Note: This article was last updated on 13 Nov 2018. You can read this blog in infographic version here.
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 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 owner 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
Let’s explore more on these options to choose the one that suits your requirements.
A. 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 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.
Along with cross-device usage, this service gives an edge for the accounting professionals 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 QB add-ons.
To access QuickBooks Desktop remotely on the cloud, you can avail Ace Cloud Hosting’s 10 days free trial for QuickBooks hosting service.
B. 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.
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.
C. 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 an add-on for QuickBooks accounting software, available in the 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, 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.
- 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.
- QuickBooks Remote Access Tool – For the individual users who not require frequent remote access needs.
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.
However, 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.
Blog Summary in Infographic
Infographic – 3 Ways To Access QuickBooks Remotely