Update: This article was last updated on 3rd March 2021 to reflect the accuracy and up-to-date information on the page. You can read this blog in infographic version here.
QuickBooks is one of the most popular accounting and finance management software among professionals and businesses. Packed with several features that serve the unique accounting needs of different users, QuickBooks adds more to its value with a simple UI to make accounting easier for even not so accounting-savvy users.
For these reasons, QuickBooks commands more than 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.
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. Globalization is encouraging numerous users to work from remote locations or from anywhere, even while on the go. It leads to an increase in the demand for remote accessibility of accounting data.
However, that feature does not come naturally with the QuickBooks desktop version.
Benefits of QuickBooks Remote Access
With the remote accessibility of QuickBooks available, users would be able to gain several positives that add value to their business operations, 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
- Business owners or managers can track the activities of the accountants
Intuit Supported Remote Access Options For QuickBooks
To support its users with QuickBooks remote access functionality, Intuit offers the following options:
- Hosting QuickBooks Desktop on cloud
- Switching to QuickBooks Online
- Using QuickBooks Remote Access tool
Here is an illustrated version that gives you a brief about 3 options:
A. Hosting QuickBooks Desktop on cloud
Intuit allows authorized hosting of QuickBooks Desktop software on third-party servers. QuickBooks, installed on the server of hosting providers, can be accessed by the authenticated users from anywhere over the internet. All the features of the desktop software are available for the user, and it even supports cross-device (desktop, smartphone, laptop, and others) operations.
Get an instant live demo of the QuickBooks Hosting service from Ace Cloud Hosting. Click here.
Along with cross-device usage, this service gives the accounting professionals an edge as they don’t have to make any effort with the installation or maintenance of QuickBooks as the hosting service provider takes care of those tasks. It also offers multi-user collaboration and easier integration of QuickBooks add-ons.
The security concerns are also taken care of by the QuickBooks hosting providers. Most of the vendors offer end-to-end encryption, anti-virus and anti-malware systems, intrusion detection and prevention, multiple firewalls, multi-user authentication, automated backups, and more.
Explore more about QuickBooks Hosting and what it has to offer here.
B. Accessing 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 who collaborate over it at a time will depend on the plan that you choose.
QuickBooks Online also safeguards data from unauthorized users, viruses and malware attacks, accidental data loss, etc., by offering various security measures and storing data in remote servers.
However, a serious concern with the service is that it does not offer all the features of QuickBooks Desktop. In fact, QuickBooks Online is entirely different from QuickBooks Desktop and QuickBooks Hosting. Moreover, there are some changes to the user interface as well, which can affect the user experience of QuickBooks Desktop users.
Some users also reported the crashes while working with QuickBooks Online, which could be due to network connectivity and system configuration.
C. Using QuickBooks Remote Access tool
QuickBooks Remote Access tool can connect to the remote machine on which the QuickBooks desktop is installed. It can perform basic tasks such as copying files between local and remote computers, print files on the remote server using the local printer, access QuickBooks data folders and files remotely, etc.
This software works on the Cisco WebEx tool that supports online meetings and communication services. QuickBooks Remote Access is an add-on for QuickBooks accounting software, available in two versions – QuickBooks Access and Full Desktop Access. You can purchase the tool directly on the website of Intuit.
There are several other remote access software from third-parties available in the market that offer almost similar services. 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.
- QuickBooks Hosting – For professionals and businesses that require QuickBooks remote access frequently and need an improved collaboration system between different users.
Try QuickBooks Hosting for Free for 10 days to get a first-hand experience.
- QuickBooks Online – For professionals and businesses that require remote access to QuickBooks frequently, but the need for QuickBooks features are not intense.
- QuickBooks Remote Access Tool –For individual users who do not require frequent remote access to the application.
Check out this video to watch explanation of 3 ways:
Security with QuickBooks Remote Access
Accounting activities always require a security check. Be it offline operations or digital ones. Since remotely accessing the complete accounting information on a software sound slightly concerning, security concerns are bound to rise.
If you are going with 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.
However, if you are going with other remote access tools, then the security concerns will rely on the abilities of that tool too. So, opt for the recognized solution and stay safe.
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