Up to 10 people · 1 server
Core
$1,900One-time setup
A small office with one server in the closet.
SheetAC-01
IT & cloud migration for CPA, tax & bookkeeping firmsFirms of 5–30 people
Your clients’ returns shouldn’t live in a closet.
We keep your files, logins and existing access, connect company computers and run the setup. Your plan says which servers we recreate or can copy. You pick the move week; we build after April 15, rehearse, then switch over on your chosen night. Public fees before you pay.
Free · no call · no card. Your plan — today and tomorrow, drawn, with a price and a timeline — is in your hands before you pay anything.
Fee on the pageNo sales call
- Setup from
- $1,900Fixed, one time · up to 10 people and 1 server
- Monthly
- $45 / personPlus infrastructure at exact cost · minimum $450
- Switch-over
- A switch-over night from the open datesNo build or old-server changes January 1–April 15
- After the switch-over
- Monitored and verified 24/7Alerts to VNYX and to you
SheetAC-02
The rule, in plain English
To the FTC, your firm is a financial institution.
Tax preparation firms are among the businesses covered by the FTC Safeguards Rule. Its amended requirements — the key ones in effect since June 2023 — ask your firm to keep a written information security program and to use multi-factor authentication for anyone who accesses customer information.
Most small firms already know this. The hard part isn’t knowing — it’s that the client files are on a box in the closet, nobody is watching it at night, and nobody can say for sure that the backup restores.
The rule16 CFR 314
The FTC Safeguards Rule. Tax preparation firms are among the covered “financial institutions.”
In effectJune 2023
When the key provisions of the amended rule took effect — including the written program and MFA.
The IRS guidePub. 5708
IRS Publication 5708 helps tax professionals create a written information security plan — the WISP.
The written plan is yours to own. The infrastructure under it — servers, firewall, backup — and a record of how it’s run are what VNYX does.VNYX doesn’t make a firm “compliant.” No vendor can. It runs your servers, firewall and online backup, and shows you every month what was checked and what passed.
SheetAC-03
LedgerRule → what we run → record
What the rule asks. What we run. What you can show.
Read it like a ledger: each line starts with something the Safeguards Rule asks of your firm, says the part of it VNYX’s work touches, and ends with a record you can hand to an auditor, an insurer or a partner. It covers only those parts — the rest of the rule stays with your firm.
Line
What the rule asks
What VNYX runs
What you get as a record
L.01
The rule asksA written information security program— the WISP. IRS Publication 5708 is a common starting point.
§ 314.3 · IRS Pub. 5708
§ 314.3 · IRS Pub. 5708
VNYX runsThe plan stays yours (or your advisor’s) to write. VNYX describes your infrastructure — today and after the move — in plain English you can reference in it.
Your recordYour plan’s drawing, plus a monthly report of what was checked and what passed.
L.02
The rule asksAccess controlsso people reach only the customer information they need.
§ 314.4(c)(1)
§ 314.4(c)(1)
VNYX runsYour servers sit on a network isolated from every other client, behind a firewall with rules for your office only. Folder access moves with your files, as your firm has it today.
Your recordEvery access change is previewed, approved by you and recorded in your panel.
L.03
The rule asksEncryptionof customer information, stored and in transit.
§ 314.4(c)(3)
§ 314.4(c)(3)
VNYX runsThe connection between your office and the new network is encrypted, so client files don’t cross the internet in the clear.
Your recordThe connection is on your plan’s drawing, and its status is in your monthly report.
L.04
The rule asksChange management and monitoringof activity on your systems.
§ 314.4(c)(7)–(8)
§ 314.4(c)(7)–(8)
VNYX runsMonitored and verified 24/7, with alerts to VNYX and to you. Changes to your plan need your approval; routine repairs within it are recorded.
Your recordA record of each change and who approved it, plus backup and restore-test results every month.
Not legal adviceA plain-English summary of parts of the FTC Safeguards Rule (16 CFR Part 314) and IRS Publication 5708 — not a complete list of what the rule requires. Other requirements, such as multi-factor authentication, stay with your firm and your advisor; VNYX doesn’t set them up. Using VNYX does not make your firm compliant; your firm remains responsible for its information security program. For your specific obligations, talk to your own advisor.
SheetAC-04
What moves · as your plan describes
Your server, firewall and backup leave the closet.
-
M.01
Server in the closet → Server in a private cloud set up for your office
The box that holds your client files becomes a server sized from what it actually uses. Same folders, same access, same logins — on Monday people open files the way they did on Friday.
-
M.02
Firewall box → Firewall for your office only
Rules written for your firm, on a network isolated from every other client, with an encrypted connection from your office to the new setup.
-
M.03
USB backup → Online backup, restore tested
We back up each covered server daily and test a restore every month. Results go into your monthly record.
Also moves
Every computer connected
Programs as your plan describes
Logins, kept in sync
Monitored and verified 24/7
| Example · access that moves with your files | Partners | Tax preparers | Bookkeepers | Front desk |
|---|---|---|---|---|
| Tax clientsReturns, workpapers | ||||
| Bookkeeping clientsLedgers, statements | ||||
| Payroll clientsEmployee records | ||||
| Client intakeScans, drop-offs | ||||
| Firm finances & HRPartners only |
Can editCan viewNo access
Example only · access moves as your firm has it today; change it any time, with your approval
SheetAC-05
Schedule · switch-over window
Pick your move week. We build after April 15.
You choose your move week before paying. We start building about 3 weeks before it, and never build or touch the old server from January 1 through April 15. Your switch-over night follows the rehearsal; an early move week may need a later night. Choose around your other busy periods too.
- JanBusy seasonBlocked
- FebBlocked
- MarBusy seasonBlocked
- AprBuild after April 15After April 15
- MayAvailable
- JunAvailable
- JulAvailable
- AugAvailable
- SepCheck your deadlinesAvoid
- OctCheck your deadlinesYour calendar
- NovAvailable
- DecYear-end closeYour calendar
This is a planning example, not a filing calendar. January 1 through April 15 is blocked for building and changes to the old server. Other busy periods are yours to consider when choosing your move week.
Friday
Last day on the old server
Your team works as usual. The new setup is already built and tested; nothing is being improvised.
Saturday – Sunday
The switch-over runs
VNYX copies the last changes and moves your office over. You can follow every step on a live status page.
Monday
Everyone works on the new setup
Same files and logins, programs as your plan describes. The checks are done and monitoring is on.
SheetAC-06
What moves · what stays
What moves and what stays. You’ll know up front.
Your plan says which servers we recreate or copy, and what stays with your existing provider. Programs come along only on servers your plan copies disk by disk. File and sign-in servers are recreated; their programs do not come along. Your plan says what happens to each server and flags license or hosting restrictions.
Programs already on your server
Programs come along only on servers your plan copies disk by disk. File and sign-in servers are recreated; their programs do not come along. Your plan says what happens to each server and flags license or hosting restrictions.
Your plan says what moves
A new server for one program
Need a server for just one system? Host a system: your server, in your dedicated environment, with your licenses — $490 setup. You or your software vendor set up the program, with our guide.
Host a system
Email
It stays where it is today. The move covers your servers, firewall, backup and computers — not your mail.
Stays as it is
Wi-Fi, cabling, phones, printers, hardware
Not part of the service today. Your current provider or vendor keeps those.
Out of scope for now
SheetAC-07
Fee schedule
The fee is on the page, not behind a call.
Tiers go by size: the higher of people or servers sets yours. A firm with one server in the closet usually lands in Core or Office — your plan will say which, and why.
Up to 20 people · 3 servers
Office
$3,900One-time setup
A growing office with a few servers that each do a job.
Up to 30 people · 5 servers
Firm
$5,900One-time setup
An established firm with years of files across several servers.
Then, monthly
Full fee schedule
Infrastructure at exact cost + $45 per person · minimum $450
Servers, firewall rules, connection and backup are billed at exact cost, itemized. Your first month is included in setup. Your monthly cap holds for 12 months from the switch-over night. Daily backups, a restore tested every month, checks, updates, sign-in notices and a monthly record are included.
50% to reserve · the rest when your move is complete
New firm? Build from scratch from $950
Host a system: $490 setup
SheetAC-08
Questions firm owners ask
Straight answers.
Something not covered here? Email contact@vnyxit.com — you get an answer in writing, and nobody will try to book you on a call. Support is Mon–Fri, 8 AM–8 PM ET; outside those hours we respond to outages, and anything else is answered the next business day.
Q.01Will the move make us compliant with the Safeguards Rule?
No — and be wary of anyone who says their product does. Compliance depends on your whole information security program, which your firm owns. VNYX runs your servers, firewall and online backup, watches them around the clock and gives you a monthly report of what was checked. It doesn’t set up sign-in methods such as multi-factor authentication, and it doesn’t write your program.
This isn’t legal advice; your own advisor can tell you what the rule requires of your firm specifically.
Q.02Will you write our WISP?
No. The written plan is yours to own — IRS Publication 5708 walks tax professionals through creating one. What VNYX gives you is a plain-English description of your infrastructure and a monthly report of what was checked, which you can reference in your plan.
Q.03What happens to our accounting and tax programs?
Programs come along only on servers your plan copies disk by disk. File and sign-in servers are recreated; their programs do not come along. Your plan says what happens to each server and flags license or hosting restrictions. For a fresh server, you or your vendor set up the program with our guide.
Q.04Can we move during tax season?
We do not start building or touch your old server from January 1 through April 15. Pick your move week after that period. We build about 3 weeks before it where the season allows, then rehearse before you choose the night.
Q.05Who controls the new infrastructure — you or us?
Your setup is dedicated to your firm. We run it as administrator, handle repairs within the plan and cap, and ask for approval before changing its scope or price.
Q.06What if we want to leave?
Give us 30 days’ notice in writing, on your move page or by email, then confirm through the link we email you. Your office keeps running during the notice. We transfer your servers, data, private network and backups into your firm’s name, or copy them into your account if a direct transfer cannot work. We hand over administrator access, keys, your plan and the history of checks and restores. Shared VNYX services and the connection app do not transfer; we show the cost of your replacement connection before you confirm. No exit fee.
Q.07Where does it run, and what does it cost each month?
In a private cloud set up for your office, in a US data center. Each month you pay the infrastructure at exactly what it costs — itemized, no markup — plus $45 per person to run it, with a $450 minimum. We earn on running it, not on reselling servers.
Q.08Our server is getting old. Does that matter?
Tell us each server’s version. The scan confirms it; your plan flags versions and programs we cannot move yet.
SheetAC-09
Next step
See your firm’s plan before you spend a dollar.
- Your office drawn as you describe it — today and tomorrow
- A price for your tier and a timeline
- Anything that stays as it is, listed up front
- Free · no call · no card
Or read how trust works here first.