Why flexibility is essential for accounting firms in the modern era
Once upon a time, flexible working was considered a perk. These days, it’s an expectation. Remote working allows parents and carers to be present when it matters most, reduces the cost of commuting and for some provides a more focused working environment.
For accounting firms, working from home used to present challenges due to unique regulatory and security requirements. However, the rise of hosted desktop solutions has removed these barriers, giving accountants as much flexibility as professionals in other industries. Hosted desktops not only address the need for a secure and compliant remote access service but also streamline operations and enhance collaboration.
What are hosted desktops? A guide for accountants
Hosted desktops, also known as virtual desktops, allow users to log in to their desktop environment from anywhere, on any device, accessed via an encrypted internet connection. Once logged in, users access their files, applications, and peripherals through a secure connection.
The experience is no different to the way you’d normally access your files, but now, instead of being stored on your computer or on local servers, all your data (including applications) is stored on your provider’s servers, which are located in a secure, purpose-built data centre. The remote access allows you to work seamlessly from anywhere – in the office, at home, or travelling – with the assurance that your data is always available and always protected.
For accountants, this security is invaluable. But another unique benefit for accounting firms is that hosted desktops bridge the gap between cloud-based and non-cloud-based software. Essential accounting applications like Iris, which aren’t fully cloud-based, can still be integrated into a virtual desktop environment. This enables firms to consolidate their tools and collaborate efficiently without compromising on security or functionality.
Top benefits of hosted desktops for accounting firms
1. Boost security and compliance with hosted desktop solutions
Local servers often lack robust security measures and are vulnerable to physical damage, cyberattacks, and hardware failures. They may also fail to meet GDPR regulations, risking fines and reputational damage. Virtual desktops eliminate these risks by offering:
- Advanced encryption: Protects data during transmission with protocols like TLS and SSL.
- Regular backups: Ensures data is recoverable in case of cyberattacks or hardware failures.
- Compliance features: Supports adherence to regulations through audit logs and multi-factor authentication.
By centralising data in secure facilities, hosted desktops ensure accountants can maintain client trust while meeting stringent compliance requirements.
2. Enhance flexibility and customer service with virtual desktops
One of the most significant advantages of hosted desktops is the ability to access your desktop anywhere. Accountants can respond to client queries, collaborate with colleagues, and access critical files whether they’re at home, in the office, or on the move. This flexibility improves client satisfaction and fosters work-life balance.
Tax season, for instance, often brings last-minute demands. With hosted desktops offering >99% uptime, firms can deliver consistent, reliable service even during peak periods, ensuring client needs are met without disruption.
3. Easily collaborate across teams
Hosted desktops enhance collaboration by enabling seamless access to shared data and applications. Key benefits include:
- Real-time updates: Team members always work with the latest information.
- Integrated software: Accounting tools like QuickBooks and Xero operate within the hosted environment, ensuring consistency.
- Streamlined communication: Built-in tools like messaging and file sharing make it easier to resolve issues quickly.
- Cross-device access: It’s not just your desktop anywhere – it’s also your desktop from any device. Employees can maintain productivity wherever they are.
3. Save costs and scale easily with a virtual desktop solution
Switching to hosted desktops eliminates the need for physical servers, reducing costs associated with hardware, maintenance, and power consumption. Firms can scale resources based on their needs, ensuring they only pay for what they use.
Key considerations when implementing hosted desktops
Data backup and disaster recovery
Hosted desktop solutions store data in purpose-built data centres designed with redundancy as a core feature. This includes:
- Multiple backups: Ensuring that data is consistently saved and can be restored in case of failure.
- Uninterruptible Power Supplies (UPS): Protecting against power outages.
- Multiple Internet Service Providers (ISPs): Ensuring connectivity even if one provider experiences issues.
These features keep data accessible during outages or attacks. By leveraging this built-in redundancy, accounting firms can maintain operations seamlessly, even during unexpected disruptions.
Additionally, hosted desktops generate detailed audit logs, tracking user actions such as file access and edits. These logs enhance transparency, support compliance efforts, and help identify security issues before they escalate.
Software Hosting
Hosted desktops provide seamless access to essential accounting software like QuickBooks, Sage, Xero, Iris, and tax tools. Both cloud and non-cloud applications can be hosted remotely, offering the security benefits of cloud-based software for non-cloud tools.
Additionally, hosted desktop providers handle updates and patches from your software vendors at convenient times, keeping you compliant with industry standards and regulations.
Compliance with financial regulations
Compliance is a critical concern for accounting firms, and hosted desktops offer several features to address this:
- Data encryption: Protects sensitive information in transit and at rest.
- Multi-factor authentication (MFA): Goes beyond password protection to ensure only authorised users can access data.
- Audit logs: Provide a clear record of user activity for compliance reporting.
- Certifications: Reputable providers undergo regular audits and hold certifications like ISO 27001 and SOC 2.
When selecting a provider, firms should ensure they offer data residency options to comply with regional data storage laws and demonstrate a commitment to security and compliance.
Underpinning hosted desktop solutions: Citrix vs Remote Desktop Services (RDS)
At Cloud2Me, we offer two options for hosted desktops: Citrix and RDS. RDS, a Microsoft solution, is cost-effective, versatile, and reliable—ideal for most accountancy firms. It supports secure, adaptable, and dependable access to your desktop environment.
Citrix, which we think of as the Rolls Royce of hosted desktop technologies, provides a seamless, elevated user experience. It enables branded logins for a consistent professional image and excels in graphics performance, USB device redirection (e.g., for headsets or foot pedals), and video call support. Unlike RDS, where exiting the hosted environment may be necessary to optimise video call performance, Citrix guarantees smooth in-environment functionality.
How to choose the best hosted desktop provider for your firm
Not all providers are created equal. Here are key factors to consider:
- Security features: Look for advanced encryption, multi-factor authentication, and compliance with regulations like GDPR.
- Customer support: Opt for 24/7 support with knowledgeable technicians familiar with accounting needs. Choose a provider who will answer the phone when you call, not just add your ticket to a list.
- Scalability: Ensure the provider can accommodate growth and adjust resources as needed.
- Uptime guarantees: Choose a provider with >99.9% uptime and robust disaster recovery plans.
Critical questions to ask your hosted desktop provider
- How do you ensure data compliance with industry regulations?
- What are your disaster recovery procedures, and how quickly can data be restored?
- How do you manage data backups and redundancy?
- Can your solution scale as our firm grows, and what are the associated costs?
- What security measures do you have in place to protect financial data?
- What is your average response time for support queries?
- Do you offer solutions for specific software needs?
- Can you provide references from other accounting firms?
Case Study: Cloud2Me’s hosted desktop success with Douglass Grange
Before switching to a hosted desktop solution, Douglass Grange relied on an in-house server that had become slow and inefficient. After an unsatisfactory experience with another hosted desktop provider, marked by frequent downtimes and poor support, they decided to explore alternatives.
Since migrating to Cloud2Me, the firm has experienced a dramatic improvement in efficiency and client service. With no downtime and faster issue resolution, staff can focus on their work, even during peak periods. Cloud2Me’s deep understanding of the accounting sector, coupled with glowing reviews from other firms, made the transition seamless. The result: enhanced productivity, better client satisfaction, and improved compliance.
The future of accounting: why hosted desktops are essential
Hosted desktops offer accounting firms a flexible, secure, and scalable solution to meet modern business demands while giving employees the option to access their desktop anywhere. By embracing this technology, firms can improve efficiency, enhance client service, and stay compliant with ever-evolving regulations. Hosted desktops are poised to become an integral part of every firm’s digital transformation strategy.
Want to learn more about how hosted desktops can benefit your business? Explore our case study.
If you have questions or need advice please do get in touch .
Written by Helen Brooks, Head of Commercial at Cloud2Me
