Reliable Server for Accounting

Modern accounting is not just paper reports and calculations with a calculator, as it was before. Now electronic document flow, integration with banking APIs and government registries, and working with large volumes of information in real time are actively used. All this requires fast, reliable and secure IT infrastructure. It is for solving these tasks that an accounting server is needed, performing the functions of a centralized point for data storage and processing.

Previously, an accountant could perform most of these tasks using their work PC. But now enterprises work as a team, it is necessary to provide convenient and fast access to documents, interaction between branches. Therefore, a dedicated server for accounting is the optimal solution, and authorized access to it can be obtained from anywhere in the world.

Why accounting needs a server

Main reasons why an accounting server is needed:

• For centralized data storage. All databases like BAS, Excel files, contracts and other documents are much more convenient to store in one protected space. This also simplifies backup.
• Possibility of simultaneous work with accounting data by several users.
• Access to accounting data from anywhere in the world using secure access.
• High speed processing of large data arrays. Server performance is much higher than that of a regular PC or laptop.
• Ensuring data security. This is implemented through authorized access, control of unauthorized changes or deletions.

Of course, you can try to do without a server, using regular PCs or laptops for work. But in this case, the risks of forming file duplicates, information loss, performance degradation, lack of control over electronic document flow increase.

What accounting does on the server

A server for remote accounting is a place where you can store not only fiscal data and documents, but also work with software platforms for accounting automation. Main tasks that an accountant performs using server equipment:

work with automated accounting systems:

• BAS ERP, BAS Accounting, M.E.Doc, SOTA and others;
• electronic document flow, as well as document exchange with counterparties, government registries;
• reporting automation, including integration of digital signatures;
• backup of data;
• interaction with other company departments.

Accounting on a server is not just convenient, but also secure. Without this, forming reports, documents, invoices will have to be done manually, which takes much more time, and at the same time increases the risks of errors in reports.

Cloud VPS or dedicated server

So, why accounting needs a server is clear. But how can this be implemented? There are two main options: using your own dedicated physical server and renting a cloud VPS. What is better to choose?

Cloud VPS

Cloud VPS is a virtual server that is located at a hosting provider. Main advantages of this format: you can launch and configure VPS in just a few hours, the service provider is responsible for hardware maintenance, flexible scaling is available. At the same time, the provider ensures uninterrupted access to the virtual server, also takes on solving data protection issues. Disadvantages: you need to make monthly payments, as well as dependence on internet connection. However, server rental for accounting now costs little, for representatives of small and medium businesses this will be the optimal option.

Own dedicated server

Own dedicated server is one that is installed at the enterprise itself. Main advantages of this option: full control over hardware and software, can be configured to perform specific tasks, no monthly subscription fee, but you will need to pay electricity bills.

Among the disadvantages: significant initial investments in server purchase are needed, also a specialist for its maintenance is needed. And it is harder to scale, for this you will have to organize a private network.

Therefore, a cloud server for accounting is a more convenient and more profitable option. Dedicated servers make sense to install only for large enterprises that need complete confidentiality, use of specific software.

Minimum technical requirements for cloud server

If choosing VPS rental for accounting, you should understand what technical characteristics it should meet. This depends on the number of users and the volume of data you will have to work with. Average characteristics you can focus on:

• processor: at least 4 cores with a frequency of about 2.6 GHz or more (for 10 users);
• RAM: at least 8 GB;
• disks: SSD or NVMe for fast access and backup;
• network: stable connection at 100 Mbps speed;
• OS: Windows Server (best optimization for popular accounting programs) or Linux (higher performance, flexible configuration).

It is also recommended to use additional cloud disk for daily backup.

Security: mandatory elements

Accounting has to work with "sensitive" enterprise data that needs protection from unauthorized access. Therefore, the server requires maximum security. Key security elements that should be used:

• secure and authorized access;
• user rights differentiation;
• use of antivirus and firewall;
• data and traffic encryption;
• monitoring, event logging;
• regular backup.

A very popular mistake is to use hosting for accounting, but not worry about security issues at all. This leads to information leaks, its receipt by competitors, unauthorized access to bank accounts, etc.

Why you should not install a server in the office

Some believe that using your own server in the office is the best option. But in practice this creates many problems. For example, you need to solve the issue with backup power, ensure fire protection, hire a specialist for round-the-clock monitoring and infrastructure maintenance. That is, there will be quite a lot of additional financial costs because of this. Therefore server rental is the best option. After all, in this case, the hosting provider takes full responsibility for its maintenance, and the client only needs to make monthly payments. If there is a need to use a dedicated server, it is better to place it in the provider's data center. This is safer, more convenient and allows you to do without a system administrator.

So, a server for accounting is a modern necessity. It is needed for convenient work, processing data arrays, providing remote access, backup, reducing the risk of document loss.

Our company XServer provides virtual and dedicated server rental services. Our advantages: flexible configuration and tariff policy, fast installation of necessary software and OS, possibility of quick configuration changes and scaling. We also help with initial server setup and selection of the optimal "machine".