Hosting QuickBooks Desktop on AWS
A Practical Guide
For over 200,000 businesses, QuickBooks Desktop (Enterprise) remains a core part of managing finances. However, many businesses host QuickBooks on-premise or pay a high premium for cloud hosting. What if I told you that you could host it yourself on AWS for a fraction of the cost? That’s right — with the right setup, you can have your own QuickBooks Desktop environment hosted securely in the cloud for just around $2,500/year (server and two workspaces).
This guide will walk you through the process of setting up QuickBooks Desktop on AWS, followed by a brief introduction to oneXerpQB, a product from CloudFruit and Bridgewater Studio that integrates QuickBooks with your ERP/CRM and can be licensed for your business.
Why Cloud Hosting for QuickBooks?
- Cost Efficiency: You can avoid costly third-party hosting fees and have full control over your setup.
- Multi-user Access: Securely access QuickBooks from any location with multiple users.
- Scalability: As your business grows, your cloud infrastructure can scale with it.
- Security: AWS provides advanced security measures to ensure your financial data is protected.
Let’s dive into the detailed setup process.
Step 1: AWS Managed Microsoft Active Directory Setup
To host QuickBooks Desktop on AWS, you need to set up an AWS Managed Microsoft Active Directory (AD). This will manage directory services and allow multiple users to securely access your QuickBooks Desktop server.
Requirements:
- A VPC (Virtual Private Cloud) with at least two subnets in different Availability Zones.
- Subnets must not use the 198.18.0.0/15 address space.
- Default Hardware Tenancy for the VPC.
Steps:
- Choose AWS Managed Microsoft AD: In the AWS Directory Service, select the “AWS Managed Microsoft AD” option.
- Configure Directory:
- DNS Name: Example,
company-quickbooks.com - Admin User: Admin
- Password: Create a strong password
- Select the VPC and subnets you created in the previous step.
- Review and Create: This will create two domain controllers in different subnets for redundancy.
Post-Setup:
- Ensure that the DHCP options are set to use the DNS addresses provided by AWS for domain name resolution.
Step 2: EC2 Instance Setup for QuickBooks Server
Now you’ll set up the EC2 instance that will act as the QuickBooks Desktop server. This server will host the QuickBooks company files and allow multi-user access.
Get Sam Hilsman’s stories in your inbox
Join Medium for free to get updates from this writer.
Steps:
- Launch an EC2 instance:
- Instance Type: Use a t3.xlarge or similar, depending on your load.
- Operating System: Windows Server 2019/2022.
- Join to Domain: Ensure the instance joins the Active Directory you set up earlier.
- Security Group: Create or select a security group that allows necessary inbound and outbound traffic (RDP, file sharing, etc.).
- Tags: Tag your instance (e.g., “QuickBooks-Server”) for easy identification.
2. Post-Launch Configuration:
- Enable Network Discovery and Public File Sharing via Network & Sharing Center.
- Disable the Windows Firewall for the Domain and Private networks.
- Turn off IE Enhanced Security Configuration.
3. Install QuickBooks Desktop:
- Download and install QuickBooks Desktop (Enterprise) from Intuit’s website.
- Store the QuickBooks company file in a public folder for multi-user access.
Step 3: AWS WorkSpaces Setup for QuickBooks Clients
To enable access for your team, you’ll need to create AWS WorkSpaces for each user. WorkSpaces will act as virtual desktops, allowing them to access the QuickBooks server remotely.
Steps:
- Register the Directory: In AWS WorkSpaces, register the directory you created in Step 1.
- Provision WorkSpaces: For each user, choose the appropriate machine configuration (e.g., Power for more intensive users or Performance for basic users).
- Set up AutoStop for cost efficiency (auto-shutdown after an hour of inactivity).
3. User Setup: Add users to your Active Directory and assign them their WorkSpaces.
Once the WorkSpaces are launched, users can access the shared QuickBooks company file directly through their virtual desktops.
Step 4: Final Configuration for QuickBooks Desktop
Once everything is set up, finalize your QuickBooks Desktop installation on the server and ensure that it’s fully accessible from the WorkSpaces.
Checklist:
- Network Drives: Map network drives to the folder hosting your QuickBooks company file.
- Security Configuration: Ensure proper permissions are set on the folder containing your QuickBooks files.
- Install QuickBooks on WorkSpaces: Install QuickBooks on each user’s WorkSpace and configure it for multi-user mode.
Introducing oneXerpQB
oneXerpQB is a product designed to bridge the gap between QuickBooks Desktop and modern ERP/CRM systems. It’s designed to automate financial data synchronization, saving time and eliminating manual entry errors.
What can oneXerpQB do?
- Sync Vendors, Customers, and Jobs: Automatically synchronize your financial data from your ERP/CRM system to QuickBooks.
- Create Bills: Easily generate bills in QuickBooks Desktop, ensuring your financial data is always up to date.
- Automate Data Flow: Using AWS SQS for message queuing, oneXerpQB ensures smooth communication between your systems and QuickBooks.
By adopting oneXerpQB, businesses can streamline their financial processes and reduce the time spent on manual tasks.
Interested in licensing oneXerpQB?
Reach out to me to discuss how oneXerpQB can integrate seamlessly into your workflow and optimize your financial operations.
Conclusion
By following these steps, you can successfully host QuickBooks Desktop in the cloud and take full control of your financial operations. And with oneXerpQB, you can go even further — integrating QuickBooks seamlessly with your ERP/CRM systems and automating tedious financial tasks.
If you’re ready to take your QuickBooks setup to the next level, reach out for more details on oneXerpQB or for any questions on the setup process!
