QuickBooks Egypt REMOTE ACCESS

METHODS FOR PROVIDING REMOTE ACCESS

QuickBooks desktop is designed to provide multi-user access in a local area network, where all users are closely connected to the database server via a hard wired system. That doesn’t work if you have users in different offices, or for someone who wants to access the accounting data from home or on the road. Here are some methods for providing remote access.

NOTE – we’ve been using Qbox to sync our QuickBooks, Excel and Word files across 6 remote computers for nearly two years, and are very happy with it.

QBOX FILE SYNC

Pros:

  • Inexpensive: $9 per month
  • Can also be used to share Excel and Word documents
  • Locks the file so there are no conflicted copies or corrupted data
  • Even though only 1 person can edit a file at a time, others can open the file, print reports, etc. However, they won’t see any of the current changes being made until the person editing closes and syncs the file.

Cons:

  • Doesn’t work well if you need more than one person editing the file at the same time. There is a workaround that allows users connected the a local network to use multi-user, but it requires a manual sync that you can easily forget to do creating conflicted copies with missing data.
  • Everyone sharing the files needs a license of the same year of QuickBooks
  • Doesn’t work with Macs unless you create a Windows environment using something like Parallels
  • Doesn’t work with mobile devices

BACKING UP AND RESTORING THE FILE ON MULTIPLE COMPUTERS

Pros:Free

Cons:Very easy to forget to move the latest version of the file, resulting in conflicted copies with missing data.

ONLINE FILE STORAGE (DROPBOX, GOOGLE DRIVE, ETC.)

Pros:

  • Free
  • Can access from any device with an internet connection
  • Can also be used to share other documents, like Word and Excel

Cons:

  • Will create conflicted copies of the file with missing information if two or more people edit the file at the same time
  • Can corrupt QuickBooks data files

ACCOUNTANTS COPIES

Pros:

  • Two people can work on the company file at the same time.  One uses a special accountants copy to enter transactions dated before the dividing date, the other continues using the company file to enter transactions dated after the dividing date.  The transactions entered in the accountants copy can then be imported into the company file.

Cons:

  • The dividing date restrictions can be painful unless it’s several months in the past (it’s best used for preparing tax returns)
  • Accountants copies can only be opened by QuickBooks Accountant, which is more expensive than QuickBooks Pro and Premier
  • The version of QuickBooks Accountant must be the same year or one year ahead of the other software (i.e., QuickBooks Accountant 2016 can only open 2015 and 2016 files

QUICKBOOKS ONLINE

Pros:

  • Can access from any device connected to the internet
  • If you buy through our free trial link above, you’ll get at least 35% off for the life of the subscription

Cons:

  • More expensive in the long run than QuickBooks desktop: $6.49-$19.99/mth
  • You need a separate subscription and login for each company file (desktop allows unlimited company files)
  • Holds your data hostage because converting the file back to QuickBooks desktop doesn’t usually go well
  • Lacks many of the features found in QuickBooks desktop
  • Inventory valuation is FIFO vs. average cost in desktop and changing your inventory method requires IRS approval
  • Payroll doesn’t convert from desktop so you’ll need to re-enter it

BIG RED’S TRANSACTION COPIER

Pros:

  • Copies transactions from one QuickBooks file to another
  • The source & destination company files can be on different QuickBooks versions and even on different machines
  • Inexpensive – a $107.10 one time fee after using our 10% off coupon code SDCenterVIP

Cons:

  • Can be time-consuming
  • If you need to import lists (items, names, etc.), you’ll also need to buy the List Importer for a $44.10 one time fee after using our 10% off coupon code SDCenterVIP

GO TO MY PC REMOTE ACCESS

Pros:

  • Inexpensive – $10/mth to access 1 computer
  • No need to buy additional users of QuickBooks
  • Can be used with any device with an internet connection

Cons:

  • No one else can use the computer while you’re remote controlling it

MY QUICK CLOUD SELF-HOSTING

Pros:

  • Allows multiple users to log into one computer at the same time
  • No need to purchase or manage Windows Server 2012 (see below)
  • Less expensive than commercial hosting (see below)
  • Can be used with any device with an internet connection

Cons:

  • More expensive than options listed above
  • Must also purchase the appropriate number of user licenses of QuickBooks
  • Server must be a PC
  • Server should be fairly powerful, the more users the more robust it should be
  • Must leave server turned on for others to access it

WINDOWS SERVER 2012 AND REMOTE DESKTOP

Pros:

  • Allows multiple users to log into one computer at the same time

Cons:

  • Software is expensive
  • Must also purchase the appropriate number of user licenses of QuickBooks
  • Difficult to setup and manage so you’ll probably need ongoing support from a Microsoft consultant
  • Server must be a PC
  • Server should be fairly powerful, the more users the more robust it should be
  • Must leave server turned on for others to access it
  • Only QuickBooks Enterprise is supported by Intuit

COMMERCIAL HOSTING

Pros:

  • Can access QuickBooks from any device connected to the internet
  • No need to purchase or manage Windows Server 2012 (see above)

Cons:

  • Very expensive: $40-$55 per user per month
  • Must also purchase the appropriate number of user licenses of QuickBooks