Thinking about setting up Paperless-ngx and wondering whether to use your Synology, QNAP, or a VPS? The answer depends on how you plan to use the system. This comparison covers the pros and cons of each option, including rough benchmarks for performance and costs.
Interactive Calculator
Find the right VPS for your Paperless-ngx setup based on your requirements.
Open CalculatorPaperless-ngx on NAS (Synology, QNAP)
Advantages
- One-time purchase, no monthly subscription
- Data stays physically in your home
- Easy setup via Docker (Synology Container Manager, QNAP Container Station)
- Ideal if you already own a NAS
Disadvantages
- Weaker CPUs mean slow OCR processing
- Remote access requires VPN or port forwarding (security risk)
- Backup problem: fire, theft, or water damage affects both NAS and documents
- Electricity costs are often underestimated
Who should choose NAS
NAS hosting makes sense if you already own a NAS, scan fewer than 50-100 documents per month, and don't need remote access.
Paperless-ngx on VPS
Advantages
- Modern x86 CPUs: OCR runs significantly faster
- Accessible from anywhere with HTTPS and your own domain
- Professional backups: snapshots, daily backups, off-site storage
- Scalable as your archive grows
- Fixed monthly costs, no hardware surprises
Disadvantages
- Monthly costs (starting around 5€)
- Data is stored with the provider (encryption possible and recommended)
Who should choose VPS
VPS hosting is the better choice for productive use: daily scanning, families with shared access, freelancers, and small businesses.
Performance Comparison: OCR Speed (Rough Estimates)
OCR time varies significantly depending on CPU, document quality, language, and OCR engine. As a rough guide for a 10-page PDF with standard text:
| Environment | Typical CPU Class | OCR Time (Estimate) |
|---|---|---|
| Entry-level NAS | ARM processor, low clock | 60-180 seconds |
| Plus-class NAS | x86 Celeron or similar | 20-60 seconds |
| VPS (2 vCPU) | Modern x86 vCPU | 5-20 seconds |
| VPS (4 vCPU) | Modern x86 vCPU | 3-10 seconds |
Note: These are rough estimates based on typical configurations. For batch processing or heavy daily scanning, CPU performance makes the biggest difference.
Cost Comparison Over 3 Years (Example Calculation)
This calculation gives you a sense of the scale. Your actual costs depend on existing equipment, electricity rates, and chosen VPS plan.
| Solution | Assumptions | 3-Year Cost |
|---|---|---|
| New NAS | Purchase ~350-500€, drives ~150€, electricity ~60€/year | 680-830€ |
| Existing NAS | Only electricity ~60€/year | 180€ |
| Entry VPS | ~5€/month | 180€ |
| Production VPS | ~10€/month | 360€ |
Key insight: If you don't already own a NAS, a VPS is often the cheaper option. If you already have a NAS, compare the ongoing costs.
VPS Recommendations for Paperless-ngx
Prices and availability change regularly. Use our Paperless-ngx VPS Calculator for current recommendations based on your requirements.
Minimum Requirements by Use Case
Beginner (1-2 users)
- 2 vCPU
- 4 GB RAM
- SSD or NVMe
- Snapshot feature recommended
Family/Team (3-5 users)
- 4 vCPU
- 8 GB RAM
- NVMe preferred
- Automatic backups
Production/Business
- 4-8 vCPU
- 8-16 GB RAM
- NVMe
- Backup strategy with regular restore tests
Check our VPS comparison page for current offers that meet these criteria.
Conclusion
Choose NAS if: You already own a NAS, scan infrequently, and don't need remote access. A solid option for hobbyists and tinkerers.
Choose VPS if: You want productive use, need access from anywhere, and require reliable backups. The better choice for most use cases.
Our recommendation: Start with an affordable VPS and test Paperless-ngx in daily use. You can always scale up as your archive grows.
