Remote Work Setup for Accounting Teams: A Simple Guide
Remote work isn't going away. Whether it's year-round flexibility or tax season crunch time, your team needs to access files, software, and systems from home-securely.
Here's how to set it up without creating security nightmares or endless tech support calls.
VPN vs. Cloud-Based Access
Traditional VPN: - Connects home computer directly to office network - Can be slow and unreliable - Creates security risks if home computer is compromised - Requires technical setup and ongoing management
Cloud-Based Access (Recommended): - Files and applications live in the cloud - Access from any device with internet - No "tunnel" into your office network - Easier to secure and manage
For most accounting firms, cloud-based solutions (Microsoft 365, cloud-hosted applications) are simpler and more secure than traditional VPNs.
Securing Home Networks
Your employees' home networks are not as secure as your office. Basic steps everyone should take:
- Change the default router password – Factory passwords are easily guessed
- Enable WPA3 or WPA2 encryption – Never use WEP or open networks
- Update router firmware – Manufacturers release security patches
- Use a guest network for IoT devices – Keep smart TVs and speakers separate from work computers
You can't control home networks completely, but these basics reduce risk significantly.
Keeping Client Data Off Personal Devices
The goal: employees can work remotely, but client data never lives on personal devices.
How to achieve this: - Use cloud storage (OneDrive, SharePoint) instead of local files - Access tax software through remote desktop or cloud versions - Prohibit downloading client files to personal computers - Use web-based email instead of local email clients
When data stays in the cloud, a lost or stolen laptop doesn't become a data breach.
Collaboration Tools That Work
Remote teams need to communicate. Here's what works for accounting firms:
- Microsoft Teams – Chat, video calls, file sharing in one place
- SharePoint/OneDrive – Secure document storage and collaboration
- Outlook Calendar – Scheduling and availability
- Secure client portals – For document exchange with clients
Avoid using personal messaging apps (WhatsApp, Facebook Messenger) for work communication. Keep it professional and secure.
Monitoring Remote Security
Trust your team, but verify security:
- Require security software on any device accessing firm data
- Enable device management to enforce policies
- Review access logs periodically
- Use MFA everywhere – Especially for remote access
Need Help Setting Up Remote Work?
We help accounting firms implement secure, reliable remote work solutions. No VPN headaches, no security gaps-just productive teams working from anywhere.