* In this complete guide, you'll discover why cloud solutions are essential for SMBs, what options are available, what it costs, and how to make the right choice.
What exactly are cloud solutions?
Cloud solutions — also known as cloud services — are IT services delivered over the internet instead of locally on your own servers. This includes everything from email and file storage to complete business applications and virtual workspaces.
For SMBs, this means concretely: no more server rooms, no expensive hardware investments, and no IT administrator running updates in the evening. Everything is centrally managed, secured, and updated in the cloud.
The key benefits of cloud solutions for SMBs:
- No large upfront investments — pay only for what you use, per month per user
- Always up-to-date — automatic updates and security patches without downtime
- Accessible anywhere — work from any location with internet access, on any device
- Scalable — add users or scale down without hardware purchases
- Business continuity — automatic backups and disaster recovery built in
The four pillars of modern cloud services for SMBs
At Universal Cloud, we distinguish four essential cloud solutions for businesses. Together, they form a complete digital workplace combining productivity, security, communication, and intelligence.
1. Work Cloud — productivity in the cloud
The foundation for every modern SMB. With Microsoft 365, your team gets everything it needs:
- Microsoft Teams for chat, video meetings, and collaboration
- SharePoint for document management, intranets, and workflows
- OneDrive for secure file storage with 1 TB per user
- Microsoft 365 Copilot for AI-powered productivity — let AI summarise your emails, create presentations, and analyse data
Want to learn more about AI in your workspace? Discover our AI Cloud solutions.
In practice, we see that SMBs switching to Microsoft 365 can cancel an average of 2-3 tools (think Dropbox, Zoom, WeTransfer) because everything is integrated into one platform.
2. Secure Cloud — security as priority
Cyber threats are increasingly targeting SMBs. According to recent studies, nearly 1 in 5 SMBs fell victim to a cyber incident in 2025. With our Secure Cloud solutions, you protect your organisation:
- Identity management with Microsoft Entra ID — multi-factor authentication and conditional access
- Endpoint protection with Microsoft Defender for Business — protection for laptops, phones, and tablets
- Zero trust architecture — trust nothing, verify everything
- NIS2 compliance — meet the new European cybersecurity directive
- Cyber insurance — our security solutions can lower your cyber insurance premiums
Read more about NIS2 compliance and how you can save on your cyber insurance. Did you know that the Dutch government financially supports SMBs in improving their digital security through the Mijn Cyber Weerbare Zaak subsidy?
3. AI Cloud — intelligent automation
Artificial intelligence is no longer just for large enterprises. With cloud AI solutions, SMBs can also benefit:
- Microsoft 365 Copilot — your AI assistant in Word, Excel, PowerPoint, Outlook, and Teams
- Automation of repetitive tasks with Power Automate
- Smart customer service with AI chatbots via uWebChat
- Document processing — let AI automatically process invoices, contracts, and forms
- Data analysis — make better decisions based on AI insights from your business data
Discover uWebChat for smart customer service, or read how our customers use Copilot for research and data analysis.
4. Connect Cloud — seamless communication
Modern cloud telecommunications replaces your traditional PBX. With Connect Cloud, you get:
- Teams telephony — professional calling via Microsoft Teams with your own business number
- Contact centre solutions — inbound and outbound telephony with queue management
- Omnichannel communication — phone, chat, email, and social media in one platform
- Fixed and mobile integration — reachable at the office, on the go, and at home
Learn more about calling via Microsoft Teams or discover uWebChat Voice for professional contact centre management.
Why choose Microsoft Azure as your cloud platform?
Microsoft Azure is the most widely used cloud platform for European SMBs and offers:
- 99.99% uptime guarantee for business-critical applications
- Data centres in the Netherlands (West Europe and North Europe regions) for GDPR compliance and low latency
- Seamless integration with Microsoft 365, Dynamics 365, and Power Platform
- Enterprise-grade security with ISO 27001, SOC 2, and NEN 7510 certifications
- Hybrid capabilities — combine cloud with existing on-premises systems
Universal Cloud is a Microsoft Azure Solutions Partner for both Data & AI and Digital & App Innovation, meaning we have proven expertise in designing and managing Azure environments.
Comparing cloud solutions: what fits your SMB?
Not every SMB has the same needs. An overview of the most popular cloud packages:
| Need | Solution | Starting price |
|---|---|---|
| Email and office tools | Microsoft 365 Business Basic | ~€5.60/user/month |
| Complete workspace + security | Microsoft 365 Business Premium | ~€20/user/month |
| Business telephony via Teams | Teams Phone + Calling Plan | ~€10/user/month |
| AI productivity | Microsoft 365 Copilot | ~€28/user/month |
| Advanced security | Enterprise Mobility + Security | ~€10/user/month |
Check our current Microsoft 365 price list for the latest rates.
How do you start with cloud solutions?
Cloud migration doesn't have to be complex. At Universal Cloud, we follow a proven step-by-step plan:
- Inventory — what systems, applications, and data do you currently have? Where are your files and who uses what?
- Assessment — we analyse your current situation and advise which cloud solutions best fit your organisation, budget, and growth plans
- Migration planning — a phased approach or complete transition? We create a concrete project plan with timeline
- Implementation — our engineers handle the technical migration, from email and files to applications and telephony
- Training — your team learns to use the new tools effectively through hands-on sessions
- Management and optimisation — continuous monitoring, security updates, and licence management
All management runs through our customer portal where you have real-time visibility into your environment.
What do cloud solutions cost for SMBs?
A frequently asked question: what do cloud solutions cost? The answer depends on your specific needs, but typically you'll see:
- Lower total cost of ownership (TCO) — no hardware investments, no server management, no electricity costs for a server room
- Predictable monthly costs — fixed price per user per month, no surprises
- Scalable pricing — add users when you grow, scale down when needed
- Quick ROI — most SMBs recoup their investment within 6-12 months through higher productivity and lower operational costs
Example calculation: A company with 25 employees pays approximately €500 per month for a complete cloud workspace with Microsoft 365 Business Premium (email, Office apps, security, device management). Compare that with the costs of a private server (€5,000–€15,000 purchase, plus €200–€500/month management) and the choice is quickly made.
Frequently asked questions about cloud solutions for SMBs
Is the cloud secure enough for my business data? Yes, when properly configured. Microsoft Azure and Microsoft 365 offer enterprise-grade security that most SMBs could never achieve on their own. Think 24/7 monitoring, advanced threat detection, and automatic security updates. The key is proper configuration — and that's where we help.
What if the internet goes down? Microsoft 365 apps like Word, Excel, and Outlook also work offline. Changes are automatically synchronised once you're back online. For business-critical applications, we always recommend a redundant internet connection.
Can we migrate step by step? Absolutely. Most SMBs choose a phased approach: first email and files to the cloud, then telephony and applications. This minimises the impact on your daily operations.
What happens to our data if we switch to another provider? Your data always remains yours. With Microsoft 365, you can export your data at any time. There is no vendor lock-in at the data level.
What about GDPR and compliance? Microsoft Azure has data centres in the Netherlands and complies with all European privacy legislation. We help you set up data processing agreements and configure data residency settings.
Start your cloud transformation today
As a Microsoft Solutions Partner, Universal Cloud helps SMBs daily with their cloud journey. Whether you're just starting with cloud solutions or want to optimise your existing cloud environment — we're ready with personalised advice.
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Ready for the next step? Contact us for a no-obligation conversation about cloud possibilities for your organisation, or schedule a meeting directly.
