Small business server setup
Posted by macieqq@reddit | sysadmin | View on Reddit | 46 comments
Hi. I am a small business owner with up to 10 employees and 4 total stores located in different cities. Up until now we have been working locally in each store but we are now about to switch to a different ERP so given the opportunity, I figured we could also sort out the server side of things.
My idea is to get a dedicated server from one of the provides like ovh or hetzner and do the following - setup proxmox with 2 windows server VMs (1 for erp db so that we have one centralized db instead of 4 separate ones and second VM for rdp clients) and 1 VM with nextcloud for storing company files. What I wanted to do is setup local PCs in a way that they log into RDP straight away when turning them on so that every employee works directly on the second VM where ERP's client is located. The reason for that is I want to mitigate PC failures in the stores and also having each employee saving files locally drives me crazy.
I am not a professional by any means, it's just a side project for me and we are going to continue working as we are now until new solution is rock solid so it's not like we are going to have a downtime in our business.
I just wanted to ask for your evaluation if such idea even makes sense. Any advices are highly appreciated! Thanks!
mat-ferland@reddit
If this is a side project and the business depends on it, I would not DIY the whole stack. Centralizing the ERP and desktops can work, but one weak design choice turns all 4 stores into one outage.
anonymousITCoward@reddit
Are you able to support that infrastructure?
If not hire an MSP... or your own tech. Running a thin client like Wyse is ok, and a great idea at first but it's not a magic bullet to resolve PC failures on the client side. And if you think users saving files locally is a pain, await till you have to deal with space issues on your RDP server because they're saving junk there...
All that said, you may be over engineering a solution to something that planning and policy can resolve.
macieqq@reddit (OP)
You might be right, I am just thinking out loud. I was also considering working with local PCs and just having ERP client on the server side. Not sure what would be a better option.
theodorep63@reddit
Hello
Usually, client/server model is more robust and fast. In that model, only data are "traveling". Not screens. If your ERP supports it, go for it. I believe you have to first check it and then decide.
macieqq@reddit (OP)
Yes, it does support it. My only concern is that one of our locations has very poor network connection as it's located in the middle of no where with no proper infrastructure and bad reception for mobile network. I hope it will be fast enough though \^\^
Ummgh23@reddit
If it isn‘t fast enough for that it won't be fast enough for rdp either
MushyBeees@reddit
This is utter nonsense.
You can build low bandwidth optimised Remote Desktop infrastructure that runs fine on typically as little as 10 KBs per user. It’s the latency that affects it more.
However the bandwidth requirements of a legacy fat client ERP solution absolutely dwarf this, requesting multiple MB per action. And is even more so affected by latency.
WORKackWORK@reddit
starlink perhaps?
xMcRaemanx@reddit
One big caution for using an erp over a VPN connection is it's often got latency issues, so I think using RDP and running it remotely is likely to be the best performance, unless you go to a cloud based ERP which would be even better and may avoid the costs of needing technical support.
anonymousITCoward@reddit
If your ERP can be installed in a client/server configuration I would definitely do that... something I didn't mention before, an after thought, is the RDP licensing, and the associated licenses, is going to cost a penny or three.
Ecstatic-Hat-3377@reddit
Good concept more or less. Centralizing everything on a dedicated server is the right call for your business' co-locations. One thing worth thinking through early is how you'll handle the secure connectivity between stores and the server. That piece tends to catch people off guard trying to orchestrate securely. What country are your stores in? Do you have an IT contact in your corner, or are you the "guy"?
chickibumbum_byomde@reddit
i second that too, centralizing makes sense.
The tricky part is though secure connectivity between stores and the server. That’s where most problems usulally happen. use a VPN and keep it simple, especially if you’re the only IT person.
macieqq@reddit (OP)
We were thinking about setting up wireguard for that.
Ecstatic-Hat-3377@reddit
nice, wireGuard is the right call imo. Are you planning to self-host server or use a managed service? That decision tends to shape a lot of the rest of the setup.
macieqq@reddit (OP)
I was thinking about self hosted at first but I will most likely end up with managed, I have enough on my plate as it is ;)
Ecstatic-Hat-3377@reddit
Makes sense, managed is probably the way to go once you factor in time/maintenance.
I’ve been leaning on setups where each location/server just lives on a private network together so users don’t really have to think about connecting whatsoever, it just works like they’re on the same LAN.
Makes life a lot easier if you’re trying to keep things low-maintenance, especially with multiple sites.
chickibumbum_byomde@reddit
Sure it makes sense, centralizing everything and using RDP to keep stores simple also pretty common approach.
But...it's risky, isn’t the setup itself, it’s reliability and complexity. Running your own stack with Proxmox, Windows Server, database, and file storage means you’re also responsible for backups, security, updates, and downtime. If that single server or connection has issues, all stores feel it immediately.
If you go this route, keep it simple and focus heavily on backups and monitoring (cant stress this enough). Even runnig a similiar setup, homelab though, and currently monitoring everything necessary and relevant using checkmk, dockerized that is, i get notified when sth is off. So yes, it’s a valid approach, just be aware you’re trading flexibility for responsibility.
Pristine_Curve@reddit
The thing to keep in mind with complex systems, and IT designs specifically. It is more difficult to troubleshoot a system than it is to build one. If you build something at the highest level of your technical ability, you will not necessarily have the ability to fix it when it breaks. What happens when the server you've built misses an update and is cryptolocked?
There isn't enough detail about your environment and its constraints to make an evaluation, but I bet you would get further with smaller steps to improve the environment.
Do you use a standardized build for your endpoints?
Do you have a lifecycle for hardware?
Is software is loaded in the same repeatable fashion?
anamul511@reddit
Your idea actually makes sense and many small companies run setups like this. A centralized server with VMs for ERP, RDP access, and file storage can simplify management and prevent issues with local PCs failing or employees saving files locally. Just make sure you plan for regular backups, good network connectivity between stores, and enough RAM/CPU for multiple RDP users.
You don’t necessarily need a full dedicated server either a VDS can sometimes be more cost-effective while still giving dedicated resources for VMs. For example, providers like Kainode offer VDS plans that could handle this kind of setup for a small team.
Ambitious-Soft-2651@reddit
Your idea makes sense and a lot of small businesses do something similar, but running everything on a single dedicated server can become a single point of failure. If that server goes down, all stores are stuck, so you’ll want solid backups and maybe consider a second node or cloud fallback.
Using something like Proxmox VE with RDP and centralized ERP is totally doable, just make sure your internet at each store is stable since everything depends on it. You might also want to look at a provider like InterServer or similar for reliable infra if you’re balancing cost and uptime.
SudoZenWizz@reddit
Nextcloud vm for files is good idea, i'm also using it personally and also at work. ERP has it's own requirements, you should ask the vendor for exact requirements based on your volume.
For the RDP part goes tricky: Don't leave it directly from internet, will be hacked soon. Better have a wireguard VPN to the network where your servers are and access via private ip.
Since this is for stores, it's very important to add monitoring for all servers and services or clients will wait when things are not working. OVH/Hetzner are ok, be careful in any way to have hardware RAID and not software raid (been there, lost systems due to software raid). Backup is very important.
For monitoring i can recommend using checkmk, as partner we are using for all our customers in infrastructures.
EnDR91-EC@reddit
SQL Managed instance with AVD? One db, 2 session hosts should be more than enough. I would say talk to an msp.
man__i__love__frogs@reddit
Not a managed instance. Just Azure SQL database(s). Managed instance is only if you need full SQL Server functionality like cross db queries, sql server agent, service broker, etc... 1:1 feature parity with on-prem SQL Server.
And yes, talk to a MSP that works with Nerdio for AVD. You can do Entra only AVD and an AzureSQL db. If you're 9-5, both of these can shut down outside of business hours. If your hours are longer and weekends, you can just reserve the session host(s) instance and computer for the AzureSQL (or do DTU pricing).
INSPECTOR99@reddit
As for a "beginning" yes get an MSP to flesh out the technology criteria, plan the structure, plan and DO the installation, advise and monitor the system for 12 months, then /OP can maintain from there. This with VALID 1.2..3... back up tested and followed religiously. :-)
Mehere_64@reddit
Skip promox, just use windows server 2022 or 2025 for the physical OS. Can be standard edition. CPU for physical server should be 16 cores. This allows you to run 2 VMs per licensing pack
Setup hyper-v and build out
RD Session Host - research how to setup in a work group.
Your file server/ERP DB host
WYSE thin clients can work.
Look into mapping drives for shares off the file server.
Do vpn tunnels from each office to where server is located
You also need to take into consideration of backup infrastructure if you have not done so already.
Just because you have been "managing" this for the past 15 years and it has been working, there is still a benefit of bringing in outside help that do this sort of work for a living.
Think of it this way, how much time do you think it will take you? Say 8 hours. So you are dedicated to spending 8 hours doing just this and not being able to focus on running your business. If you find after 8 hours you still don't have things setup right for it to work, then there is more lost time.
Ummgh23@reddit
Oh god no don't use Hyper-V
Mehere_64@reddit
I based using hyper-v since the OP supports the environment but stated not a professional and it is a side thing for OP.
macieqq@reddit (OP)
I have this idea at the beginning, to use windows server straight away but the reason I want to include proxmox is to take care of backups/snapshots for easy db restoration and migration to another servers if that would be ever necessary.
DWC-1@reddit
Avoid this approach; it will be expensive. You’ll need software licenses, a Firewall/VPN solution (e.g., Fortigate with FortiClient), and additional network/server hardware. You’ll even need RDP licenses now because Micro$oft charges for features that used to be standard.
An easier solution would be to add a QNAP NAS to each location to serve as a data backup and file server. These units can even host VMs. The features of the QNAP OS are impressive and are included without additional licensing costs.
Look into QNAP solutions. It should only cost a few grand to get set up. However, you must be extremely careful with security.
While QNAP is feature-rich, it has a history of major security vulnerabilities and ransomware attacks (like DeadBolt and Qlocker). Recent alerts as of early 2026 have identified critical flaws that could allow remote code execution or unauthorized access.
To keep this setup professional and safe:
Humpaaa@reddit
Can you support these servers?
Since you are not a professional, you surely do not want your business to depend on a system you can't support, right? So you'll hire an IT guy, or go to a MSP?
macieqq@reddit (OP)
I've been taking care of our local 'infrastructure' for the past 15 years and it works. I know servers are different but I think I'll manage to a degree needed by the company. I mean we are not a huge enterprise so we don't need all the bells and whistles. Updates, backups, what else do we REALLY need?
40513786934@reddit
some kind of DR plan for when you inevitably get ransonwared
Ummgh23@reddit
Network Security, meet regulations that may apply, Working and REGULARLY TESTED backups stored in a way so they are safe if you get hit with something like ransomware, etc. etc.
theoriginalharbinger@reddit
And if you ever want to go on vacation, somebody else knowledgeable and responsible for maintaining them.
prxy-com@reddit
Security.
ethanjscott@reddit
Nextcloud is not a lot of fun to setup right. It took my third attempt to do it right. My advice is a cloudflare tunnel and operate it like a real cloud.
The disk space requirements for both will be interesting. I would have at least 4 tbs of storage. Don’t forget to have a good understanding of your restore from backup procedures. If your vms provider is lacking there are always third parties.
I’m a pretty big do it yourself guy, but I would make some kinda contact with someone who can bail you out in a tough spot.
I also agree a sas product would be your best bang for your buck until your over 50 people.
stufforstuff@reddit
Nextcloud is no where near ready at being production quality. It's endless problems and work arounds. Huge risk if you store production data on it.
beren0073@reddit
Save yourself time and money. Outsource IT and focus your energy on growing your business.
spantosh@reddit
Yes, the idea makes sense and is commonly used for small multi-site businesses.
But a few key points:
Main risks:
Important:
Overall: solid idea, but needs cleaner separation + strong backup/failover planning to be reliable in real business use.
macieqq@reddit (OP)
Internet outages are sorted on our end as we plan to use a dual-wan routers in each store with sim cards as a backup. Then again, there's always network on the server provider's end but I believe that shouldn't be of an issue.
WS/RDS licensing is clear.
Server going down is indeed a key challenge here. Got some thinking to do on this one.
DiligentPhotographer@reddit
I would hire a consultant. But here is what I personally would do.
Buy a server with enough ram/memory to run a few VMs.
1 VM for DC, 1 for File Server, 1 for the app and 1 for remote desktop services
Set up remote apps so the app appears native on the end user systems.
Buy a 2nd server to cluster with for HA or get something like datto BCDR that backs up your servers and allows you to spin them up on the appliance.
Fresh-Basket9174@reddit
This solution in no way mitigates PC failures if you are still using PCs. It may minimize the ability of users to make changes, but PCs will still need updates, still need maintenance, still need trouble shooting when things go wrong. Preventing users from storing locally is a policy setting and not solved by having them RDP into a remoe server.
Do you have need to print locally and if so how are you handling that? Do you have contingency plans for when connectivity goes down to keep the business running? With 4 standalone setups 3 can run if one goes down. With a remote server, if connectivity to that location goes down, no one can do business.
With a supported SaaS system you often have a local instance that will keep things running if the hosted platform is unavailable.
Backups are critical, as is testing the ability to restore. Having on prem and offsite backups that are locked to prevent ransomware from destroying them is vital.
What is your failover plan for when the proxmox host goes down?
I admire outside the box thinking and getting creative solutions. But understand this is someones livelihood. These ten people rely on this to make a living. Are you truly comfortable enough with your abilities to suggest a homegrown solution?
Things you have to consider
1 - If you get hit by a bus tomorrow, can someone step in and keep things running?
2 - If you foget to secure a port on the proxmox box and the company gets hit with ransomware, do you have insurance to cover the losses?
3 - Can you be available 24x7, even on vacation to support a home grown, non-standard solution?
4 - When you support a business, you have to take your ego and abilities out of the thought process. Proposing something that you "can make work" to save them money is a bad way to look at it. You need to propose a solution that will keep them up and running as close to 100% as possible and be able to be supported if you are not available.
Cost is always an issue, but when it comes to running a business, taking the cheapest path is rarely the best one.
ymmv
MushyBeees@reddit
Why are you not just switching to a SaaS ERP solution and taking away all this unnecessary cost/complexity?
macieqq@reddit (OP)
I would love to but we are in a specialized industry with very limited options. Unfortunately there is no such saas solution in our country.
MushyBeees@reddit
I’m not convinced - the main benefit of commercial ERP solutions is that they can be built and customised to fit nearly any requirement. But, it’s your call. You’re committing to maybe $600-1000 a month to do this responsibly.
macieqq@reddit (OP)
I have done my research, believe me. There are only a handful of providers specialized in this industry and none of them offer saas solutions. I have been in contact with other known providers who said they can adapt but after a few meetings with their 'specialists' one could tell they have really no idea.