Where does a custom system live, and what does it cost each month?
Unlike a website, a system needs a server that runs all the time. The options, a monthly budget guide, and who is responsible for what.
A normal website can be hosted for free. A custom system is different. Logins, a database and screens that change every day need a server that is always on, so a system has a small monthly running cost.
This guide explains where systems are usually hosted, what to budget, and who looks after what.
Two ways to host a system
| Option | Monthly server cost | Good for | Trade-off |
|---|---|---|---|
| Rented server (VPS) | About USD 10–45 | Most small and medium systems | Cheapest. Someone has to look after the server: updates, security and backups |
| Managed platform | About USD 30–60 | Systems where downtime is costly and the budget allows | The platform looks after the machine, so it costs more |
Either way, Pixel Maker recommends the option that fits your system and budget, and explains why in the quote.
Monthly budget guide
| System size | Example | Server cost per month |
|---|---|---|
| Small | An internal tool for up to 20 staff, such as bookings or stock | About USD 10–25 |
| Medium | Customers log in too, a few hundred users | About USD 40–100 |
| Large | Must not go down, many users at once | From about USD 150 |
On top of the server, a system needs a maintenance plan (see below). Small extras can apply if your system sends many emails or SMS messages. Provider prices change, so your quote always shows current figures.
What a quote looks like
| Building the system | One-off, from from $2,500 |
|---|---|
| Server | Monthly, paid directly to the hosting provider |
| System Care | Monthly, paid to Pixel Maker, from $99 / month |
You see the one-off cost and every monthly cost, and who each one is paid to, before you agree to anything.
Whose name is the account in?
Yours. The server account is opened in your business’s name and you pay the provider directly. Pixel Maker is given access to build and maintain the system. If you ever change developers, the system and its data stay with you.
Can the data stay in Malaysia?
Yes. If your data needs to stay in the country, the system can run in a Malaysian data centre, such as Amazon Web Services’ Malaysia region. Otherwise a nearby region like Singapore works well for users in Malaysia.
Why systems always need maintenance
A static website can run untouched for years. A system can’t. Its server needs security updates, the database needs daily backups, and someone needs to know when something goes wrong. That’s why every custom system comes with System Care, from $99 / month.
Maintenance covers server updates, backups, monitoring and fixing problems. Response times are written into the agreement, for example a reply within one business day.
Questions to ask any developer
- How much will the server cost each month, and who do I pay?
- Is the account in my name?
- Where is my data stored, and how often is it backed up?
- What happens if the system goes down?