QuickBooks Hosted Server: How It Works, Benefits, Setup and Cost

Handling the QuickBooks on a local computer or office server can become challenging when teams need to work remotely or access company files from different locations. A QuickBooks Hosted Server provides an alternative by hosting QuickBooks Desktop and its company files on a remote server, allowing authorized users to access them over the internet.

But how does QuickBooks hosting actually work, and is it right for your business? In this guide, we’ll cover the key benefits, requirements, setup process, security considerations, common problems, and costs. We’ll also compare QuickBooks hosting with local servers and QuickBooks Online to help you make an informed choice.

What is a QuickBooks Hosted Server?

A QuickBooks Hosted Server is a remote server where QuickBooks Desktop and its company files are installed and stored. Instead of keeping everything on a single office computer, authorized users can access the hosted environment through an internet connection. Here are the key features of a hosted QuickBooks setup:

• Remote Access: Access QuickBooks from different locations using an internet-connected device.
• Centralized data: QuickBooks and company files are maintained in one hosted environment.
• Multi-user Access: Multiple authorized users can work with the same company file, depending on the QuickBooks version and hosting setup.
• Desktop experience: Users can continue working with QuickBooks Desktop rather than switching to QuickBooks Online.
• Provider-managed infrastructure: The hosting provider generally manages the underlying server and infrastructure.

QuickBooks hosting is different from QuickBooks Online. Hosted QuickBooks typically means running QuickBooks Desktop on a remote server, while QuickBooks Online is a separate cloud-based accounting product.

How Does a QuickBooks Hosted Server Work?

A QuickBooks Hosted Server works by moving your QuickBooks Desktop application and company files to a remote server. Instead of storing and running QuickBooks only on your office computer, users connect to the hosted environment over the internet. The process generally works like this:

• QuickBooks is installed: The hosting provider installs a supported QuickBooks Desktop version on the hosted server.
• Company files are hosted: Your QuickBooks company files are stored in the hosted environment.
• Users receive Access: Authorized users connect to the server using a remote access application or supported connection method.
• QuickBooks runs remotely: The application processes data on the QuickBooks hosted server while users interact with it from their devices.
• Multiple users can connect: Depending on the QuickBooks license, hosting plan, and configuration, several authorized users can work with the company file.

This setup allows businesses to use QuickBooks Desktop without maintaining the entire server infrastructure themselves.

What are the Benefits of Using QuickBooks Hosted Server?

For businesses that rely on the QuickBooks program but need more flexibility in how and where their teams work, hosting can offer multiple practical advantages:

• Access from different locations: All the authorized users can access QuickBooks from the office, home, or other locations with a suitable internet connection.
• Centralized company files: The QuickBooks company file remains in one hosted environment, reducing the need to move files between computers.
• Support for remote teams: Employees and accounting professionals can work with the same QuickBooks environment even when they are not in the same office.
• Less server maintenance: With a third-party hosting provider, the Provider typically manages the underlying server infrastructure.
• QuickBooks Desktop experience: Businesses can continue using compatible QuickBooks Desktop Enterprise Hosting features instead of moving to QuickBooks Online.
• Scalability: Depending on the Provider and plan, businesses may be able to add users or resources as their requirements change.
• Potentially simpler IT management: Outsourcing server infrastructure can reduce some of the technical work associated with maintaining an in-house server.

Who Should Use QuickBooks Hosting?

QuickBooks hosting can be a practical option for businesses that want to keep using QuickBooks Desktop while making it accessible to users in different locations. It may be particularly useful for:

• Remote and hybrid teams: Employees can access the hosted QuickBooks environment without being physically present in the office.
• Businesses with multiple locations: Teams in different offices can work with the same hosted company file.
• Accounting firms: Accountants and bookkeepers can access client files remotely through QuickBooks Accountant Hosting, subject to licensing and access permissions.
• Growing businesses: Companies that need additional users or a more flexible IT setup may consider hosting instead of maintaining their own server.
• Businesses without dedicated IT staff: Hosting can shift some server management responsibilities to a provider.

However, hosting may not be necessary for a small business where everyone works from one computer or a simple local network. The right choice depends on your users, QuickBooks version, workflow, budget, and IT requirements.

QuickBooks Hosted Server vs. Local Server: Which is Better?

The better option depends on how your business uses QuickBooks. A local server keeps QuickBooks and company files within your own office network, while a hosted server places the QuickBooks Desktop environment on a remote server that authorized users can access over the internet. Here’s how the two compare:

A QuickBooks Hosted Server may make more sense for businesses with remote employees, multiple locations, or limited IT resources. A local server can still be a practical choice for businesses that primarily work from one location and already have the infrastructure to manage it.

Rather than choosing based only on price, consider how your team works, who will manage the server, how often users need remote access, and what level of IT support your business requires.

QuickBooks Hosted Server vs. QuickBooks Online: Which Should You Choose?

QuickBooks Hosted Server and QuickBooks Online both give businesses the flexibility to work with their accounting data remotely, but they take different approaches. With hosted QuickBooks, the QuickBooks Desktop application and company files are placed on a remote server, allowing authorized users to access the familiar Desktop environment from different locations. QuickBooks Online, on the other hand, is a separate cloud-based accounting product.

For businesses that already rely on QuickBooks Desktop and don’t want to change their existing workflow, QuickBooks hosting can offer a convenient middle ground. You get remote access while continuing to work with the Desktop environment your team already knows.

QuickBooks Online may be a better fit if you’re ready to Migrate from QuickBooks Desktop to Online. Before making the switch, consider your required features, number of users, existing workflows, and overall budget.

If QuickBooks Desktop remains important to your business, choosing a reliable QuickBooks hosting provider can make the transition to remote access much easier while reducing the need to manage your own server infrastructure.

What are the QuickBooks Hosting Requirements?

Before moving QuickBooks Desktop to a hosted server, it’s important to check whether your software, users, and devices are compatible with the hosting environment. Some of the main things to consider include:

Make sure these requirements are not the same for every QuickBooks version or hosting setup.

How to Set Up QuickBooks on a Hosted Server?

Setting up QuickBooks hosted server usually requires moving the QuickBooks program and company files to a remote server and then giving authorized users Access. The exact process varies by Provider, but the general steps are similar.

Step 1. Choose a Hosting Provider

Start by comparing providers based on QuickBooks compatibility, user capacity, support, security practices, backup policies, and pricing.

Step 2. Select a hosting plan

Choose a QuickBooks Hosted server configuration based on the number of users, QuickBooks version, company file size, and applications your business uses.

Step 3. Install or migrate QuickBooks

The Provider can install the supported QuickBooks Desktop version on the hosted server. Existing company files can then be transferred to the hosted environment using QuickBooks Data Migration Services.

Step 4. Set up user access

Create accounts for authorized employees and configure permissions according to their roles.

Step 5. Test the environment

Before moving completely to the hosted setup, check that QuickBooks, company files, printers, integrations, and other required applications work as expected.

Step 6. Start using QuickBooks remotely

Once everything is configured, users can connect to the QuickBooks hosted server and work with QB from their supported devices.

Is a QuickBooks Hosted Server Secure?

Security is one of the first things businesses should consider before moving QuickBooks and company files to a hosted environment. A hosted setup can provide security controls at the server and network level, but the actual protection depends heavily on the hosting provider, configuration, and how users access the system. When comparing providers, look for:

• Access controls: You should check whether the Provider supports individual user accounts and appropriate access permissions.
• Data encryption: Ask how data is protected while it is being transmitted and while it is stored.
• Backups: Understand how frequently backups are performed, how long they are retained, and whether restoring data is included in the service.
• Server protection: Ask about firewalls, monitoring, malware protection, and other measures used to protect the hosting environment.
• Authentication: Additional authentication controls can help reduce the risk of unauthorized account access.
• Support and incident response: Find out how the Provider handles security incidents, outages, or suspected unauthorized Access.

How Much Does QuickBooks Hosting Cost?

The cost of QuickBooks depends on the product and plan you choose. QuickBooks offers several subscription options designed for businesses with different accounting needs and team sizes. The main QuickBooks Online plans include Simple Start, Essentials, Plus, and Advanced.

When comparing options, look at the overall value of the plan rather than choosing only the lowest price. A suitable plan should provide the features, user access, and support your business needs.

If you’re unsure which option fits your business, comparing the available plans and checking the latest pricing directly with the Provider can help you make a more informed decision.

Common QuickBooks Hosting Problems and How to Fix Them

QuickBooks hosting can make remote accounting easier, but users may still face occasional issues. Most problems are relatively straightforward to identify once you know where to look.

Slow QuickBooks Performance

If QuickBooks is running slower than usual, the issue could be related to the internet connection, server resources, or the number of users accessing the hosted environment at the same time. Start by checking the internet connection. If the problem continues, ask the hosting provider to review the server resources and overall performance.

Connection Issues

A weak or interrupted internet connection can affect Access to the QuickBooks hosted server. Check your network and make sure your connection is stable.

Login Problems

Incorrect credentials or user permissions can prevent Access. Verify the login details and ask the Provider to check account permissions if needed.

Multi-User Issues

Problems can occur when multiple users access the same company file. If QuickBooks Multi-User Mode Not Working occurs, make sure user permissions and QuickBooks multi-user settings are configured correctly.

Integration or Printing Issues

Third-party applications and local printers may require additional configuration in a hosted environment. If you experience QuickBooks printing problems, use the QuickBooks Print And PDF Repair Tool. Check compatibility and contact your Provider for assistance.

Choosing a hosting provider with reliable technical support can make these issues easier to resolve when they occur.

How to Choose a QuickBooks Hosting Provider?

Choosing the right QuickBooks hosting provider is just as important as choosing the hosting plan. Look for a provider that supports your QuickBooks version, offers the resources your business needs, and provides clear pricing and customer support. Before making a decision, consider:

• QuickBooks compatibility: Make sure your QuickBooks Desktop version is supported.
• User capacity: Check how many users can access the hosted environment and whether you can add users later.
• Performance: Look for suitable server resources and reliable Access.
• Security: Review the Provider’s security practices and data protection policies.
• Backup: Understand how backups are handled and what recovery options are available.
• Customer support: Check whether technical assistance is included and how you can contact support.
• Pricing: Compare the complete cost rather than looking only at the starting monthly price.
• Migration assistance: If you’re moving existing QuickBooks files, find out whether the Provider helps with the migration.

A good hosting provider should be transparent about its services, pricing, support, and responsibilities. Taking time to compare these factors can help you choose a hosting solution that fits your business instead of simply choosing the cheapest option.

Conclusion!

A QuickBooks Hosted Server can be a practical choice for businesses that want the flexibility of QuickBooks Desktop without managing their own physical server. Before choosing a plan, compare the cost, features, security, support, and user requirements.

Need help getting started? Contact Data Service Team live experts at +1(888)-718-7888 to choose the right hosting setup and make the transition easier.