Server for an accounting firm: 1C, remote access, backups

For an accounting firm using 1C or QuickBooks with remote access and requiring reliable backups, a dedicated or powerful VPS server with 8-16 GB RAM, 4-8 vCPU, and SSD/NVMe drives starting from 200 GB is optimal, ensuring stable operation, data security, and scalability.

In a world where the speed and reliability of financial information processing are crucial, choosing the right server infrastructure for an accounting firm becomes critically important. This affects not only the performance of working with programs like 1C:Enterprise or QuickBooks but also the security of confidential data and the availability of services for remote employees. Valebyte.com offers solutions that will help your accounting department operate without disruptions.

Why does an accounting firm need a dedicated server or VPS?

A modern accounting firm operates with vast amounts of data, requiring high computational power and reliable storage. A centralized accounting server or powerful VPS provides several advantages:

• Data Centralization: All accounting databases, documents, and programs are stored in one place, simplifying access, management, and backup.
• Increased Performance: A specialized server can process requests from multiple 1C or QuickBooks users simultaneously without slowdowns, which is critical during reporting periods.
• Remote Access: Employees can work from anywhere with internet access, using a secure connection.
• Security: The server allows for the implementation of comprehensive measures to protect data from unauthorized access, malicious software, and loss.
• Scalability: As the firm grows and the number of users increases, the server infrastructure can be easily scaled by adding resources.

Server Requirements for 1C: What hardware to choose?

The choice of optimal server configuration for 1C depends on the number of concurrent users, the volume of databases, and the specifics of the modules used. The right 1C server hosting should consider both processor power and disk subsystem speed.

Processor (CPU): Power for multi-threaded tasks

For 1C:Enterprise, core clock speed is critical, as many operations in the platform remain single-threaded, especially when working with standard forms and certain reports. However, for server processes, background tasks, and multiple users, overall multi-core performance and high performance per core are important.

• For 1-5 users: Intel Xeon E3/E5 with 4 cores (or equivalent AMD EPYC), frequency from 3.0 GHz.
• For 5-15 users: Intel Xeon E5/E7 with 6-8 cores, frequency from 3.2 GHz.
• For 15+ users: Intel Xeon Gold/Platinum with 8+ cores, frequency from 3.5 GHz or multiple processors.

It is recommended to choose processors with high single-core performance and a sufficient number of cores to handle parallel requests from users and background DBMS processes (PostgreSQL, MS SQL Server).

Random Access Memory (RAM): How much is needed for 1C?

RAM is one of the most important resources for a 1C server. It is used for database caching, 1C server processes, DBMS operations, and serving RDP sessions.

• Basic minimum (1-3 users): 8 GB RAM.
• Standard (3-10 users): 16-32 GB RAM.
• Advanced (10-25 users): 32-64 GB RAM.
• Large firms (25+ users): 64 GB RAM and more.

When using MS SQL Server for 1C, it is recommended to allocate at least 50% of available RAM for efficient data caching.

Disk Subsystem: SSD or NVMe for speed

The speed of the disk subsystem directly affects 1C performance, especially when opening large forms, generating reports, and posting documents. Slow disks will become a "bottleneck."

• SSD (Solid State Drive): An essential minimum. Provides significantly higher read/write speeds compared to HDDs.
• NVMe (Non-Volatile Memory Express): The recommended standard for high-performance systems. NVMe drive speeds are several times higher than regular SATA SSDs, which is critical for active 1C and SQL databases.

Minimum disk space for a 1C server: 200 GB. For actively growing databases or storing large volumes of documents, 500 GB NVMe or more is recommended.

Operating System: Windows Server for 1C and RDP

For most accounting firms using 1C, Windows Server (e.g., Windows Server 2019 or 2022) is the optimal choice. This is due to native 1C support, ease of RDP configuration, and compatibility with other programs often used in accounting. For DBMS, both Microsoft SQL Server and the free PostgreSQL (with appropriate optimization) can be used.

Organizing Remote Access: RDP for accounting and beyond

Remote access is a key requirement for modern accounting firms. It allows employees to work from the office, home, or on business trips, while maintaining access to all necessary programs and data. RDP accounting is a reliable and proven way to provide such access.

RDP Server Setup

Remote Desktop Protocol (RDP) allows users to connect to a remote server desktop and work as if they were sitting in front of it. To set up RDP on Windows Server, you need to:

1. Install the "Remote Desktop Services" role.
2. Configure the RD Session Host.
3. Create users and grant them RDP access rights.
4. If necessary, configure RDS CALs licensing.

Example PowerShell command to install the RDP role:

Install-WindowsFeature -Name RDS-RD-Server -IncludeManagementTools

For detailed information on RDP setup and choosing the right VPS, please refer to our article: VPS with Windows: RDP, prices, for what tasks.

Remote Access Security

Since accounting data is highly sensitive, ensuring RDP access security is critical:

• Use VPN: Set up a VPN server on your VPS or dedicated server so that all RDP connections pass through an encrypted tunnel.
• Strong Passwords and 2FA: Require all users to use strong, unique passwords and implement two-factor authentication (2FA) for server access.
• Restrict IP Access: Configure the firewall so that the RDP port (default 3389) is accessible only from known IP addresses or via VPN.
• Regular Updates: Ensure that the operating system and all programs on the server are regularly updated to close vulnerabilities.

Backup Strategies for Accounting Data: Reliability and Recovery

Loss of accounting data can lead to catastrophic consequences. A reliable backup and recovery strategy is not just a recommendation but a mandatory condition for any accounting firm.

Types of Backups and their Frequency

• Full Backups: Copying all system or database data. Recommended weekly.
• Incremental Backups: Copying only the data that has changed since the last backup (of any type). Fast, but require the entire chain for recovery. Recommended daily.
• Differential Backups: Copying all data that has changed since the last full backup. Faster than full, but slower than incremental; only the full and the last differential backup are needed for recovery. Recommended daily.
• Transaction Log Backups (for SQL): Allow database recovery to any point in time with minimal data loss. Performed every 15-60 minutes.

Backup Storage: The 3-2-1 Rule

For maximum reliability, adhere to the 3-2-1 rule:

1. Have at least 3 copies of your data (original + 2 backups).
2. Store backups on 2 different types of media (e.g., on the server disk and on external storage).
3. At least 1 copy should be stored offsite (offsite backup).

Valebyte.com offers solutions for automatic remote storage backups, which significantly simplifies the implementation of this rule.

Security and Compliance: Protecting Confidential Information

Accounting data contains confidential information about finances, employees, and clients. Its protection is a priority and is often regulated by law.

• Firewall: Configure firewall rules to restrict server access to only necessary ports and IP addresses.
• Antivirus and Anti-spyware: Install reliable antivirus software and regularly update its databases.
• Intrusion Detection/Prevention Systems (IDS/IPS): Use tools to monitor network traffic and detect suspicious activity.
• Data Encryption: Consider disk encryption (e.g., BitLocker on Windows Server) and data encryption at rest and in transit.
• Audit and Logging: Regularly review system logs and access logs to identify anomalies.
• Compliance with Legislation: Ensure your infrastructure complies with local and international personal data protection regulations (e.g., GDPR, Federal Law No. 152).

The data protection principles we described for law firms are largely applicable to accounting. Please refer to our article: Server for a Law Firm: DMS, encryption, compliance.

Choosing Between VPS and Dedicated Server for Accounting

When choosing a server for accounting, the question arises: what is better — VPS (Virtual Private Server) or a dedicated server?

VPS (Virtual Private Server)

Advantages:

• Affordability: Significantly cheaper than a dedicated server.
• Flexibility: Easy to scale resources (CPU, RAM, Disk) as needed.
• Management: Fewer concerns about hardware maintenance.

Disadvantages:

• Shared Resources: Although resources are allocated, a VPS runs on a physical server with other VPSs, which can sometimes affect performance during peak loads from "noisy neighbors."
• Lower Performance for Very High Loads: For very large 1C databases and many users, a dedicated server will perform better.

VPS is suitable for small and medium-sized accounting firms (up to 15-20 users) that need cost savings and flexibility.

Dedicated Server

Advantages:

• Maximum Performance: All server hardware resources are exclusively available to you.
• Full Control: Ability to fine-tune hardware and software.
• Isolation: No "noisy neighbors," complete independence from other provider clients.

Disadvantages:

• High Cost: Significantly more expensive than a VPS.
• Less Flexibility: Scaling usually requires changing the server or upgrading hardware.

A dedicated server is ideal for large accounting companies with a high number of users (20+), intensive database operations, and high demands for performance and security. If your firm plans active growth, consider how to scale your server as load increases.

Valebyte.com Recommendations for Server Selection

1. Assess the number of users: This is the main factor determining CPU and RAM requirements.
2. Prefer NVMe drives: For 1C and SQL, this will provide the maximum performance boost.
3. Choose Windows Server: For better compatibility with 1C and easier RDP setup.
4. Integrate a reliable backup system: Automatic daily backups with offsite storage are a must-have.
5. Pay attention to security: Firewall, VPN, strong passwords, 2FA are not luxuries, but necessities.
6. Consider managed services: If you don't have your own system administrator, delegate some tasks to the provider.

Comparison Table of Typical Configurations for Accounting Firms

Conclusion

Choosing the right server for an accounting firm is an investment in stability, security, and operational efficiency. For most tasks, Valebyte.com recommends a powerful VPS with NVMe drives and Windows Server, providing an optimal balance of performance and cost. For large organizations with high performance and isolation requirements, a dedicated server will be the best choice.