QuickBooks Cloud Accounting: What Are the Options for Accessing QuickBooks Virtually? (Blog Series Part 2)

Welcome to the second installment of our blog series on “QuickBooks Cloud Accounting.”

In the previous blog, we explored “What QuickBooks Cloud Accounting Is and Why It is Needed” In this part, we will explore various options for accessing QuickBooks desktop virtually.

In today’s competitive environment, streamlined financial processes are crucial for business growth. QuickBooks is a leading accounting software trusted by most accounting firms. However, as the world moves towards digital transformation, the need for virtual solutions is growing, resulting in an increasing demand for cloud-based accounting solutions.

According to a report by Sage, 67 percent of accountants prefer cloud accounting over locally installed software options.

Cloud accounting offers multiple advantages, including real-time access to accounting data, enhanced collaboration, top-level data security, and cost savings. This evolution in accounting practices has opened various development options for accessing QuickBooks virtually, enabling firms to manage their finances anywhere, anytime.

Accessing QB remotely can streamline the accounting process and provide greater flexibility for your accounting firm. Let’s explore how you can access QuickBooks virtually and valuable insights to enhance your practice through QuickBooks cloud accounting.

How to Access QuickBooks Virtually?

There are various ways to access QuickBooks in a virtual environment, each with unique features and advantages.

Cloud Hosting Services

Cloud hosting services for QuickBooks allow users to access their desired QuickBooks Desktop versions (Pro, Premier, Accountant, Mac, or Enterprise) virtually. Traditionally, QuickBooks desktop is confined to a single desktop installation, but with cloud hosting services, QuickBooks is hosted on remote servers – fully managed by third-party service providers.

It provides flexibility and will enable you to access cloud-based features such as enhanced accessibility, scalability, and top-notch security while managing real-time team collaboration. It enhances data security by using advanced encryption, MFA, and regular backups (managed by the hosting provider).

Moreover, it reduces IT costs and maintenance as the hosting provider manages everything, from server management and software updates to troubleshooting. This saves money and frees our time to focus on business core operations.

Choosing a reputable hosting provider like Ace Cloud will give you top-level security, high performance, dedicated data centers, round-the-clock customer support, and more.

Drawback: Although QuickBooks cloud hosting is an excellent method, it can pose some drawbacks. Choosing the wrong hosting provider can negatively impact your business, lead to vendor lock-in, and the subscription costs might feel expensive.

Steps to Access QuickBooks Desktop Remotely with ‘QuickBooks Cloud Service’

• Choose a QuickBooks Desktop version (Pro, Premier, or Enterprise) that fits your business needs.
• Select a hosting provider (e.g., Ace Cloud).
• Set up an account with the help of a hosting provider.
• Install QuickBooks Desktop on the hosted server.
• Access QuickBooks Desktop via a remote desktop connection or web portal.

Selecting the right QuickBooks cloud hosting provider is paramount as they not only ensure seamless performance and data security but also minimize the risk of business disruptions. One such QuickBooks cloud hosting provider is Ace Cloud, known for its reliability and outstanding customer support. They offer a 45-day backup, ensuring data safety and guaranteed 99.99% uptime, effectively minimizing downtime.

Hosted Virtual Desktop (HVD)

HVD is a fully functional desktop environment running as a virtual machine on a cloud-based server, utilizing its computing and storage capabilities. For employees, an HVD operates just like a traditional PC but offers the added advantage of a consistent desktop experience across various endpoint devices.

Moreover, with HVD, businesses can streamline their QuickBooks accounting processes and enhance collaboration among team members. Hosted virtual desktop solutions provide multiple benefits, some of them are:

• Centralized Management: All desktops are hosted on servers, making management and updates more efficient.
• Device Flexibility: Users can access the desktop virtually from any device (laptop, desktop, or mobile)
• Data Security: As data is saved on servers, it reduces the risk of data loss and breaches from local devices.
• Quick Scalability: It’s easy to adjust the scale up or down based on user needs to accommodate changes in demand.

Drawback: Choosing an unreliable hosted virtual desktop provider can result in performance and latency issues. These issues can hinder user productivity and efficiency and ultimately will impact overall business operations and user satisfaction.

QuickBooks Remote Access Software

Remote tools (TeamViewer, LogMeIn, and AnyDesk) help users use their QuickBooks software virtually from any location. By leveraging Remote Access Tools, firms can attain greater flexibility and enhance efficiency, ensuring continuous access to their financial data.

Moreover, with these tools, businesses can use all the features and functionalities of the QuickBooks Desktop version remotely. This setup benefits businesses needing to give their accountants or employees access to their accounting software without fully migrating to the cloud.

Drawback: Remote access software drawbacks include potential security vulnerabilities, performance issues due to internet dependency, and limited functionality compared to direct access, resulting in hampering productivity levels.

Cloud Storage for QB Files

Cloud storage services such as Dropbox, Google Drive, and Amazon S3 offer storage services that can be used to regularly or manually back up QuickBooks files (.qbw or .qbb) to the cloud. Syncing these company files on the cloud can help you access QuickBooks virtually.

To upload QuickBooks files to cloud storage, start by backing up your file. Go to “File” > “Backup Company” > “Create Local Backup.” Then, from a remote computer in which QuickBooks is installed, choose “Open or Restore an Existing Company.” Select “Restore a backup copy” and choose “Local Backup.”

Drawback: This method poses the risk of data loss during the download and upload process to cloud storage services. Additionally, this procedure is a time-consuming and unreliable way to access QuickBooks virtually.

QuickBooks Online

Intuit’s cloud accounting software – QBO, is mainly designed to cater to SMBs. This software is entirely accessible over the internet, which means you can use this software on any device (laptop, desktop, or mobile); all you will require is a good internet connection.

With QuickBooks Online, you will get benefits including:

• You can manage your business finances on the go with the QuickBooks Online mobile app.
• Multiple users can work simultaneously on the same data, enabling real-time updates and collaboration.
• QBO provides an automatic data backup option, ensuring financial data security and recovery in case of data loss or system failure.
• You can easily upgrade or downgrade your QuickBooks Online plan as per your business requirements.

Steps to Access QuickBooks Online Virtually

1. Sign up for a QuickBooks Online account on the Intuit website.
2. Choose a pricing plan that fits your business needs.
3. Set up your company profile and import your financial data.
4. Download the QuickBooks Online mobile app for on-the-go access.
5. Start managing your finances through your web browser or mobile app.

Drawback: QuickBooks Online is an excellent solution for SMBs; however, it offers fewer features and a different UI than QuickBooks Enterprise Desktop. Users sometimes report slowness and connectivity issues. On the other hand, the QuickBooks Cloud service hosts desktop versions, providing all desktop features and functionalities, eliminating the need to upgrade or change the application for virtual access.

Recommended Reading: QuickBooks Online Vs. QuickBooks Enterprise: The Difference

Conclusion

There are various options for accessing your QuickBooks accounting software virtually, each tailored to different business needs. Embracing these options can streamline your accounting processes, enhance collaboration, and support your business growth in a dynamic and ever-evolving marketplace.

In the upcoming article in our Blog series “QuickBooks Cloud Accounting,” we’ll explore the best practices for choosing a reliable QuickBooks Cloud Hosting provider.