Setting up Quickbooks server to allow CPA firm clients centralized data storage and access
A potential CPA client would like to setup a Quickbooks server in-house. The idea is that this server would allow the CPA's clients to login and work with one version of Quickbooks, be able to access and modify their files as if they were on their own machines, and save the files to the CPA's server. Obviously multiple clients would need to be simultaneously accessing separate files within Quickbooks and also the same clients need to access multiple instances of the same file. This should then allow the CPA firm to access those files at anytime instead of remoting into each individual clients computer and working on the files at times that may be inconvenient for the client. How could I generally go about doing this? What types of software and licensing considerations would I need to take into account? Would it possibly be better to outsource this solution? After how many users would outsourcing become a bad idea? Thanks!
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Thank you for the response. Doesn't terminal services on a server allow as many users to login as you have terminal services licenses? I think what you are saying that despite this you wouldn't be able to have 2 different QBW running on the same machine at the same time? Does the outsourced solution work reasonably well despite lack of Intuit support? Some outsourcing companies claim to use Citrix solution instead of Terminal Services to make things smoother. Would you be able to provide a link that talks more indepth on Quickbooks 2010 accountan't copy checkout and how that works? Thank you for all your input thus far!
I cannot be certain about terminal server operation, but I am fairly certain that you need a QuickBooks license for each user of a ledger. This will be tricky as the licensing is ledger controlled. You can install 20 copies of QuickBooks on 20 computers but only 5 can run a ledger concurrently.
Also, QuickBooks can only run one ledger at a time. You can run two different versions of QB and 2 different ledgers at the same time, but I don't think you can install QB twice on the same machine.
You need in depth in-house Intuit and Terminal Services technical knowledge to set this up. I have not seen a Chartered Accounting house that has this expertise.
Now with respect to the Accountant Copy checkout, the best source of information is the help and documentation that comes with QuickBooks. The next best place is to go to the Intuit web site, click on Support, click on QB support and then put "accountant copy" (no quotes) in the search line and a number of links will come up describing the accountant copy and how it works.
Finally, unless the CPA is doing a lot of entries for the client, the time-honoured approach of a page of adjusting entries from Tax Prep or whatever can be entered by a competent client in a few minutes.
When I take off my propeller beanie and put on my green eyeshade, I operate in the last mode because it is easy and fast. ... Thinkpads_User
Also, QuickBooks can only run one ledger at a time. You can run two different versions of QB and 2 different ledgers at the same time, but I don't think you can install QB twice on the same machine.
You need in depth in-house Intuit and Terminal Services technical knowledge to set this up. I have not seen a Chartered Accounting house that has this expertise.
Now with respect to the Accountant Copy checkout, the best source of information is the help and documentation that comes with QuickBooks. The next best place is to go to the Intuit web site, click on Support, click on QB support and then put "accountant copy" (no quotes) in the search line and a number of links will come up describing the accountant copy and how it works.
Finally, unless the CPA is doing a lot of entries for the client, the time-honoured approach of a page of adjusting entries from Tax Prep or whatever can be entered by a competent client in a few minutes.
When I take off my propeller beanie and put on my green eyeshade, I operate in the last mode because it is easy and fast. ... Thinkpads_User
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About 120 different companies will need access to Quickbooks. Does XenApp allow you to install say Windows Server 2003 once as the OS for Quickbooks (so that client and CPA can be working on same file at same time) and save space by replicating that one instance of Server 2003 multiple times without having 120 different copies taking up 120x space? However they will still need to purchase 120 licenses one for each instance of the OS and have 120 licenses for Quickbooks?
I was just talking on the phone with the CPA who suggested the idea of simply having each Quickbooks file locally at their office and having each client access their own file and having their own version of Quickbooks. Perhaps they could get to the file through a web portal? The CPA could then just use their own copy and access the file seperately. They have a T-1. I have a feeling this circuit isn't going to be fat enough to support 100 different companies simultaneously logged into the file server. Is this a correct assumption?
I was just talking on the phone with the CPA who suggested the idea of simply having each Quickbooks file locally at their office and having each client access their own file and having their own version of Quickbooks. Perhaps they could get to the file through a web portal? The CPA could then just use their own copy and access the file seperately. They have a T-1. I have a feeling this circuit isn't going to be fat enough to support 100 different companies simultaneously logged into the file server. Is this a correct assumption?
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I should probably add that between 75 and 100 users will be accessing the server at once.
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Thanks everyone for your responses. Thinkpads_User, I took your advice and I contacted a collegue who has done this type of work before. Nappy_D I recently heard about Citrix XenApp. I'm going to take a closer look at this vs TS. Some QB Hosting companies claim that Citrix is much faster than TS.
TS is Citrix. SOme quick history, TS used be called WinFrame when the technology was bought from Citrix by MS. Citrix has since come with their own line of products, the most recent is now called XenApp. It used to be MetaFrame Presentation server. It is much much more streamlined and improved over the TS protocol.
Please be aware, there is a price hit for implementation...
Please be aware, there is a price hit for implementation...
We have had success setting up a similar sanarrio using XenDesktop. We have 5 virtual desktops (XP Pro, 2 virtual servers (Server 2003). Everything is running on one physical machine, a nice dual Xeon Dell server w/ 12GB of RAM. The virtual decktops are very locked down. Basically the end user logs in to the v desktop, QB launches automatically at logon, no web browser, no other apps, and available, cmd line etc.. They can only see their drives from the local computer their using to access the v desktops from and one shared network drive that stores QB company data. Citrix XenDesktop use the ICA protocol not RDP. If you never used ICA it make RDP or terminal services as it called now look like it out of the dark ages. Best of all it XD brings in the printers, drives and USB from the end users machine.
1 – Server 2003 (DC)
1 – Server 2003 (Citrix DDC)
5 – XP Pro
Sorry for the poor grammar and probably misspelling… can barely keep my eyes open. How this helps w/ your project feel free to ask if you have any other questions.
1 – Server 2003 (DC)
1 – Server 2003 (Citrix DDC)
5 – XP Pro
Sorry for the poor grammar and probably misspelling… can barely keep my eyes open. How this helps w/ your project feel free to ask if you have any other questions.
1. Standard QuickBooks allows 5 simultaneous users on the same file. QB Enterprise allows 10, but it is very pricey.
2. Remote access with the client server model (now standard with QB2010) works but is fairly slow and with 5 users, would be really slow (posssibly even unworkable).
3. Remote access can be done by logging in (logmein, VPN, and so on) to a PC running QuickBooks, but that is one user per machine. Option 3 does not allow multiple users on the same machine, and multiple ledgers would require multiple machines. Option 3 is really a support option.
4. Some technical companies have provided QB outsourcing using Terminal Servers, but Intuit does not really support this so far as I know.
I think your CPA client would find the kind of service they are trying to offer to be most unworkable.
QuickBooks 2010 now permits a much improved Accountant's Copy checkout that is designed for what is wanted above. The Accountant works on their copy and makes entries, and then the client can merge these entries back.
... Thinkpads_User