QuickBooks is one of the most popular accounting and finance management software among the professionals and businesses. Packed with a number of features that serve the unique accounting needs of different users, QuickBooks adds more to its value with simple UI to make accounting easier for even not so accounting-savvy users.
For these reasons, QuickBooks commands more 80% of the accounting market for small and mid-sized businesses in the USA.
Even with so many excellencies, there are certain things that one can find lacking with QuickBooks. One of those can be accessing QuickBooks files remotely. With the businesses going global and an increasing number of users willing to work from a remote location or while on the go, the demand for remote accessibility of accounting data is growing.
However, that feature does not come naturally with the QuickBooks’s desktop version.
Benefits of QuickBooks Remote Access
With the remote accessibility of QuickBooks available, users would be able to gain a number of positives, such as –
- Saves the time of travel and cost of office infrastructure for accountants
- Accounting professionals can have up to date access to QuickBooks all the time even when they are not at the office
- Different users can collaborate on the same QuickBooks file
- Owner or managers can track the activities of the accountants
Recommended Reading: QuickBooks Cloud Hosting: 9 Benefits for CPAs and SMBs
Intuit Supported Remote Access Options For QuickBooks
Since QuickBooks remote access adds many benefits to the accounting operations, Intuit offers quite a few choices:
- Using QuickBooks Remote Access tool
- Hosting QuickBooks Desktop on cloud
- Switching to QuickBooks Online
Let’s explore more on these options to choose the one that suits your requirements.
A. Using QuickBooks Remote Access tool
QuickBooks Remote Access tool can connect to the remote machine on which QuickBooks desktop is installed. It can perform basic tasks such as copying files between local and remote computer, print files on the remote server using the local printer, access QuickBooks data folders and files remotely, etc.
This software works on Cisco WebEx tool that supports online meetings and communication services.
QuickBooks Remote Access is a paid software that is available in the two versions:
- Full Desktop Access ($7.75/month)
- QuickBooks Access ($3.95/month)
There are several other remote access software from third-parties available in the market that offer almost similar services, and you can use them to use QuickBooks remotely just like using a local desktop. However, there are some challenges, such as – network connectivity between both devices, permissions setup, etc., which may trouble the smooth operations.
B. Hosting QuickBooks Desktop on cloud
Intuit allows authorized hosting of QuickBooks Desktop software on the third-party servers. QuickBooks, installed on the server of hosting providers, can be accessed by the authentic users from anywhere over the internet. All the features of the desktop software are available with the user, and it can be accessed using any internet connected device (desktop, smartphone, laptop, etc.).
Along with cross-device usage, what gives this service an edge over remote access tools is that user does not have to make any effort with the installation or maintenance of QuickBooks as the hosting service provider takes care of those tasks. It offers also a friendly multi-user collaboration and easier integration of QB add-ons.
C. QuickBooks Online
QuickBooks Online is a solution from Intuit that works entirely on the cloud. You can access it from any internet connecting device anytime and start working on your accounting tasks. The number of users that collaborate over it at a time will depend on the plan that you choose.
However, a negative part of the service is that it does not offer all the features of QuickBooks Desktop. In fact, it is an entirely a different software program from QuickBooks Desktop. Moreover, there are some changes to the user interface as well, which can affect the user experience.
- QuickBooks Remote Access Tool – For the individual users who not require frequent remote access needs.
- QuickBooks Hosting – For professionals and businesses that require QuickBooks remote access frequently and needs improved collaboration between different users.
- QuickBooks Online – For professionals and businesses that require remote access for QuickBooks frequently, but the requirements with QuickBooks features are not intense.
Security with QuickBooks Remote Access
Accounting activities always require a security check. Be it offline operations or digital ones. Since remotely accessing the entire accounting information on a software sound slightly concerning, security questions are bound to rise.
If you are going with the cloud-based solutions, such as QuickBooks Online or QuickBooks Hosting, the security is reliable. Intuit authorized commercial hosts are screened to ensure the client’s data is safe. Most of the providers practice 256-bit encryption. The encryption level with QuickBooks Online and QuickBooks Remote Access tool is more or less the same.
But if you are going with other remote access tools, then the security concerns will rely on the abilities of that tool. So, opt for the recognized solution and stay safe.