The Problem

When a client approached us about a pain point with her bookkeeping business, we suggested a Cloud Desktop as the answer. Our client works with several non-profits which contract with her for part-time services. This is actually a common and growing use case, leveraging “fractional” talent to serve the needs of smaller organizations.

Non-profits and similarly sized organizations don’t typically have IT departments. They have dedicated desktops running Microsoft Windows, and those computers are relegated to a corner, and often neglected. These computers are a liability as eventually they will experience hardware failure, or another manifestation of neglect.

As the modern workplace continues to embrace remote workers and virtual offices, this increases the need for a decentralized solution. While cloud based accounting solutions increase in popularity, traditional desktop based solutions are still the workhorse of business. Enter Cloud Desktop.

AWS WorkSpaces

Amazon Web Services (or AWS) is a public cloud services provider. AWS offers Desktop-as-a-Service known as “WorkSpaces”. AWS Workspaces allows our clients to run Desktop computers in the cloud.

There are a number of benefits to this approach :

• No need to buy hardware or windows licenses
• Upgrade hardware or storage at the flip of a switch
• Service is month to month (no commitment)
• Tolerant to disaster (it’s safe in the cloud)
• Secure
• Scalable (add more desktops as needed)
• Add Microsoft Office 365 (additional fee)

The New Desktop

A frequent use case we hear about is the need for a shared workstation for part time contractors to use, particularly in the finance function within the business. This includes bookkeepers, accountants, and related workers.

Often an aging desktop is used, sitting at the corner desk in the office, and it doesn’t receive the attention it deserves. When the computer goes down, it’s a big problem, especially for organizations who don’t have IT staff.

Outsourcing to an IT firm for a one-off repair can be expensive, usually $300 or more. AWS WorkSpaces takes away this issue, providing an always-on Windows 10 Desktop accessible from anywhere on the internet, starting at $35/mo.

Secure and Accessible

Security is a primary concern with any computer, and AWS WorkSpaces addresses the need for security without the traditional burdens. The WorkSpace is contained in a private network in the cloud and is not accessible by any means other than through an encrypted connection.

Traditional office networks require a Virtual Private Network to access desktops securely. This requires an expensive VPN capable router and the expertise of an IT company to setup and maintain the internet access and VPN accounts.

AWS WorkSpaces provides an encrypted remote desktop client that meets security and compliance requirements such as PCI and HIPAA.

WorkSpaces and QuickBooks

AWS WorkSpaces can provide remote and shared access to QuickBooks Desktop including multi-user. For a standalone instance of QuickBooks, we recommend the “Standard WorkSpace” which includes two CPUs, 4GB of memory, and 130GB of storage.

For QuickBooks Multi-User, you will need to purchase multiple WorkSpaces, one for each simultaneous user. The primary Desktop will require a “Performance WorkSpace” which provides 7.5GB of memory which is recommended by Intuit.

Flexible Pricing

While running one dedicated WorkSpace is very cost effective, running multiple lesser-used WorkSpaces increases cost. AWS provides flexible pricing plans available as a flat-fee monthly rate, or an hourly rate with nominal minimum fee. Lesser used WorkSpaces can be turned on only when needed to minimize cost.

Get Started Today

If you are new to AWS, Cloud Brigade is here to help. We can work with you to create your new AWS account, setup your WorkSpace(s), install QuickBooks, and provide training. Pricing for the setup of your QuickBooks enabled WorkSpace starts at $349. Additional WorkSpaces can be setup for $149/ea. Note: Client is responsible for QuickBooks licensing which is not included.