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Hosted Desktop for Accountants: What It Is and How to Choose
A hosted desktop, sometimes called a cloud desktop, is a Windows computer that lives in a data center instead of under someone’s desk. Your accounting or tax software is installed on it, and you open it from any laptop, tablet or office PC. For firms that run desktop programs such as QuickBooks, Drake or Lacerte, it is a way to get the benefits of the cloud without changing the software you already use.
Why Accounting Firms Use One
- Everyone works in the same files. Staff open the same company file or client folder from one place, so there are no emailed copies or conflicting versions.
- Work from anywhere. Preparers, reviewers and seasonal staff can sign in from home or a client site.
- No office server to maintain. The hardware, power, cooling and replacement cycle are the provider’s job.
- Backups handled for you. The files do not depend on one office computer staying healthy.
- Seasonal flexibility. Add users for busy season and remove them afterward.
Hosted Desktop or Another Option?
| Option | Good for | Watch out for |
|---|---|---|
| Office server | Firms with IT staff and one location | Hardware cost, upkeep, remote access set-up, downtime |
| Do-it-yourself cloud server | Firms with in-house technical skill | You manage licenses, security, backups and support |
| Hosted desktop provider | Firms that want desktop software without the server | Check software support, security and exit terms |
| Cloud-native software | Firms ready to change software | Features differ; migration takes time and money |
For the QuickBooks version of this decision, see QuickBooks Desktop vs QuickBooks Online.
What to Look For in a Provider
- Your software is supported. Ask about each program you use, including add-ons, and who supplies the license. Providers host the server; you normally bring the license.
- Security. Look for encryption, multi-factor sign-in, monitoring and an independent audit report such as SOC 2. Ask which certifications belong to the provider and which belong only to its data center. Our security page explains how we describe ours.
- Backups. How often, how long they are kept, and how a restore is requested. See How Daily Backups Work.
- Resources for your team. Users, memory and storage per plan, and the price of adding more.
- Support when you need it. Hours, how to reach a person, and whether support is included.
- Migration and exit. Who moves your files in, what it costs, and how you get them back if you leave.
- Clear pricing. Compare the real monthly cost for your number of users. Our plans start at $80 a month for 2 users; see Hosting Plans and Pricing Explained.
Try Before You Commit
A good provider lets you test with your own files. Cloud Innovics offers a 7-day free trial, with migration help at no charge, so you can see how your software performs before you decide. See What Happens After You Sign Up for how it works.