If you are reading this blog, then you can know the details of various factors to consider before getting QuickBooks in the Cloud. You may have made a smart choice to move from your current accounting solution to QuickBooks hosting. Where QuickBooks is a versatile accounting solution, the flexible hosting platform allows you to meet the accounting needs of your business with various features such as collaboration capabilities, improved security, accessibility, and more for multiple users.
If you’ve finally decided to move your QuickBooks account software to the cloud, you’ve made a good choice. This decision will be of great benefit to your business in the cloud as QuickBooks. It not only gives you 24/7 access to your files and information, but also offers many other benefits such as automated regular cloud backup, enhanced security, instant vendor support related to IT, compatibility across devices and platforms, and а lot.
QuickBooks software is a versatile accounting application that is used to carry out various accounting functions such as payroll, tracking inventory, sales, transactions, and invoices. However, the traditional method of installing QuickBooks on the local system has some limitations for accounting professionals. These can be anything from lack of remote access to disabled file sharing.
Its various features and benefits show how beneficial it has proved to be for various businesses. However, you should not be blind to the fact that there is a huge difference between a QuickBooks and QuickBooks hosting service provider. Therefore, here we have shared with you some important aspects of QuickBooks cloud hosting that you as a smart business person should consider before migrating to the cloud.
QuickBooks Hosting Consideration
Below we have told you details as per your convenience, which will help you in knowing these complete details. For this reason, you should read the details given below and get the information.
Functionalities related to the Cloud
Understanding the work of the cloud is the main and pre-work that can help you utilize the full potential of the resource. You do not need to hire an accountant or a financial advisor to crack the basics of cloud computing. If you can get a basic idea of how QuickBooks works on a digital platform, it will serve the purpose. the functionalities related to the various factors to consider before getting QuickBooks in the Cloud.
This is a really smart move because you do not need to migrate to the cloud or seek anyone’s help when planning to do so. However, if you need expert supervision about media or storage, it is better to ask for help from your QuickBooks hosting provider.
Be Secure of Your QuickBooks Requirements
Technically, moving your QuickBooks to the cloud can mean one of two scenarios: you purchase a QuickBooks online subscription, or you move your QuickBooks to the cloud with the help of a hosting solution partner, and that is called Cloud that referred to as Hosted QuickBooks or simply Hosted QuickBooks).
Keep in mind that the features of QuickBooks Online are very different from any version of hosted QuickBooks; The latter provides you with the same desktop-client experience while the former is trim down version of the application that does not include the inventory tracking option or advanced invoicing functionality.
Additionally, QuickBooks Online is entirely a standalone product, while the hosted QuickBooks service can be leveraged for multiple versions of the product such as QuickBooks Pro, QuickBooks Premier, QuickBooks Enterprise, and QuickBooks accountants. Compare the features offered by different versions of accounting applications and decide for yourself which one suits you best. QuickBooks Online lacks the full functionality of the QuickBooks desktop version, but the problem can be solved by using QuickBooks hosted on the cloud desktop.
Challenges related to Security
For any organization, accountant data serves as the main element. Therefore, it is essential that you consider the security of your data first and higher on the priority list compared to service charges. If you are planning to go to a hosting service, there are probably two reasons:
- You are subscribed to QuickBooks Online but are looking for a better and highly effective solution.
- You are still working on the desktop version and want to unlock all the better advantages with hosted QuickBooks
Almost everyone is aware of how dangerous the current cyber-attacks have become. Newspapers are littered with news related to security breaches and online fraud that has damaged many companies. Taking cues from these matters, that the various factors to consider before getting QuickBooks in the Cloud your business data security should be your primary data security concern before finalizing the cloud hosting vendor.
Before fixing and investing in any QuickBooks hosting service provider, we recommend you check these security features to make sure:-
- Security systems and their efficiency to detect intrusions and prevent them before harm
- RDP (Remote Desktop) gateways
- End-to-end data encryption
- Malware prevention system
- Virus detection and prevention
- Multiple firewalls (including Network Firewall)
- SSAE-16 Type II (SOC-2) certified data centers
- Health Insurance Portability and Accountability Act (HIPAA) complied
- Security Auditing
- Configuration Change Management
- Network Monitoring
- IAM or Enterprise Identity and Access Management
- Detection and Auditing of added devices
- File Integrity Monitoring
- Consistent Log Monitoring
- Centralized Logging
- Single Sign-on
- Identity and Access Management
Authenticity related to Service Reliability
As simple as this is, reliability comes to the server when they allow customers to keep promises. QuickBooks has earned that badge of reliability, but you need to check the reliability of your favorite hosted QuickBooks service provider. Those are the various factors to consider before getting QuickBooks in the Cloud.
You need to build the digital market and find out how well established and well-known your favorite hosting provider is. It is very important for you to check the following reliability aspects:
- Managed Services
- Backup Policy
- Pay-as-you-go Option
- Disaster Recovery
- Business Continuity
- Customer service
- Regular System Upgrades
- SLA-guaranteed Uptime
- Backup Policy
- Multi-user Collaboration
- Daily Data Backup
- Pre-loaded Tools
- Seamless Apps and Add-ons integration with QuickBooks
- Zero Downtime
Basic Working of The Cloud
Everyday technology is getting updated in upgrades and laps and limits, and as a user, you should also be on the same page. With a better understanding of the cloud platform and its functioning, you can gradually analyze the various trends of the cloud and make its impact on your business.
This means that you do not have to depend on others to migrate your QuickBooks software and data to the cloud. In addition, you can make better decisions when opting for a cloud service provider.
If you are already using other cloud-based services, such as storage or media, then things are likely to be easier for you.
Impact of Upgrading to Cloud
Once you know how the cloud works, it is time to start analyzing the impact that it will have on your business. Calculate the various benefits that the cloud will have for your business.
Take into account the number of users that are to be used for the accounting process, the current IT staff and the number of IT professionals required after migration to the cloud, and the services or resources not needed after QuickBooks hosted on the cloud. You can also improve the various factors to consider before getting QuickBooks in the Cloud.
At the same time, there may be some additional tasks associated with QuickBooks on the cloud, such as – training employees with the right cloud practices and the cost of Internet connectivity. A proper analysis of these factors will make it clear to you whether moving to the cloud is a profitable case or not.
Upgradation and Add-ons to the Cloud
In this consideration, you can everyday technology is getting updated in upgrades and laps and limits, and as a user, you should also be on the same page. With a better understanding of the cloud platform and its functioning, you can gradually analyze the various trends of the cloud and make its impact on your business.
Migrating to the hosting platform does not simply indicate that the service provider is adopted in good customer support or has self-evident notability. When you choose a QuickBooks hosting provider to transfer your data to the cloud, the organization should also ensure that you are provided with the latest upgrade to a working protocol that runs smoothly.
Even if the packages may vary according to your business requirement, you should look for benefits in the form of profitable add-ons:
- Adobe Acrobat
- Bill & Pay
- Method CRM
- Fishbowl Inventory
You can be added to the above aspects, you also have to be updated about current events before or during the migration process. Check for plan prices, latest deals, any additions to service facilities, etc.
Analyze the Challenges Cloud Can Offer
Switching to new technology is ‘never good’ with no bad story. Similarly, there are some challenges that you may face while moving QuickBooks to the cloud, even with its full benefits. The biggest of them will be the control and monitoring of user permissions.
Since most users are expected to do masters accounting, they may not specialize in technology. So, you may have to train them initially. Depending on the main characteristics of your business, there may be even smaller obstacles like this, and you’d better prepare early.
Another problem you may face is the right help when transitioning to the cloud. Once you decide to move to the cloud, the entire accounting process with data and applications has to be moved to the cloud. This requires the employment of a team with a certain level of cloud expertise. Also, improve the various factors to consider before getting QuickBooks in the Cloud.
Or, you can choose a cloud service provider that provides you with managed hosting services, including data migration and application setup. As the cloud provider takes care of data migration, you do not have to worry about data loss, which may occur during the process.
Communicate Your Needs Concisely
If you want to opt for hosted QuickBooks, then you have to clearly explain your business requirements to your cloud solution provider. Why do you really need a virtual desktop? Which version or versions of QuickBooks do you want to use? Is it QuickBooks Pro or Premier or Enterprise? QuickBooks 2020 vs 2019? How many users do you want to buy a membership for? How many users do you think will add in the next 12 months? Inform your QuickBooks cloud vendor in advance of all such details.
Ensure that the hosting service provider can meet the needs of your company before entering into any agreement with you. In this way, you will also get more accurate price quotes from them which can help you make better decisions. It is generally preferable to purchase a QuickBooks license and cloud hosting from the same vendor (eg Apps4Rent), as it can avoid the hassle of separate invoices.
Understand How the Cloud Works
When you move your QuickBooks to the cloud, your user experience will not change (until you move to QuickBooks Online which does not offer you the desktop look-end features of hosted QuickBooks). However, there is no harm in understanding how cloud technology works. You can also discover new ways by which cloud-based services and applications can benefit your business.
Once your understanding of cloud technology improves, there are limitless possibilities with the cloud. In addition, understanding how cloud-based services and applications work will save you from falling into the trap set by cloud solution providers, who trick you into spending more money than necessary. Cloud hosting not only provides anytime access from any device, but also provides backup, firewalls, disaster recovery, use of flexibility, and many more.
Service Level Agreement
Another aspect that you should check with your intended QuickBooks hosting service provider is proof of authentic contractual relationship documents. Most of you will also know this document as a Service Level Agreement or SLA.
Once migrating your data to the virtual platform they are obliged to provide you with a minimum level of services to provide. The basic services listed in the documents may be:
- 24 x 7 tech support
- Data security round the clock
- 99.99% uptime
- BBB A+ Accredited
- Mobile friendly solution
- Platform flexibility
- Universal Printing and scanning solutions
- Option to select from add-ons
- Software license code for each dedicated server deployment
Reliability of The Hosting Provider
You must have worked on QuickBooks for years and have mastered accounting with it. The cloud will further boost your skills to speed up processes. However, the wrong choice of the cloud service provider can only play the game of loot.
Therefore, it is a priority to ensure that your choice of a cloud hosting provider is a competent player in the market.
While choosing the QuickBooks hosting service providers, you must look for-
- Intuit Authorization
- Round-the-Clock Support
- SLA-guaranteed Uptime
- Backup Policy
- Security Policy
- Business Continuity and Disaster Recovery
- Managed Services
Security Measures Taken By Hosting Provider
The security of your business data can be one of the most important concerns when choosing a cloud vendor. The security of a company can be breached by the risk of cyber-attacks and online fraud. When considering your options, it is necessary to check for security features, such as:
- End-to-end encryption of data
- Intrusion detection and prevention system
- Multiple firewalls
- Multi-level authentication
- Virus and malware prevention system
- RDP gateways
In addition, the QuickBooks hosting provider must have a reliable backup system to recover critical information in case of any accidental loss.
Keep Your Users Updated
Ultimately, your users are about to access and use the QuickBooks accounting application every day. Therefore, when you are moving QuickBooks to the cloud, make sure that you keep your employees updated about the latest happenings in the case. Encourage your users to ask questions and clear your questions to avoid any unnecessary confusion. Here, you can know the related fields of various factors to consider before getting QuickBooks in the Cloud.
If you have users who request training before accessing QuickBooks Cloud Desktop, make sure they receive it. When users are trained during any migration, they are more likely to be confident about working with the new application after the migration process is successfully completed.
Revisit Your IT Infrastructure
Since you are moving your QuickBooks account to the cloud, your Internet connectivity is important. Remember that cloud-based services and technologies are completely dependent on your Internet connectivity. If you have a stable and reliable internet connection from a trusted service provider, then you are good to go.
However, if you have often encountered connectivity issues such as slow and unstable connections or poor uptime from your Internet service provider, consider switching to a better ISP before starting the QuickBooks migration process.
Make sure that your office maintains a backup power source (such as a generator) to ensure that you are always connected to the Internet. You can also consider getting a secondary data package from a different ISP that can be used during emergencies when the primary Internet connectivity is unreliable or unavailable.
Prepare for the Challenges Beforehand
No cloud migration comes without problems and challenges. Why would QuickBooks Migration be any different? Consult with your QB cloud solution provider beforehand and list possible challenges that you might anticipate that your QuickBooks company files have been transferred. Create various factors to consider before getting QuickBooks in the Cloud.
Be prepared to address the challenges they appear to have. Better yet, ask several QuickBooks cloud hosting providers about the potential challenges your company may face and how they can help you address them. With QuickBooks, you plan ahead of time to decide issues such as possible app integration, such as how you plan to assign privileges to the user, and how possible.
Service Level Agreement
Your cloud hosting provider needs to establish a clear contractual relationship document called SLA (Service Level Agreement) stating the minimum level of services provided. This document extensively lists uptime guarantees, migration support, exit plans, and more. Here, you can know the details of various factors to consider before getting QuickBooks in the Cloud.
It is important to carefully read the terms and ensure that your QuickBooks hosting provider is legally obligated to offer the necessary services and support as outlined in the agreement.
Research Your QB Hosting Provider Thoroughly
Asking questions regarding QuickBooks hosting provider is a great step to choose a good plan according to your business needs. How do we understand the value of money and service quality important to people? Therefore, we recommend that before making a pact with your intended QuickBooks hosting service provider, make sure that you compare with multiple service providers. Need to improve the various factors to consider before getting QuickBooks in the Cloud.
Ask these questions and only when you get satisfactory answers, go for the service provider:-
- Can I trust this company?
- Do they offer real 24/7 support?
- Have you talked to their agents?
- Are these people sincere and professional?
- When did they start doing business?
- Do they have an established online presence?
- How highly are they rated online?
- Who are their customers?
- Did they answer my queries concisely and objectively?
- Did they try to sell me something repeatedly?
- Where are the company’s data centers located?
- What do other people say about them (reviews)?
- Are they certified by Intuit?
- How often is my QuickBooks data backed up?
- What is the pricing compared to other competitors?
- Can I purchase QuickBooks licenses along with hosting?
If at any point you are not convinced, ask them more questions. do not hesitate. You plan to trust them with your most valuable asset – your information, so it is their responsibility to make sure that you are satisfied with the answers and have unresolved curiosities.
After Considering Getting QuickBooks in the Cloud
When the details given above are complete, then you will need how you will test it. The details below will help you
Make This Your Motto ‘In Cloud We Trust’
Ideally, the company you choose to host your QuickBooks should be a reliable cloud solution provider with years of experience in providing cloud hosting services.
They should be honest and honest with their pricing and honestly answer all their questions in a fair and objective manner. In addition, make sure that your chosen cloud solution provider is legally compliant with the laws of your land with all relevant rules and regulations.
The last thing you want to do is end up with a hosting service provider who doesn’t care about your needs or your business.
The decision to move your company’s accounting system to the cloud is actually an important factor for your business success. Note that your choice of cloud migration partner can make or break your company. This is why we cannot emphasize the importance of selecting a knowledgeable and cooperative QuickBooks cloud hosting service.
Closing on a Positive Note
It is very important that you are well versed in all aspects related to your business and migration to the cloud will help your company. Cloud-hosted QuickBooks offers users unlimited benefits. However, it is also important that you be cautious while making such important decisions. Remember, if you falter in your studies, you falter alone. But when you falter in business, you become responsible for many.
Therefore, we recommend you consider the above-highlighted ideas before migrating your accounting operations to the cloud. If you have any questions related to QuickBooks Hosting, feel free to contact us at +1-888-461-1545. Our tech consultants and hosting experts are always ready to offer you the best for your business.