What are virtual desktops for accountants?
Virtual desktops, otherwise known as hosted desktops, enable accounting firms to balance the needs of clients and employees by ensuring continuous remote access to your desktop environment, wherever you are and whatever device you’re using. Hosted desktops essentially put your desktop in the cloud, so whether you’re working from the road, spending the day in the office, or answering client queries from home out of hours, you get the same seamless desktop experience, same access to your applications, but with the added benefit of increased security.
Microsoft’s Windows Virtual Desktop – now Azure Virtual Desktop (and used interchangeably here) – is one of the leading platforms for hosted desktop services. In this article we’re going to review the benefits of hosted desktops and compare what’s on offer with Windows Virtual Desktop versus an accountancy specialist platform such as Cloud2Me.
How to set up Windows Virtual Desktop
In order to make use of Windows Virtual Desktop, you need to be an Azure customer – meaning, your data, applications, files, etc. are all hosted on virtual machines in the Microsoft cloud. (A quick recap: the cloud is just another word for a data centre where servers are stored, but when you use a public cloud system like Azure you are effectively renting space on their servers, rather than owning the hardware yourself.) Once you’re signed up to the Azure package, you simply add Azure Virtual Desktop to your subscription.
Within the virtual desktop environment, you maintain access to all your key applications including specialist accountancy software like Iris, Xero and more. The software doesn’t need to be cloud-based for you to access it via the cloud.
Because Windows Virtual Desktop and Azure are such behemoths, many of their customers partner with managed service providers who offer dedicated support and region-specific hosting to enhance performance and reliability.
Top benefits of Azure Virtual Desktop for Accounting Professionals
Azure Virtual Desktop brings all the benefits of cloud-based computing, including scalability, centralised access and first-rate security.
Scalability During Peak Times
The advantage of cloud-based systems is that you’re not limited by your own hardware availability. When you need more server space – such as during tax season – Windows Virtual Desktop/Azure will scale with you. Capacity is sold on a pay-per-use basis, so you only pay for what you need – and of course avoid the expense of buying, operating and maintaining new hardware that is only required for a few months of the year.
Centralised Software Access
With Windows Virtual Desktop, accounting software such as QuickBooks, Sage, and Xero can be accessed from any device with an internet connection. This makes it easy to collaborate across teams, wherever you are, and ensures version consistency, as well as simplifying IT management for firms with distributed teams.
Heightened Security and Regulatory Compliance
For accounting firms handling sensitive financial data, security is a top priority. Hosted desktops provide centralised protection with encrypted data storage, automated backups, and disaster recovery in secure data centres, reducing the risk of breaches from lost or stolen devices. Advanced firewalls, multi-factor authentication (MFA), and strict access controls further safeguard against ransomware and unauthorised access.
Cyber threats like phishing attacks, ransomware, and insider threats pose significant risks to accounting firms. Hosted desktops mitigate these risks by enforcing strict security policies at the infrastructure level. In the event of a cyberattack, cloud-hosted desktops can be quickly restored to a previous state, minimising downtime and preventing data loss.
All this helps to ensure compliance with GDPR, ISO 27001, and Cyber Essentials, reducing the burden on firms to manage security policies themselves.
While Windows Virtual Desktop offers strong security features, it requires manual configuration and ongoing management within Azure. Cloud2Me Hosted desktops, in contrast, deliver a fully managed security solution, ensuring compliance, monitoring, and threat protection without the need for in-house IT expertise.
Challenges in Implementing Azure Virtual Desktop for Accounting Firms
While Azure Virtual Desktop offers flexibility and scalability, setting it up and maintaining performance can be complex, particularly for firms without dedicated IT resources. One of the main challenges is configuring Azure Active Directory, which is required for authentication and user management. Unlike a traditional hosted desktop where user access is managed centrally by the provider, Windows Virtual Desktop requires businesses to handle identity and access controls within the Azure ecosystem, which can be complex and time-consuming to configure correctly. Ensuring proper configuration requires IT expertise, which some accounting firms may not have in-house.
Another consideration is networking and latency. Because Windows Virtual Desktop runs on Microsoft’s global infrastructure, firms must ensure their setup is optimised for performance. If resources are spread across multiple Azure regions or if an accounting firm’s internet connection is not optimised, users may experience lag or disruptions when accessing critical applications like Sage or QuickBooks.
Additionally, licensing complexities can pose a challenge. Windows Virtual Desktop is built on Azure, which means firms must navigate Microsoft’s licensing structure, including Windows 10 Enterprise, Microsoft 365, and Remote Desktop Services (RDS) Client Access Licenses (CALs). Understanding which licenses are required for different user scenarios is not always straightforward and can lead to unexpected costs if not managed properly.
By contrast, hosted desktop providers like Cloud2Me handle setup, performance tuning, and licensing for their customers, ensuring a seamless experience without the technical overhead.
Cost comparison: Windows Virtual Desktop vs. Hosted Desktops
Though Windows Virtual Desktop is one of the biggest hosted desktop solutions, it is not the only option. Smaller hosted desktop providers like Cloud2Me offer an alternative solution that provides the scalability, security and easy access of cloud-based computing with the added bonus of predictable costs, local servers, and hands-on customer support.
Predictable Cost Models with Hosted Desktops
When demand fluctuates, predicting usage can be a tricky prospect. It is much easier to know how many users you will have. Hosted desktops typically follow a fixed per-user pricing model, making budgeting straightforward for accounting firms. This model often includes setup, maintenance, and support, reducing the burden on internal IT teams and ensuring there are no hidden costs.
Hidden Costs of Windows Virtual Desktop
By contrast, Windows Virtual Desktop operates on a usage-based pricing model, which is harder to budget for. In high-demand periods – like tax season – you could end up with much higher costs. There is also the danger that you will increase your subscription level to meet the highest potential demand and end up overpaying for capacity you don’t need. Before going ahead with a Windows Virtual Desktop, it’s also worth investigating what services (such as set-up and ongoing support) – if any – are included in the package price. These unpredictable costs can make Windows Virtual Desktop surprisingly expensive.
How Local Servers Enhance Performance for Accounting Firms
For firms requiring low-latency performance – i.e. speedy and seamless response times – location is important. The closer you are to the server – and to the major internet switchpoints – the lower the latency and the more responsive your applications become.
Hosted desktops from providers with local servers offer reduced network lag, enhanced reliability, and rapid response times for critical financial applications. Cloud2Me has servers across five data centres in Surrey and West Sussex, close to large internet switches, providing high-speed access to accountancy firms across the South East of England and beyond.
Choosing the Right Virtual Desktop Solution for Your Accounting Firm
Small Accounting Firm with Consistent Demand
If you’re a small accounting firm with fairly consistent demand across the year, the fixed pricing and all-inclusive support of a hosted desktop provider like Cloud2Me ensures cost stability and 24/7/365 support. For example, we have a policy that we’ll always pick up the phone within three rings – and that your call will be answered by someone who can help you, not just someone who will take a message. We get to know our customers and we become an extension of your IT team – or, if you don’t have an IT team, we can fulfil that role. You gain the confidence of knowing support is available when you need it, and you eliminate the burden of IT maintenance and decision-making, so you can get on with what you do best.
Large Accounting Firm with Variable Demand
Larger firms with wildly fluctuating workloads may benefit from the pay-per-usage model offered by Windows Virtual Desktop. However, a hosted desktop provider like Cloud2Me is equally capable of offering scalability for large accounting firms and can still commit to the personal service delivered to smaller customers. Market familiarity is also a distinct advantage, so opting for a partner that knows your industry and the applications you use most frequently can provide benefits that outweigh scalability.
Which Virtual Desktop Solution is Right for Your Firm?
Windows Virtual Desktop and hosted desktop solutions from other providers are capable of delivering secure and flexible remote access for accounting firms. While Windows Virtual Desktop is a huge operation offering near unlimited scalability, most accounting firms won’t need the full capacity on offer and could find the unpredictable costs to be a disadvantage. Hosted desktops, on the other hand, provide a more stable pricing model with enhanced local support options. When you partner with the right company, the support is seamless – almost as though the hosted desktop team is a part of your team.
When deciding on your needs, weigh up how often (and how much) you’re likely to need the scalability, the cost implications of pay-per-use versus pay-per-user, and the advantages of continuous, comprehensive support. See how our customers rate us and read case studies here and don’t hesitate to get in touch if you’d like more information.
In Summary
Windows Virtual Desktop (WVD), now known as Azure Virtual Desktop (AVD), is a cloud-based solution allowing accounting firms to securely access their desktop environment and accounting software (like Iris, Xero, QuickBooks) from anywhere. It offers key benefits such as scalability, centralised access, and enhanced security, making it ideal for firms handling sensitive financial data. However, setting up and managing WVD can be complex, especially for firms without IT resources, and its pay-per-use pricing model can lead to unpredictable costs, particularly during peak times. Alternative providers like Cloud2Me offer more predictable costs, local support, and ease of setup, making them a good choice for smaller firms or those seeking straightforward, all-inclusive service.
Key Takeaways
- Windows Virtual Desktop (WVD) offers scalable, secure, cloud-based access to accounting software, with benefits like centralised access and strong security, but requires IT expertise for setup and has unpredictable pricing.
- Alternative providers like Cloud2Me offer predictable per-user pricing, local server options for better performance, and hands-on support, making them ideal for smaller or less tech-savvy firms.
- WVD is a good option for large firms with variable demand or those needing extensive scalability; choose hosted desktops for firms of all sizes seeking stability, predictable costs, easy setup, and comprehensive support.
If you’d like to learn more, contact one of our experts today.
Written by Jack Bedell-Pearce, Director at Cloud2Me
