More and more, users want to access QuickBooks remotely, for a variety of reasons. Could be key people travel frequently or several staff members are in other locations, or an accountant or bookkeeper wants access. You can certainly send backups to each other, although some files are getting too large for that – even with the Portable Company option. Some accountants will use the Accountant’s copy, but then both the accountant and users have restrictions. So, the idea that people can be in different locations and access the same data file is becoming more popular. There are multiple ways to access QuickBooks remotely. We’ll discuss 2 today and 2 more in our next blog (so stay tuned!)
Online QuickBooks – this came out a few years ago and many organizations use it. If your acccounting needs are simple, this can be a good option. As long as you have Internet access, you can work in the data file and can have multiple users. You’re always in the most current version and someone else takes care of the backups. You pay a monthly fee (these can sometimes be discounted if you work with a ProAdvisor). If you’ve used QuickBooks before, this will look different, but you’ll learn! You can have your desktop data converted to Online QuickBooks (and vice versa) and frequently not all data converts the way you want, so do take the time to read Intuit’s comments on converting and make a backup before converting. Online QuickBooks does not have all the features found in QuickBooks Pro, nor as many reports. If you have inventory or need job/project costing, this option will not work.
Access your computer using LogMeIn, WebEx, GoToMyPC or some other program. This way, you can use a desktop version of QuickBooks (Pro, Premier or Enterprise), so you’ll have more functionality. How and where you print depends on the program and level of features you have. You most likely will have access to the other software on the computer, so this is a popular option for those out of the office. Because you literally take control of a computer, the computer must be left on. If it’s not your computer then scheduling with the other user will also need to be a consideration.
Not sure if either of these options is best for you? Look for our next blog where we discuss a couple more solutions.