Why should you run QuickBooks® in the cloud?

Why run QuickBooks in the cloud? There are lots of reasons. Compare what you’re doing now to what you could be doing.

minute read

Last Updated May 9, 2024

A man sits on a sofa looking at a laptop, thinking about the benefits of hosting QuickBooks in the cloud.


If you’re running QuickBooks® Desktop on an in-office server or on individual computers in your firm or business, you’re putting your organization’s data at risk. You’re also missing out on the many benefits of working with QuickBooks in the cloud.   

You might not realize just how hard you’re working on your own to keep QuickBooks Desktop and other critical applications up and running. You also might not be aware of the cybersecurity risks involved with trying to manage critical client data yourself.   

So, what are the requirements for hosting QuickBooks in the cloud? If you have the right cloud provider, there aren’t really any requirements. Your cloud partner takes care of hosting for you while you run your firm. But there are a lot of benefits. 

How running QuickBooks in the cloud delivers benefits 

This quick guide provides a look at why running QuickBooks Desktop and other critical business and tax applications in the cloud delivers so many advantages that in-house servers and other on-premises models can’t offer.   

Working together on client data files 

What you’re doing now: Employees are sharing client files with each other as email attachments.  

Why that’s a bad idea: Version control can quickly become a real problem and lead to errors. Plus, email attachments are notorious for leading to cyberattacks and data theft.  

What you can do with QuickBooks in the cloud: Your employees can work in the same files at the same time from anywhere and at any time. Version control is no longer an issue, and you’re no longer dealing with dangerous email attachments.   

Managing security updates 

What you’re doing now: You’re trying to update security for applications on your own server. Or, worse, you’re just doing everything on your own computer and simply sharing files via email.  

Why that’s a bad idea: Cybersecurity updates are far too dynamic and important for you to try to manage on your own. There are times when it’s necessary to update once or even multiple times a day. Just as an accounting firm’s clients don’t do their own taxes or financial planning, you shouldn’t try to handle security updates.   

What you can do with QuickBooks in the cloud: A cloud provider can take care of all security updates for QuickBooks Desktop, as well as other key apps, without you having to do anything at all. Your cybersecurity protection remains constantly up to date, so you’re protected from an ever-changing list of threats. Plus, your provider stores your data in top-tier data centers, the same kind big banks use. And your cloud partner can monitor for security breaches and stop attacks before they can do any damage.   

Working as efficiently as possible 

What you’re doing now: You and your employees are sharing files and communicating with clients via email.  

Why that’s a bad idea: Email is a slow and inefficient way to communicate, and if a key person doesn’t receive a message or isn’t on a thread, you can compromise all the work you’re doing.   

What you can do with QuickBooks in the cloud: You and your employees can share and work in files simultaneously, meaning there’s no waiting for a response to an email, and nobody gets left out of the loop. With a client portal, you can share information with clients and communicate in real time. This means you can get work done more quickly.   

Maintaining backup and disaster recovery 

What you’re doing now: If you have backup in place at all, it’s probably on an in-house server.   

Why that’s a bad idea: The server in your office is susceptible to fire or natural disasters, which puts your critical data constantly at risk.    

What you can do with QuickBooks in the cloud: Your cloud provider offers backup and recovery that you simply cannot match in-house. A cloud host stores your data in top-tier, geographically dispersed data centers so you don’t lose client data.   

Updating applications 

What you’re doing now: As is the case with security updates, you’re likely updating QuickBooks Desktop and other apps when you have time.   

Why that’s a bad idea: Working in outdated applications isn’t just a security risk. Missing updates in QuickBooks Desktop or another critical app can hinder efficiencies with fellow employees.

What you can do with QuickBooks in the cloud: Let your cloud provider update QuickBooks Desktop and other apps for you so you and everyone in your firm or business is up to date and always working with the latest technology.   

Relying on technical support 

What you’re doing now: You probably don’t have any technical support at all. Internal IT employees may or may not have the expertise to help you with a system failure or data breach. Staying up to date requires constant education and training.   

Why that’s a bad idea: Your firm or business could be in real trouble if an incident causes you to lose data you can’t recover or if you can’t get work done for clients. That’s especially true for accounting firms during tax season.   

What you can do with QuickBooks in the cloud: A cloud provider with 24/7 US-based tech support can help you solve whatever problem might arise and give you peace of mind that you’re never alone when you need assistance.   

Enjoying peak performance 

What you’re doing now: Your in-house server can crash if too many employees access it at the same time, particularly if staffers are working remotely. Performance can be slow.   

Why that’s a bad idea: Server crashes endanger data and make your firm or business less efficient. You spend more time doing less work.   

What you can do with QuickBooks in the cloud: A professional cloud host with top-tier data centers ensures that you have virtually no downtime and that your network performance is reliably fast. You don’t waste time waiting for the server to respond, so you can get on with your work. 

Are you ready to enjoy the benefits of QuickBooks in the cloud? Start here. 

Subscribe to our blog

Get Rightworks articles delivered straight to your inbox.