There are over 7 million global companies using QuickBooks to automate accounting activities, reduce the load of manual entry, and streamline system processes. Almost every tax professional working with a CPA firm understands QuickBooks processes and knows the importance of reports generated through this tool.
With that being said, we don’t receive remote working ease with QuickBooks desktop. To ensure the feasibility of using the software, you can use QuickBooks hosting. There are many providers authorized by Intuit itself for hosting this application on the cloud.
However, we end up making crucial mistakes when selecting QuickBooks hosting provider. Let’s see what these are:
Common Mistakes When Selecting QuickBooks Hosting Provider
When comparing QuickBooks hosting providers, even when all are authorized by Intuit, you need to evaluate a series of factors. We have discussed how you can avoid the following mistakes and explained important factors to keep in mind.
`1. Thinking All Providers Are The Same
We can’t end up assessing every QuickBooks hosting provider with the same lens. Every provider has different services, data center efficiency, performance levels, data security measures, storage space, and other parameters. There’s a difference in every minute SLA pointer when talking about different hosting providers. Therefore, it is imperative to run a cloud assessment to know your business requirements.
Whenever we are adopting new technology, it is necessary to run a cloud assessment or technology assessment, which helps understand the needs of the business. This assessment also answers a crucial question: Are you ready for the cloud?
Using this assessment first, you should prepare a list of important requirements. This should include must-have, good-to-have, and luxury-to-have features. As you move on with the selection process, you can remove or include features based on various factors like pricing, support, etc.
2. Ignoring The Importance Of Support
Whether you are just starting to use QuickBooks hosting or have little experience using cloud services, you still require cloud hosting support for services. Once your QuickBooks data is on the cloud and you are remotely accessing the application, there may be a number of things that may become challenging.
For example, you have deleted a file by mistake and you are not able to retrieve it from the backup. Another issue can be the inability to connect with the server even when you have cleared MFA and access controls.
For these hosting issues, your QuickBooks hosting provider should have a 24/7 support team to help you find a solution for big and small challenges.
Remember that you can’t evaluate the support in the last. It is one of the features that you absolutely require, therefore, include hosting support in your cloud migration discussions.
3. Not Comparing Hidden Charges
It is not unlikely to find a few hidden charges in your cloud hosting package. The easiest way to eliminate the chances of paying hidden charges is to compare the following:
- Ask for a detailed report on services. This can be your SLAs or the list of services included in your package.
- Take a bifurcation of the detailed items on your pricing.
Now, you can compare the two and understand the charges included by the provider. It is also possible to take a quote from 2-3 valuable providers and compare charges of all. This will offer you a clear understanding of the pricing structure.
Offering The Same Access To Everyone
Your QuickBooks hosting provider always offers you an option to manage access control. They employ software firewalls for this reason. If your provider isn’t offering you this feature, you should look for better options.
If they are, then understand the importance and utilize the feature.
Think about it, is it right to offer the same access to junior, senior, and managerial employees?
It is not. You need to decide the roles of every employee and understand the level of access each category should have.
Having the same access structure for the entire workplace is like creating a disaster situation and putting your data privacy at risk.
4. Not Assessing Data Migration
Moving to the cloud takes some time. You have so much data on your server and taking this data and putting it on the cloud requires expertise and time. There’s no doubt about that.
However, many businesses may believe in the power of migrating everything at once. While that may sound so much more feasible, it is disastrous to the health of your business.
Here are some reasons why:
- Firstly, you have not evaluated the ability of your cloud provider yet. Moving data in a stream helps you assess their knowledge in carefully migrating sensitive data.
- Secondly, during cloud migration assessment, you may have already thought about the data that can or cannot be migrated. There’s also data that can be migrated but you need to modify it. For this reason, slowly moving on with this migration helps you avoid mistakes.
- Lastly, many times, you need to reconfigure data that has been shifted to the cloud. If you are shifting everything in one go, you will have the burden of reconfiguring and restructuring every file at once. To avoid getting overwhelmed by the process, take it one step at a time.
5. Forgetting Cloud Security
The right QuickBooks hosting provider will offer you optimum security. But you still need to personally evaluate the security measures they are offering.
- Start with the physical security of the server, including CCTVs.
- Then, ensure that the data in the transmission is encrypted with TLS 1.3 and 256-bit encryption.
- Evaluate the effectiveness of the Intrusion Detection and Prevention system utilized by the cloud provider.
- Know their firewall structure, including internal and external firewalls, for multi-factor authentication and access control.
- Lastly, analyze other security controls, like DDoS protection, OS patching, etc.
We have so many options for QuickBooks hosting providers. Selecting the right hosting provider for your business involves assessing the feasibility, cost, scalability, security, and support structure of the company. Don’t make the above mistakes. Understand how you can evaluate a provider closely and then make a decision.
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