Hey everyone! I'm helping my nephew launch his small CPA firm, which has around 12 staff members split between the US and offshore. We need a reliable, secure, and budget-friendly IT setup to help them operate efficiently. Here's what we're looking for: 1. A centralized accounting solution where everyone can access and use QuickBooks. 2. A secure client portal for clients to upload and download tax documents. I'm thinking about utilizing a cloud server (like Azure or AWS) with RDP access but would love to hear if there's a more straightforward, cost-effective solution. For those with experience in this area, what's your go-to setup for a firm of this size? Do you recommend a hosted desktop service or building custom cloud virtual machines? Also, what do you suggest for a reliable and professional client portal? Thanks in advance for your insights!
9 Answers
If QuickBooks is a must, go with the online version. Setting up RDP access requires client access licenses, which can be expensive and a nightmare to manage. Plus, if you self-host, remember that unless it’s on an approved vendor, QuickBooks support might leave you high and dry!
For a firm of this size, I’d recommend keeping things straightforward—avoid the complexities of managing your own VM setup. A typical small firm stack might include: 1. Microsoft 365 Business Premium for identity, email, multi-factor authentication (MFA), and device management. 2. A hosted QuickBooks environment (either their cloud version or something like Rightworks) instead of running an RDP server. 3. Use SharePoint or OneDrive for internal files. 4. Consider a secure client portal like ShareFile for document exchanges. This approach means less management hassle and more security for your team!
I totally get that, ShareFile can be a bit clunky. A better client portal option might be worth looking into.
QuickBooks does have syncing features in their desktop version, so if you’re looking for document management, consider platforms like Dropbox. Just keep in mind, it won’t give you a personalized branded experience.
Using Microsoft 365 and Software as a Service (SaaS) for everything simplifies management and reduces overhead—highly recommended!
Whatever you do, steer clear of Rightworks! Their recent updates have frustrated numerous customers. We’ve had to move several clients off them recently due to their issues with large files. Also, trust me, QuickBooks online is the future—don’t fight it! If you find Rightworks tempting, just know you’ll need Microsoft 365 Business Premium for Excel compatibility.
For a firm like yours, I'd strongly suggest opting for a hosted environment. Trust me, early morning PANIC calls from family about IT issues aren't fun! ShareFile seems to be a decent choice for the client portal, but I suggest checking new options if you haven't in a while.
I’ve worked with a 15-person offshore team before, and running RDP to a cloud server for remote staff can be a hassle. It’s often slow and costly. Instead, I recommend buying a good server for self-hosting while using jumpcloud for security and a zero trust model. If cloud options have improved, that’s great, but don’t underestimate the value of a solid on-prem setup!
Yeah, I’ve heard mixed reviews about cloud performance. Having native servers can definitely save some headaches.
Remember that beyond Office 365 and QuickBooks, you might need additional specialized software for various tasks. Ensure to clarify the roles—are the employees handling everything on QuickBooks and another CPA doing the tax prep?
After trying to self-host QuickBooks on AWS for a year, we switched to a hosting provider. The hosting fees are similar, but the peace of mind is worth it. If you’re considering hosting providers, shop around for the best deal—there’s a range from budget to premium services!
Preach! Most of the clients I’ve dealt with aren’t pro-MFA, which can be a tough conversation. In the end, it’s worth it for security.