Choosing the right QuickBooks hosting provider can feel overwhelming, especially for small firms with fewer than 20 users.
The stakes are high: the wrong choice can leave your team struggling with laggy connections during tax season, surprise add-on fees, or worse: data security gaps that put sensitive financial information at risk.
QuickBooks Desktop remains a workhorse for many accountants, bookkeepers, and small businesses, but hosting it on the cloud has become the go-to solution for flexibility, security, and collaboration. Instead of installing QuickBooks on each employee’s computer or maintaining your own server, cloud hosting lets your team log in from anywhere, work simultaneously, and access real-time data without IT headaches. For firms that juggle multiple clients or seasonal spikes in workload, this shift is more than convenience, it’s about efficiency and peace of mind. Here’s everything you need to know about Quickbooks online.
But not all hosting providers are created equal. Some specialize in serving larger enterprises with hundreds of users, while others are tailored for small teams that need affordability, personal support, and simple setup. Providers differ in pricing models (per-user vs. per-server), security certifications (SOC 2, HIPAA-readiness), uptime guarantees, migration processes, and app compatibility with the add-ons your team already uses like Bill.com, Method:CRM, or TSheets. What looks like a small difference on paper can translate into major productivity gains (or hidden costs) over time.
This guide goes beyond a surface-level list. We’ll break down exactly what small firms should look for in a QuickBooks hosting provider, explain the technology in plain language, and compare the top names in the market including Verito, Right Networks, Summit Hosting, and others, based on pros, cons, and real-world pricing.
By the end, you’ll have a clear roadmap to choose the right hosting partner for your firm. Whether you’re a 5-person bookkeeping practice or a 15-user CPA team gearing up for tax season.
Table of Contents Show
Who This Guide Is For (and Who It’s Not)
Not every small business or accounting team needs QuickBooks hosting. Before diving into provider comparisons, it’s important to clarify whether cloud hosting is actually the right move for your firm.
This Guide Is For:
- Small accounting and bookkeeping firms (3–20 users) that rely on QuickBooks Desktop for client work and need secure, simultaneous access from different locations.
- CPA practices with seasonal spikes (tax season crunch) that need extra seats and stable performance without investing in on-premise servers.
- Small businesses in industries like construction, retail, or professional services that depend on QuickBooks Desktop add-ons (inventory management, payroll, billing) and want everything integrated in the cloud.
- Firms with remote or hybrid teams who want staff to access QuickBooks from home, client sites, or multiple offices while keeping data centralized and backed up.
This Guide Is Not For:
- QuickBooks Online users. If your firm has fully shifted to QuickBooks Online, you already have cloud access, and this guide isn’t necessary (though some hybrid firms use both QBO and Desktop hosting).
- Solo practitioners with 1–2 users. In many cases, a single-user or two-user setup may not justify the cost of hosting; remote desktop or local install might be simpler.
- Firms unwilling to manage change. Cloud hosting requires adopting new logins, MFA, and sometimes new workflows. If your team isn’t ready for that shift, it may not be a fit yet.
The goal here is clarity: if you’re managing a small team that runs QuickBooks Desktop and you want the flexibility of the cloud without sacrificing speed or security, this guide is written for you.
Quick Primer — How QuickBooks Hosting Works
At its core, QuickBooks hosting is about taking the desktop version of QuickBooks you already know and moving it to a secure, cloud-based server managed by a third-party provider. Instead of installing the software on each employee’s computer, the application and company files are stored in the cloud and accessed remotely through a secure login.
Here’s how it works step by step:
- Authorized Hosting Environment
Intuit authorizes certain providers to host QuickBooks Desktop in compliance with licensing rules. Choosing an authorized provider ensures your software is legal, supported, and regularly updated. - Server Infrastructure
Your QuickBooks files live on enterprise-grade Windows servers in data centers (often Tier 3 or Tier 4 facilities). These servers use virtualization, meaning your firm has a dedicated environment with allocated CPU, RAM, and storage—even if you’re sharing the hardware with other small businesses. - Remote Access
Users connect through Remote Desktop Protocol (RDP) or a web portal. Each user has unique login credentials, and with proper configuration, multiple team members can work in the same QuickBooks file simultaneously without performance conflicts. - Security Layer
Data is encrypted both in transit (when moving between the server and your device) and at rest (when stored on the server). Most providers implement multi-factor authentication (MFA), network firewalls, intrusion detection, and strict access controls to reduce risk. - Backups and Disaster Recovery
A key benefit of hosting is reliable data protection. Providers typically run nightly backups, with restore points you can roll back to if a file becomes corrupted. For compliance-focused firms, you’ll want to look for retention policies (e.g., 30, 60, or 90 days) and disaster recovery metrics like RPO (Recovery Point Objective) and RTO (Recovery Time Objective). - Application Ecosystem
QuickBooks rarely runs alone. Many firms use add-ons—Bill.com for payments, Fishbowl for inventory, or Avalara for tax automation. A good host ensures these integrations work smoothly in the cloud environment, with shared folders and permission controls. - Performance Factors
For teams under 20 users, performance depends on how much CPU and RAM is allocated per user. SSD or NVMe storage dramatically improves load times. Latency is another factor: hosting in a data center close to your office region reduces lag, especially during peak use. - Support & Updates
Your provider manages Windows updates, QuickBooks patches, and server maintenance, freeing your team from IT overhead. Support models differ—some offer 24×7 live help, others provide tiered escalation paths. For small firms, quick response during crunch times (like tax season) can make or break productivity.
Why It Matters for Small Firms?
For a small accounting team or business, hosting bridges the gap between the reliability of QuickBooks Desktop and the flexibility of the cloud. You don’t need to buy or maintain servers, worry about backups, or juggle VPNs. Instead, you get anywhere-anytime access, predictable monthly pricing, and enterprise-grade security—scaled to fit a team of under 20 users.
Evaluation Framework for Small Firms (Use This Checklist)
When evaluating QuickBooks hosting providers for a small team (<20 users), the key is to separate “nice marketing claims” from real capabilities that impact daily work. Here’s a framework to help you cut through the noise:
1. Must-Haves (Non-Negotiables)
- Multi-Factor Authentication (MFA): Protects against unauthorized logins.
- Nightly Backups with Retention: Minimum 30 days of recovery points to safeguard against corruption.
- 99.9%+ Uptime Guarantee: Anything less risks downtime during busy periods.
- 24×7 Support: Especially critical for tax season or firms with remote staff across time zones.
- Add-On Compatibility List: Ensure your essential apps (Bill.com, Avalara, Fishbowl, Method:CRM, etc.) are supported.
2. Nice-to-Haves (Competitive Differentiators)
- SOC 2 Type II Certification: Independent audit of security and processes, increasingly important for client trust.
- HIPAA Readiness: For firms handling healthcare-related financial data.
- IP Allowlisting & Static IP: Adds another layer of control over who can log in.
- Single Sign-On (SSO): Streamlines access if your firm already uses Microsoft 365 or Google Workspace.
3. Pricing Decoder
- Per-User Pricing: Common model; good for <10 users but can add up for larger teams.
- Dedicated Server Pricing: Fixed monthly fee; may be more cost-effective once you cross ~15 users.
- Add-Ons to Budget For:
- Microsoft Office licenses
- Extra storage (beyond baseline allocation)
- Premium CPU/RAM for heavy add-ons
- Static IP or compliance-level backups
4. Latency & Regions
- Data Center Proximity: The closer the server to your primary office region, the faster the experience.
- Ask Where Servers Are Located: A U.S.-based CPA firm shouldn’t rely on overseas data centers if low-latency access matters.
5. Migration Effort & Timeline
- Simple Cutover vs. Phased Migration: Small firms usually prefer a weekend cutover.
- Average Timeline: 1–3 business days for <20 users, assuming clean company files.
- Data Prep Required: File verification and condensing may be needed before migration.
6. Support SLAs (Service Level Agreements)
After-Hours Coverage: Confirm if “24×7 support” means true live help or just email queues.
First Response Time: How quickly will you hear back? (Aim for <30 minutes on critical tickets.)
Resolution Targets: Downtime should be measured in hours, not days.
For small firms, the “best” provider isn’t just the one with the lowest price, it’s the one that balances security, performance, support quality, and predictable costs without adding IT complexity. Using this checklist will prevent surprises after you’ve already migrated.
1. Verito — Best Overall
For small firms looking for a hosting solution that balances performance, security, and responsive support, Verito is often the most reliable choice. It’s designed to handle the needs of teams with 3–20 users without forcing you into the enterprise-level pricing or complexity that some larger providers require.
Core Features
- QuickBooks Hosting: Runs all desktop versions (Pro, Premier, Enterprise, Accountant) with simultaneous multi-user access.
- Microsoft Office Integration: Option to bundle Office apps within the hosting environment, eliminating the need for separate installs.
- Dedicated Server Options: Small firms can start on shared infrastructure and upgrade to dedicated servers as user counts or workloads grow.
- Always-On Backups: Nightly automated backups with multiple restore points. Backup retention typically spans 30+ days, which is critical for accounting teams.
- Scalability: Seasonal firms (e.g., CPA practices) can easily scale up users for tax season and roll back down after busy periods.
Security & Compliance
- SOC 2 Type II Certified: Verito has undergone third-party audits for data handling and controls.
- HIPAA-Ready Infrastructure: Suitable for firms handling healthcare-related financial data.
- Multi-Factor Authentication (MFA): Protects logins beyond just passwords.
- End-to-End Encryption: Data is encrypted in transit and at rest.
- Disaster Recovery & Redundancy: Enterprise-level RPO and RTO metrics with off-site replication.
Application Ecosystem
Verito is known for wide compatibility with QuickBooks add-ons that small firms use daily, including:
- Accounting & Billing: Bill.com, Expensify, Avalara
- CRM & Workflow: Method:CRM, Results CRM
- Inventory & Manufacturing: Fishbowl, SOS Inventory
- Time Tracking & Payroll: QuickBooks Time (TSheets), Gusto, ADP
This makes it well-suited for firms that run a mix of financial, HR, and inventory add-ons inside QuickBooks.
Pricing & Plans
- Starting Price: Around $55/user/month (varies depending on plan, Office licensing, and storage).
- Add-Ons: Office, extra storage, dedicated servers, static IPs, and compliance-level backups may add to costs.
- Ideal Range: Most 5–15 user firms land between $250–$800/month total, depending on configurations.
Support Model
- 24×7 U.S.-based support via phone, chat, and email.
- Strong reputation for responsiveness, especially during high-demand seasons like Q1 tax deadlines.
Pros
- Tailored for small firms without enterprise bloat
- Strong compliance profile (SOC 2, HIPAA)
- Predictable per-user pricing
- Wide add-on compatibility
- Dedicated support team familiar with accounting use cases
Cons
- Premium features (Office, extra storage, static IP) add to cost
- Some very small firms (1–2 users) may find pricing high compared to entry-level competitors
Best For
15-User Contractor or Retailer: Handles heavier add-ons like inventory management without lag.
5-User Bookkeeping Firm: Affordable entry point, with growth room as clients increase.
12-User CPA Practice: Stable performance during tax season, with add-on support for billing and document management.
2. Right Networks
Right Networks is one of the most recognized QuickBooks hosting providers, particularly well-established in the accounting industry. Its strength lies in a vast ecosystem of add-ons and partnerships that make it appealing for firms wanting more than just QuickBooks hosting.
Core Features
- QuickBooks Hosting: Supports all desktop versions, with multi-user collaboration.
- Extensive App Directory: Marketplace of 200+ apps, including Bill.com, Expensify, Avalara, SmartVault, and CRM tools.
- Cloud Collaboration Tools: Integration with Microsoft 365 and document management add-ons for streamlined workflows.
- File Sharing & Storage: Secure file exchange and centralized document storage baked into the environment.
Security & Compliance
- SOC 2 Certified: Ensures strong security protocols and independent verification.
- Multi-Factor Authentication (MFA): Default for user logins.
- Encrypted Access: Data protection during transit and storage.
- Uptime & Redundancy: SLA-backed 99.9% uptime with reliable failover systems.
Application Ecosystem
Right Networks’ primary differentiator is its huge app marketplace. Firms can extend QuickBooks hosting with tools for:
- Document Management: SmartVault, Hubdoc
- Time & Expense Tracking: Expensify, Tallie
- Tax & Compliance: Avalara, SurePrep
- Workflow & CRM: Method:CRM, Results CRM
This makes it particularly attractive for firms with diverse client bases or complex workflows that require multiple integrated applications.
Pricing & Plans
- Starting Price: Around $60/user/month, with variations based on bundled services and app integrations.
- Add-Ons: Storage expansion, premium apps, Office 365 integration, and advanced security tools can add significantly to monthly costs.
- Ideal Range: A 10-user firm can expect $600–$900/month, depending on add-ons.
Support Model
- 24×7 Support: Includes live chat, phone, and email.
- Response times are generally solid, though firms with heavy integrations may require escalations.
Pros
- Largest QuickBooks app ecosystem among hosting providers
- Strong compliance certifications and uptime record
- Well-established provider trusted by accountants nationwide
- Bundled options with Microsoft 365 and productivity tools
Cons
- Pricing escalates quickly as you add apps and storage
- Less personal support compared to smaller providers
- May be more complex than small firms (<10 users) truly need
Best For
Teams That Value Ecosystem Over Simplicity: If integrations matter as much as QuickBooks hosting itself, Right Networks is hard to beat.
10–20 User Accounting Firms: Especially those running multiple add-ons (document management, workflow automation, tax prep).
Firms Scaling Fast: Ability to plug in new apps as clients or needs grow.
3. Summit Hosting
Summit Hosting is a long-standing QuickBooks hosting provider known for performance, scalability, and dedicated server options. It’s a strong choice for small firms that deal with heavier QuickBooks company files or use add-ons that require more computing power.
Core Features
- QuickBooks Hosting: Supports all versions, including Enterprise, with simultaneous multi-user access.
- Dedicated Server Options: Unlike many providers that default to shared environments, Summit offers dedicated servers—even for small firms—minimizing the risk of “noisy neighbor” slowdowns.
- Microsoft Application Hosting: Option to host Microsoft Office and other apps alongside QuickBooks.
- Flexible Storage: Firms can scale storage resources based on company file size and add-on requirements.
- Customization Options: Greater control over server environment, security settings, and app configurations.
Security & Compliance
- SOC 2 Compliant Infrastructure: Independent audit of controls and processes.
- Multi-Factor Authentication (MFA): Default for all user accounts.
- End-to-End Encryption: Ensures data is secure in transit and at rest.
- Uptime Guarantees: 99.9% uptime SLA with redundancy built in.
Application Ecosystem
Summit Hosting integrates well with popular QuickBooks add-ons and third-party tools. Strong fits include:
- Inventory Management: Fishbowl, SOS Inventory
- Payroll & HR: QuickBooks Time, Gusto, ADP
- Document Management: SmartVault
- Tax & Compliance: Avalara, ProSystem fx
Its infrastructure makes it especially effective for add-ons that need higher CPU and memory allocations.
Pricing & Plans
- Starting Price: Around $55–$60/user/month, depending on whether you’re on a shared or dedicated server.
- Dedicated Server Premium: Adds to cost but pays off in performance for firms with large company files or intensive add-ons.
- Ideal Range: For a 10-user firm, costs typically run $550–$850/month.
Support Model
- 24×7 Phone & Email Support: U.S.-based, with decent response times.
- Dedicated support for server-level troubleshooting, which is valuable for customized setups.
Pros
- Dedicated servers available even for small teams
- Strong performance for larger files and heavy add-ons
- Flexible environment with customization options
- Good integration support for accounting add-ons
Cons
- May be overkill (and more expensive) for firms with fewer than 5–6 users
- Customization can mean more complexity for firms without IT support
Best For
Firms That Value Dedicated Performance: Teams that want guaranteed resources rather than sharing.
12–20 User CPA Firms: Running large QuickBooks company files with multiple add-ons.
Contractors or Manufacturers: Firms using heavy inventory/ERP-style add-ons like Fishbowl.
4. Ace Cloud Hosting
Ace Cloud Hosting (ACH) has built a reputation as one of the more affordable QuickBooks hosting providers without compromising too heavily on security or support. For small firms under 20 users, especially those just transitioning from desktop installs or on-prem servers, Ace offers a straightforward entry point with room to scale.
Core Features
- QuickBooks Hosting: Supports all desktop editions (Pro, Premier, Enterprise, Accountant) with multi-user access.
- Microsoft Applications: Option to host Microsoft Office and other Windows applications in the same environment.
- Flexible Plans: Tailored packages for small firms with 3–15 users, allowing you to scale without committing to enterprise-level pricing.
- File Backup & Storage: Automated nightly backups with 30+ days of retention.
- Remote Access: Secure access via RDP or web-based client, compatible with PCs, Macs, and mobile devices.
Security & Compliance
- SOC 2 Certified Infrastructure: Provides assurance of data handling practices.
- Multi-Factor Authentication (MFA): Available for stronger login security.
- Data Encryption: Protects information both in transit and at rest.
- Uptime Guarantee: 99.99% uptime SLA backed by redundant data centers.
Application Ecosystem
Ace Cloud Hosting supports a wide range of QuickBooks add-ons and small business applications, including:
- Accounting & AP/AR: Bill.com, Expensify
- CRM & Workflow: Method:CRM, Results CRM
- Inventory & POS: Fishbowl, ACCTivate
- Payroll: ADP, QuickBooks Time, Gusto
Its flexibility makes it a good fit for firms running a modest number of add-ons without requiring complex infrastructure.
Pricing & Plans
- Starting Price: Around $34/user/month, one of the lowest among reputable providers.
- Add-Ons: Microsoft Office, dedicated server upgrades, compliance-level backups, and premium security options are available at additional cost.
- Ideal Range: A 10-user firm typically pays between $350–$600/month.
Support Model
- 24×7 Support: Phone, live chat, and email.
- Known for fast response times, especially for small-firm issues like user logins, printer redirection, or app errors.
Pros
- Budget-friendly starting point for small firms
- Wide add-on compatibility for common small business apps
- Flexible scaling with clear per-user pricing
- Strong uptime SLA (99.99%)
Cons
- Advanced features (Office, static IP, premium backups) add costs
- Less brand recognition compared to providers like Right Networks or Summit
- Some small firms report the need for more robust compliance options compared to higher-end providers
Best For
Growth-Minded Small Businesses: Companies that need flexibility to scale but don’t yet need enterprise-grade infrastructure.
3–10 User Firms: Bookkeeping practices or small businesses moving to cloud hosting for the first time.
Price-Sensitive Teams: Firms that want affordability without sacrificing critical features like backups and 24×7 support.
5. Swizznet (Now Visory)
Swizznet positions itself as a secure, compliance-ready QuickBooks hosting provider for firms that handle sensitive financial or client data. While often priced higher than budget options, it’s favored by firms that need assurance around SOC 2, HIPAA, and PCI compliance.
Core Features
- QuickBooks Hosting: Full support for Pro, Premier, Enterprise, and Accountant editions.
- Microsoft Applications: Microsoft Office and other apps can be hosted alongside QuickBooks.
- Cloud Collaboration Tools: File sharing and centralized document management built into the environment.
- Custom Security Policies: Firms can configure access controls, IP restrictions, and user roles for tailored security.
- Redundant Backups: Nightly backups with geographically dispersed storage for disaster recovery.
Security & Compliance
This is where Swizznet stands out:
- SOC 2 Type II Certification: Independent validation of controls and policies.
- HIPAA-Compliant Infrastructure: For firms handling healthcare-related financial data.
- PCI DSS Readiness: Suitable for firms processing credit card transactions.
- Multi-Factor Authentication (MFA): Standard for all accounts.
- Advanced Monitoring: Intrusion detection and proactive system monitoring.
Application Ecosystem
Swizznet supports a strong set of QuickBooks add-ons and is designed to handle compliance-heavy workflows. Compatible apps include:
- Accounting & Billing: Bill.com, Expensify
- Inventory: Fishbowl, ACCTivate
- CRM: Method:CRM
- Tax & Compliance: Avalara, ProSystem fx
Its infrastructure is particularly appealing to CPA firms, tax professionals, and small businesses in regulated industries.
Pricing & Plans
- Starting Price: Around $60/user/month (higher than budget peers).
- Add-Ons: Microsoft Office, dedicated servers, premium storage, and advanced compliance features.
- Ideal Range: A 10-user firm typically spends $600–$950/month depending on compliance requirements.
Support Model
- 24×7 Support: Phone, email, and chat.
- Specialized expertise for compliance-related setups and troubleshooting.
Pros
- Strongest compliance profile among SMB-focused providers (SOC 2, HIPAA, PCI)
- Solid app integration with QuickBooks ecosystem
- High security standards with advanced monitoring
- Suitable for firms in regulated industries
Cons
- Higher starting price than most competitors
- May offer more compliance than very small firms truly need
- Slightly longer onboarding times compared to budget options
Best For
Firms Accepting Card Payments: PCI-compliance features add peace of mind.
CPA Firms (10–20 Users): Needing compliance assurance during tax season.
Healthcare-Linked Businesses: Firms handling HIPAA-sensitive data.
6. gotomyerp
gotomyerp is a QuickBooks hosting provider that emphasizes simplicity, predictable billing, and white-glove support. For small firms under 20 users, it’s often appealing because of its straightforward per-user pricing and focus on customer service.
Core Features
- QuickBooks Hosting: Supports all desktop versions (Pro, Premier, Enterprise, Accountant) with multi-user access.
- Microsoft Applications: Can host Office and other Windows apps in the same environment.
- Dedicated Cloud Environment: Each client gets an isolated environment for better performance and security.
- Automatic Backups: Daily backups with recovery points for disaster protection.
- User-Friendly Setup: Designed for small firms without deep IT resources.
Security & Compliance
- SOC 2 Compliant Infrastructure: Third-party audits of systems and processes.
- Multi-Factor Authentication (MFA): Adds login protection.
- Data Encryption: Applied both in transit and at rest.
- Disaster Recovery: Geographic redundancy ensures availability during outages.
Application Ecosystem
gotomyerp supports most common small-business QuickBooks add-ons, including:
- Accounting & Billing: Bill.com, Expensify
- CRM & Workflow: Method:CRM, Results CRM
- Inventory: Fishbowl, ACCTivate
- Payroll: Gusto, ADP, QuickBooks Time
While the app ecosystem isn’t as large as Right Networks, it covers the essentials for most small firms.
Pricing & Plans
- Starting Price: Around $59/user/month.
- Add-Ons: Office licensing, storage, and advanced backups are billed separately.
- Ideal Range: 8–15 user firms typically pay $450–$900/month depending on extras.
Support Model
- 24×7 Support: Live phone, chat, and email support.
- Known for “white-glove” service — customer support that guides firms step-by-step during migration and setup.
Pros
- Predictable per-user pricing makes budgeting easy
- Strong support reputation, especially for smaller firms
- Isolated environments improve performance and security
- Wide compatibility with QuickBooks add-ons
Cons
- Slightly higher per-user cost compared to budget providers
- Smaller app marketplace than Right Networks
- Advanced features (Office, compliance add-ons) raise costs
Best For
Firms Prioritizing Support Over Features: Customer service is the standout value here.
5–15 User Firms: That want predictable billing without unexpected add-on fees.
Non-Technical Teams: Firms without IT staff benefit from guided onboarding.
7. Apps4Rent
Apps4Rent is often chosen by firms that want the lowest possible entry point into QuickBooks hosting. While it doesn’t have the advanced compliance or customization features of premium providers, it provides a straightforward, affordable option for very small teams.
Core Features
- QuickBooks Hosting: Supports all QuickBooks Desktop editions with multi-user access.
- Basic Microsoft Application Hosting: Optional Office integration available.
- Daily Backups: Automatic daily backups with limited retention (typically 30 days).
- Remote Access: Works via RDP, compatible across devices.
- Quick Setup: New environments can often be provisioned within 1–2 days.
Security & Compliance
- Standard Security: Includes MFA and basic encryption for data in transit and at rest.
- No Advanced Compliance (SOC 2, HIPAA): Not ideal for firms that need external audits or strict regulatory assurance.
- Disaster Recovery: Available but limited compared to premium providers.
Application Ecosystem
Apps4Rent supports most basic QuickBooks add-ons, but not as extensively as Verito, Right Networks, or Summit Hosting. Good for:
- Billing & Expenses: Bill.com, Expensify
- Payroll: QuickBooks Time, Gusto
- CRM: Method:CRM (basic support)
Advanced or heavy-duty integrations may run into limitations.
Pricing & Plans
- Starting Price: Around $30/user/month, making it one of the cheapest options in the market.
- Add-Ons: Microsoft Office, extra storage, and premium support cost extra.
- Ideal Range: A 5-user firm can expect $150–$250/month, depending on add-ons.
Support Model
- 24×7 Support: Provided via email and chat; phone support may be limited on lower plans.
- Support is functional but less personalized compared to premium providers.
Pros
- Cheapest entry point for QuickBooks hosting
- Decent performance for small teams with light workloads
- Fast setup (often within 24–48 hours)
- Suitable for firms testing cloud hosting before committing long term
Cons
- Limited compliance certifications (not SOC 2 or HIPAA ready)
- Fewer app integrations and less customization
- Support quality not as strong as premium providers
- May not scale well beyond 10 users
Best For
- 3–8 User Firms: Especially bookkeepers or small businesses testing the waters with cloud hosting.
- Price-Sensitive Teams: Firms that need basic hosting at the lowest cost.
- Temporary or Seasonal Use: Short-term projects where compliance and advanced features aren’t critical.
Pricing Deep Dive for <20 Users
QuickBooks hosting pricing can look deceptively simple at first glance — most providers advertise a “per-user monthly fee.” But in practice, your total bill often depends on user count, server type, storage, and add-ons. For small firms under 20 users, understanding these cost levers is essential to avoid surprises.
Typical Pricing Ranges
- 1–5 Users: $30–$60 per user/month → ~$150–$300/month total
- 6–10 Users: $40–$60 per user/month → ~$250–$600/month total
- 11–20 Users: $45–$65 per user/month → ~$500–$1,200/month total
Entry-level providers (e.g., Apps4Rent, Ace Cloud Hosting) are at the low end, while compliance-heavy providers (Swizznet, Right Networks) sit at the higher end.
What Usually Costs Extra
- Microsoft Office Licensing
- ~$10–$15/user/month if not already included.
- Necessary for teams that use Excel/Word within QuickBooks workflows.
- Storage Expansion
- Most providers include 5–10 GB per user.
- Additional storage: ~$10–$20 per 10 GB/month.
- Firms with large company files (500MB+) should plan for expansion.
- Dedicated Servers
- Upgrade from shared to dedicated environment.
- Typically adds $100–$300/month, worth it for firms with 12+ users or heavy add-ons.
- Compliance-Level Backups & Security
- Advanced RPO/RTO or SOC 2/HIPAA features may cost extra.
- ~$50–$150/month depending on provider.
- Static IP / IP Allowlisting
- For firms that want stricter access controls.
- ~$10–$25/month.
- Premium Support SLAs
- Faster response times or dedicated account managers.
- Can add $50–$100/month.
How to Estimate Your All-In Monthly Cost
Decide on Server Type: Shared is fine for 5–8 users. At 12+ users, dedicated often pays for itself in performance.
Count Users: Start with the per-user fee × number of staff who need access.
Add Storage: If your QuickBooks company file is over 500MB or you have multiple clients, factor in storage add-ons.
Check Add-On Software: If you rely on Microsoft Office or heavy QuickBooks integrations, confirm compatibility and budget for licensing.
Factor in Security/Compliance: If you need SOC 2, HIPAA, or PCI-ready environments, expect a higher tier.
App Compatibility & Popular Stacks
One of the most important considerations for small firms choosing a QuickBooks hosting provider is whether their existing apps and add-ons will work in the hosted environment. QuickBooks rarely operates in isolation — most firms rely on payroll tools, CRMs, inventory systems, or document management apps that need to integrate seamlessly.
Why Compatibility Matters
- Performance: Some add-ons are resource-intensive (e.g., Fishbowl for inventory). Without the right server configuration, they can slow down QuickBooks itself.
- Stability: Unsupported or poorly integrated apps may cause errors or session drops.
- User Experience: Smooth integrations save time and reduce manual exports/imports.
Popular App Categories for Small Firms
1. Time Tracking & Payroll
- QuickBooks Time (TSheets), Gusto, ADP
- Ideal for small firms managing hourly employees or seasonal staff.
- Check if your provider supports real-time syncing and external device access.
2. Billing, AP, and AR
- Bill.com, Expensify, Veem
- Popular with bookkeeping and CPA practices.
- Ensure the provider allows two-way sync with QuickBooks Desktop files in the cloud.
3. Inventory & Manufacturing
- Fishbowl, SOS Inventory, ACCTivate
- Critical for contractors, wholesalers, or small manufacturers.
- Requires higher CPU/RAM allocation — a dedicated server is often recommended once you cross 10 users.
4. CRM & Client Management
- Method:CRM, Results CRM, Insightly
- Useful for firms managing multiple client projects and pipelines.
- Hosting providers should confirm proper API support and stable connectivity.
5. Tax & Compliance Tools
- Avalara, ProSystem fx, SurePrep
- Helps with automated tax calculations and filings.
- Ask if the hosting environment allows smooth document/data exchange with these systems.
6. Document Management & File Sharing
- SmartVault, Hubdoc, ShareFile
- Simplifies secure file exchange with clients.
- Providers should enable local printer/scanner redirection so staff can handle physical documents without friction.
Printing, Scanning & Local Devices
In hosted QuickBooks environments, device redirection ensures staff can:
- Print invoices and reports from QuickBooks directly to local printers.
- Scan documents and upload them into QuickBooks or document management add-ons.
- Use USB devices securely through the hosted environment.
Most premium providers (Verito, Summit, Right Networks) handle these well. Budget providers may require extra setup.
Best Practice for Small Firms
Before committing, create an add-on inventory (list of all apps, printers, scanners, file-sharing tools you use). Share it with potential providers and confirm compatibility. This prevents migration surprises and ensures your hosted environment feels just like your current desktop setup, only more secure and accessible.
Security & Compliance, Simplified
When you move QuickBooks Desktop to the cloud, you’re also trusting your hosting provider with sensitive financial data like client records, payroll details, tax documents. For small firms, this makes security and compliance non-negotiable. Here’s what you need to know (and ask about) in plain language.
Core Certifications & Standards
- SOC 2 Type II:
The gold standard for accounting and hosting environments. It’s an independent audit that verifies the provider follows strict controls for data security, availability, and confidentiality. If a provider doesn’t have this, think twice. - HIPAA-Ready Infrastructure:
Required if you work with healthcare-related clients or handle Protected Health Information (PHI). Not every firm needs it, but having HIPAA readiness shows maturity in security practices. - PCI DSS Readiness:
Relevant if your clients process credit card transactions. Ensures payment data is handled securely.
Everyday Security Features
- Multi-Factor Authentication (MFA):
A login requires both a password and a second factor (like a phone code). This prevents unauthorized access even if a password is stolen. - End-to-End Encryption:
Protects data as it travels between your device and the cloud (in transit) and when stored on the provider’s servers (at rest). - Least-Privilege Access:
Users only get access to the files and apps they need. Reduces risk if an account is compromised. - Firewalls & Intrusion Detection:
Provider-managed defenses that block suspicious traffic and alert security teams to potential breaches.
Backups & Disaster Recovery
- Automated Nightly Backups: Most providers offer at least 30 days of restore points.
- Geographic Redundancy: Copies of your data are stored in multiple secure data centers.
- RPO & RTO:
- RPO (Recovery Point Objective): How much data you could lose in a worst-case event (e.g., 24 hours).
- RTO (Recovery Time Objective): How fast your firm can be back online after an outage (e.g., 2 hours).
- Ask your provider: “What’s your RPO and RTO for QuickBooks hosting?”
Why It Matters for Small Firms
Even if you’re under 20 users, your clients trust you with their most sensitive financial information. One breach, one ransomware attack, or one week of downtime could be devastating — both financially and reputationally. Hosting with a provider that takes compliance seriously gives you enterprise-grade security without needing an IT department.
Quick tip: Providers like Verito, Swizznet, and Right Networks emphasize compliance certifications. Budget providers (like Apps4Rent) often don’t — which may be fine for some small firms, but not if your clients expect SOC 2 or HIPAA alignment.
Conclusion
For small firms with fewer than 20 users, QuickBooks hosting can unlock secure remote access, seamless collaboration, and enterprise-level reliability without the headaches of maintaining servers. The key, however, is picking the right provider for your needs.
- Verito stands out as the best all-around choice for small firms, thanks to its balance of compliance, predictable pricing, and responsive support.
- Right Networks is ideal if you want a vast app marketplace.
- Summit Hosting works best for firms that need dedicated performance for heavy add-ons.
- Ace Cloud Hosting gives budget-conscious firms an affordable yet flexible entry point.
- Swizznet is the go-to for compliance-heavy industries like healthcare or finance.
- gotomyerp delivers predictable per-user pricing and white-glove support.
- Apps4Rent is the lowest-cost option for firms testing hosting on a tight budget.
By considering factors like security, pricing, add-on compatibility, and support quality, your firm can choose a provider that ensures QuickBooks runs smoothly during busy seasons — whether you’re a 5-user bookkeeping practice or a 15-user CPA firm managing tax deadlines.
At the end of the day, hosting is not just about moving QuickBooks to the cloud. It’s about giving your team speed, security, and stability so you can focus on what really matters: serving your clients.
