Server build ideas?

Hey everyone!

My mom runs an accounting firm and has decided it’s time to move away from using a laptop as a makeshift server. Right now, she works alongside a colleague, and they just rely on her laptop—which has a 7th gen i5 and 8GB of RAM—to handle everything, and honestly, it performs perfectly fine. An IT services company gave her a quote to put together a dedicated server setup for about $18,000.
The reality is, she just needs a system that can reliably support three workstations, since she’s planning to hire a third employee soon.
To me, that $18k price tag feels a bit excessive. They told her this setup would allow for up to 10 simultaneous connections, which is way more than she needs right now—she could easily upgrade the hardware later if the business grows. They also mentioned she could try connecting one more workstation to the current laptop, but warned the whole thing wouldn't be stable.

I figured I’d check in here to see what you all think about this, and if anyone could suggest a configuration that would work as a reliable server for three connected PCs. If I’ve left out any crucial details, please let me know.

Here is the exact spec list they quoted for the $18k:
-DELL Precision SERVER
-Intel Xeon quad Core E5-1225v5
-Crucial MEM 8 GB DDR4-2400 MHz UDIMM

-Microsoft Windows Server 2016 Essentials

-4x Samsung 860 Evo 250GB 2.5" SSD
-APC UPS 2000VA/1200W

-Windows XP/VS Terminal Server Standard 3 connections per server

-2x External 3.5-inch enclosure

Thanks in advance.
I thought about posting this in the IT Help section, but I realized most people tend to ask these kinds of questions here anyway.

Ugh, it’s hard to judge an offer when we don't even know what they're charging for the software or the APC UPS.

This server is pretty much identical to the one they're pitching you:

The only difference is the one in my link has a slightly more modern processor (not that it matters much, they're nearly identical) and it's missing two SSDs.
Two SSDs will run you about $333.

So, the server they offered should realistically cost around $3.50.
Check how much they're padding the bill for that UPS, the software, and everything else. See what the actual value is.
If they're asking more than $3.50 just for the server itself, you know right away it's a rip-off.

Now, the real question is whether it actually makes sense to just build a PC instead of buying that server.

Based on the specs, we're looking at a Quad Core, non-hyperthreaded Xeon and 8GB of non-ECC RAM (even though Xeon supports ECC).
Basically, nothing special here.

I could put together a much beefier PC for about $2000.
I say "PC" on purpose, because this server is just one of those OEM mid-tower units that are essentially just standard PCs in disguise.
I used to own a Dell Precision, and it was the exact same deal—just like a regular PC. It didn't have ECC RAM either (thankfully, since I was stripping it for parts).

Here is the full list of what's available.
https://ibb.co/d77wSz

The real question is whether she actually needs a machine with this much horsepower—I mean, she’s just running three workstations for basic bookkeeping.

granitewolf68 said:Here is the full list of what's available.
https://ibb.co/d77wSz

The real question is whether she actually needs a machine with this much horsepower—I mean, she’s just running three workstations for basic bookkeeping.

It isn't about raw power; it's about specific features. That processor itself isn't anything special.

However, this one has ECC RAM, which is why the one from $333 costs so much more.
Those 4x SSDs are likely paired up in RAID1 to ensure data redundancy.

But again, does anyone actually need all that? Personally, I wouldn't rely solely on the server for backups. You should be backing up to a second location—like a different office or home—or just using the cloud. If you do that, maybe those 4x SSDs aren't necessary since there are already 2x HDDs in the server.

Also, I'd question if all that extra software is worth it. Maybe a simple Windows 10 Pro license would suffice, covering almost all standard Windows file-sharing needs.

Of course, it depends entirely on what you guys are running and if you actually need those software packages costing thousands of dollars.
I know one accounting firm that doesn't use any of that junk; they just use shared folders from a main PC acting as a "server."
So, it really comes down to what you specifically need and what that company is planning to implement.

What's the point of 4xSSDs for basic bookkeeping?

Seriously, what does an accountant even need an SSD for?

I mean, you could go out and buy a Cray if you wanted, but the reality is you won't notice a single bit of difference. 8 GB of RAM? Please. The only way that makes sense is if she’s planning to host a World of Warcraft server overnight. 😉

Instead, just build a decent PC using HDDs in a RAID1 setup for backups, throw in a bit more RAM, and make sure you pick a modern motherboard so it doesn't become a bottleneck when you want to upgrade later. That's the play. Skip the fancy graphics card and you're golden. Grab a used 19" LCD on Craigslist for $67 so she doesn't have to mess around with remote desktop access—not that she'll need to. You can pull the whole thing together for about 4-$1667.

As for specific accounting software, there isn't much point in debating it; people stick to whatever they're used to. They aren't going to switch just because they could save a few bucks by improvising with their own Excel spreadsheets.

Look, we aren't talking about basic accounting software here—this is server-grade software.

The real question is what functions anyone would actually use on a machine like this. You need to demand a justification for why all this extra gear is even necessary.
If they're just running it as a standard Windows PC or a database through some other interface, there’s zero reason to go overboard with features. But hey, maybe the company actually has an advanced use case in mind.

Honestly, you barely even need a server here—if you even need one at all. Using a $6000 setup just to link up three computers?!?

What you really need is a solid machine for $533...

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