CPA Firm Remote Accounting Cloud Migration

How Safebooks Helped a CPA Firm Build a Secure and Scalable Remote Accounting Operation

A mid size Ohio CPA firm faced slow remote access, server instability, and rising security concerns. Safebooks Global guided them from a fragile on premises setup to a cloud hosted environment supported by strong access controls and a trained offshore team. The result was faster performance, improved compliance, and increased capacity during busy season.

Safebooks applies this same approach across Bookkeeping, Tax Support, and Workflow Consulting.

Client Overview

The firm is a 3 partner practice with 12 staff members working in a hybrid model. Their core services include 1040s, small business tax, bookkeeping, and compilations. Before engaging Safebooks, they relied on a local server that hosted QuickBooks Desktop and Lacerte. Their VPN connection frequently dropped, and documents were exchanged through email.

Objectives

• Improve remote performance
• Reduce downtime
• Strengthen data security and compliance
• Create a safe foundation for offshore hiring
  

For more context on these challenges, see Questions to Ask Before Hiring a Remote Accounting Team.

Key Challenges

Slow Remote Access and System Instability

Staff needed 5 to 10 minutes to open large QuickBooks files. During tax season, the server crashed twice which forced weekend IT work.

Security Risks with No Formal Controls

The firm had no MFA, no role based access, and no audit logs. Documents were sent over email which increased compliance risk. Similar issues are discussed in How Safe Is Offshore Staffing.

No Safe Infrastructure for Offshore Team Expansion

The partners wanted offshore preparers and bookkeepers but had no secure method for granting access to Lacerte or QuickBooks Desktop.

Why the Firm Selected Safebooks

The partners reviewed staffing firms but chose Safebooks because of its process focused and security focused approach.

Safebooks provided:

• US GAAP trained offshore staff
• Secure VPN only access with MFA and IP restrictions
• Expertise in designing a remote friendly tech stack
• Standardized SOPs and documentation guidelines
• Structured workflows that connected onshore and offshore teams

The shift aligns with broader industry trends explained in Inside the Rise of Offshore CPA Firms.

How Safebooks Rebuilt Their Remote Workflow

Safebooks delivered a three phase transformation that improved stability, security, and daily operations.

Phase 1: Remote and Security Blueprint for the Firm

Safebooks audited user access, security gaps, data flows, and software dependencies. The recommended solution included cloud hosting for QuickBooks Desktop and Lacerte, MFA for all users, and role based access controls.

Best practices referenced in Best Tech Stack for Offshore Accounting Firms guided this planning.

Phase 2: Cloud Migration and Security Hardening

Safebooks coordinated with Right Networks to migrate data and software to a hosted environment. They implemented MFA, encrypted backups, IP whitelisting, and daily snapshots. The team created updated SOPs, documentation standards, and escalation workflows to ensure consistent output.

Phase 3: Offshore Team Go Live During Busy Season

Safebooks provided two full time bookkeepers and one seasonal tax preparer. All work was completed inside the hosted environment with secure VPN and RDP access. Weekly activity logs gave partners complete visibility.

For firms evaluating offshore staffing, a useful resource is What US Accountants Need to Know Before Hiring Offshore Staff.

5. Results After 12 Months

Improved Productivity

More insights on performance gains are available in the Remote Accounting ROI Calculator.

Security and Compliance Strengthened

Safebooks established:

• VPN only access
• MFA for all users
• Role based access
• AES 256 encrypted backups
• Daily snapshots
• Complete access logs

Related details appear in How Safebooks Protects Client Financial Data.

Partner Feedback

“This was the first tax season where I did not worry about the server crashing. The new setup and the Safebooks team made a clear difference.”

What This Case Shows About Modern CPA Operations

This project illustrates a simple truth. CPA firms scale faster when technology, security, and staffing operate together in a clean and predictable system. With cloud hosting, structured workflows, and trained offshore staff, firms can increase output, protect client data, and remove the bottlenecks that slow down tax season.

If your firm wants to build a secure and remote ready environment, reach out through the Safebooks Contact Page.