Virtual Data Room For Accountants and accounting firms

How do companies keep records? Usually this is a 1C package installed on the accountant’s local computer, where a full-time accountant or an outsourced specialist works. An outsourcer can manage several such customer companies at the same time, sometimes even competing ones.

With this approach, access to billing accounts, crypto protection tools, electronic document management, and other essential services are configured right on the accountant’s computer.

What does that mean? That everything is in the hands of the accountant, and if he decides to start the business owner, he will do it once or twice.

What Are the Options for Working With 1C in the VDR?

Option 1. Client + enterprise application server + database. Suitable for large companies that need the services of a whole team of accountants. This is a rather expensive option (a lot of additional licenses are required), we will not consider it, since the article is about setting up an accountant for a small business.

Option 2. 1C: Fresh. 1C: Fresh is a fairly convenient way to work in 1C through a browser. No settings are required: when renting such a license, the franchise company sets everything up itself, you receive a login and a password.

Option 3: Your own VPS with installed 1C client and database. This option is suitable for small businesses where 1-2 accountants work – they can work quite comfortably without installing the 1C: Enterprise application server and SQL server.

Above all, the beauty of this approach is that a rented VPS can function as a full-fledged work computer for an accountant with an RDP connection.

If all databases, documents and accesses are stored on a VPS you control, you don’t have to shy away from laptops locked in the apartment or an accountant and system administrator fleeing to the islands together and taking all documents and money from the current account with you. You can disable One Button Access by deleting a user.

This method is also good and here is why:

  • When an accountant works with 1C products, 1C generates a lot of Word, Excel and Acrobat documents. When the 1C client is started on the accountant’s computer, all documents are saved on his laptop. When working on a VPS, everything is stored on a virtual machine.
  • 1C databases and documents do not end up on the accountant’s PC at all (if using 1C: Fresh, documents would have to be downloaded).
  • The ability to connect the VPS to the corporate network via VPN and organize secure access to internal resources for the accountant (when using 1C: Fresh, the accountant’s PC would have to be brought to a secure LAN for this).
  • You can set up secure integration of 1C: Enterprise with external systems: EDI, personal accounts of banks, government services, etc. In the case of using 1C: Fresh, access to many critical services would have to be configured on the accountant’s PC.

A license can be purchased by any franchisee, and the price depends on the configuration of the package of products and services, and after the term expires, you will have to pay extra for support through the 1C: ITS portal, so that there is update.

If you take a VPS from us, for such purposes we offer a virtual machine with a preinstalled client 1C: Enterprise (just write to us in support with a description of your task). Everything looks exactly the same for an accountant – a familiar desktop, icons, you can even hang familiar wallpapers. And now to the point of how to create and configure such a VDR, access to which can be disabled with the push of a button.

Order VPS With Built-In 1C: Enterprise

Windows is the ideal operating system for an accountant. On the power of VPS – in our experience for comfortable work by one or two employees with a file server version from 1C: A company will have sufficient equipment with two computing cores, at least 4-5 GB RAM and a fast 50 GB SSD.

We automate services only when we are sure what customers need, so for now the connection is not yet automated and you need to order a server from 1C through the ticket system. We set everything up manually for you.

If you connect to the created virtual machine via RDP, you can see something like this.

Transfer the Database 1C

The next step is to unload the database from the 1C: Enterprise version previously installed on the accounting computer.

Then you need to upload it to a virtual server via FTP, via any VDR storage, or by connecting a local drive to the VPS via an RDP client.

Next you need to add an infobase in the client program: we show how to do it in the screenshots.

After successfully adding the base, 1C: Enterprise is ready to work on your own VPS. It remains to set up remote desktops for users and integrate with various external systems such as personal accounts of banks or electronic document management services.

Setting Up Remote Desktops

By default, Windows Server allows no more than two simultaneous RDP sessions for system administration. Using it for work is technically easy (just add a non-privileged user to the appropriate group), but doing so is a violation of the terms of the license agreement.

To deploy full Remote Desktop Services (RDS), you must add server roles and features, activate a license server or use an external one, and install separately purchased client access licenses (RDS CALs).

Again, we can help: You can buy RDS CAL from us by simply writing a support request. We will act further: we will install them on license server and configure remote desktop services.

But of course, if you want to customize everything yourself, we won’t take the fun out of you.