Tag Archives: Cloud Apps

QuickBooks Options for Mac Users

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Recently I’ve been working with many Mac users who want to use QuickBooks software for their business.  These clients usually have QuickBooks for Mac.  However if this program does  not meet the needs of your business, you can also use QuickBooks Online  or one of the Windows versions QuickBooks (Pro, Premier, Enterprise) using  Hosting, Dual Boot, or a Virtual Machine.

QuickBooks Online

QuickBooks Online (QBO) is a web-based version of QuickBooks available in three versions http://quickbooks.intuit.com/online/compare/ . .   Using QBO and an internet connection, you will have 24/7 access and can integrate the software with other applications designed to work seamlessly with QBO.  Intuit has also developed a free download for the Mac that gives the user a native Mac experience when using QBO http://quickbooks.intuit.com/quickbooks-mac-app/ . Using QBO, you pay per user per month/year. This is the only option discussed in this article where you do not purchase or lease the software.

Hosting Services

QuickBooks can be hosted by authorized QuickBooks Hosting services.  In this scenario, you would purchase or lease the software.  You will also pay an annual or monthly fee to the hosting company to access their server.  The software is installed on the Hosting Services’ secure server and you would access the software application by logging into the site.  Using this option you can pay per user per month/year.  You would NOT be responsible for maintaining a Windows network and you would have 24/7 access.  Hosting software is a great option to reduce the cost supporting multiple platforms and managing a network.  This option usually includes backups and additional security.  Check References and perform due diligence before selecting a hosting service.  This is the only one of the three Windows options that I would recommend for multi-user access to QuickBooks (Pro, Premier, or Enterprise) on Mac, however it is also the most expensive option since it includes additional services.

Dual Boot

Mac users can install Boot Camp software on newer MACs to have the option of loading Windows on start-up rather than the native operating system. http://www.apple.com/support/bootcamp/ . Before selecting this option, verify that your Mac is compatible with Boot Camp at http://support.apple.com/en-us/HT204048 . Once you have set-up Boot Camp you will need to purchase and install the desired Windows operating system.  Once the installation is complete, start the computer using Windows and then install a Windows version of QuickBooks.  You could then access the software anytime you start the computer using Windows.  With a Windows operating system loaded you can run Windows programs taking full advantage of all the computer’s components.  This is a good option if the user will be using Windows for an extended period of time and does not mind restarting the computer to access Mac programs.  This option works best with only one Windows user.  For multi-user access, hosting, QuickBooks Online or the QuickBooks for Mac are better options.

Virtual Machine (VM)

A Virtual Machine gives the computer user the ability to easily work in multiple operating systems on the same computer without restarting the machine.  Two very popular programs to create a Virtual Machine on a Mac to run Windows software are Parallels http://www.parallels.com/products/desktop/ and Fusion http://www.vmware.com/products/fusion/ .   Once you have loaded software to create a Virtual Machine (VM) you would then load the Windows operating system and then install a QuickBooks Windows version.  My clients who use these programs tend to go back and forth between the Mac & Windows throughout the day and love the convenience of using the software. The cost of this solution would include both VM software and also purchasing the desired Windows operating system. I would recommend this solution if you have just a single QuickBooks user in the office and do not need multi-user access.  For multi-user access, hosting, QuickBooks Online, or QuickBooks for Mac are better options.

For additional information please contact Ilene Eisen at ie Solutions Ilene.Eisen@ie-solutions.biz

Do I Really Need to Update My Accounting Software?

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Many clients that I work with are skeptical about updating their accounting software on a regular basis.  I believe that if you plan to stay in business you need accounting software.  If you plan to continue using your current software you should update it regularly and if you plan on changing or upgrading to another version, make the change as soon as possible.

If you are interested or currently using a cloud application upgrading is not an issue and the publisher will install updates for you.  Keep in mind that some applications with limited functionality are free.  My personal preference is to use applications that do not  limit functionality like QuickBooks Online (QBO) where you can expect to pay an annual or monthly fee.

Accounting software is changing at a rapid pace and so is the way we pay for it.  Many firms are going to a subscription model that requires monthly or annual payments in order for you to continue to use the software.

This year QuickBooks Enterprise Solutions (QBES) moved from a purchase model to a subscription model.  If you are currently using QBES, and paying for the annual Full Service Plan (FSP) make sure you look at the new subscription levels to evaluate your costs and functionality using either method, if you choose to stay with the FSP rather than subscription, you must continue to pay on an annual basis to remain in this discontinued plan.

If your software requires an annual payment to receive updates and  you do not pay the fee you will not receive new features, your software may not work with new operating systems, and security issues will not be addressed.  All these items will cost money, time, and reduce productivity.

If your software does not have an annual plan and you must re-purchase the software, evaluate the new features each year to identify changes.  Also consult with the vendor to identify how long they “support” a version and will continue to issue free updates.  I recommend only using supported versions.

Intuit supports QuickBooks Desktop products for a little more than three years.  After that period the technical support staff cannot answer questions, free updates for minor changes are not created, and connected services like payroll may not be supported.

Many clients are concerned about installing updates and fear that it will “break” the software and do not want to make any changes.  I understand your concern.  My suggestion is that you wait on installing  software updates for 1 – 2 months for annual updates, in this time software publishers will generally be made aware of any issues and correct as much as possible, or warn users regarding known issues.  If your software is updated less regularly, I would wait longer and consult to reseller to determine when it is advisable to update.

This article was inspired by the following article Accounting Software Updates: Are they Necessary?

If you have any questions regarding this article, or would like further information,  please contact Ilene Eisen, CPA.CITP at ilene.eisen@ie-solutions.biz

My Virtual Office

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This month I moved out of the office space I had rented for the last 8 years!  In the last year I have worked from the office, hotel rooms, airport lounges, my kitchen table, and anywhere else with an internet connection when I had to get work done.  I found that the only advantage to being in my office was multiple monitors!  For efficiency over the years I have moved more services and data to the “cloud” and this has significantly reduced my costs and increased flexibility!

Remote Access Software – This service allows me to log in with clients to work remotely on their desktop for training and problem resolution.

Webinar Software – This software gives me the ability to present webinars to large groups of people regardless of location.

Voicemail – This online service sends me an e-mail with my messages included in a sound file and a transcribed conversation that I can read easily.

QuickBooks – This software lets me e-mail invoices and estimates and the merchant services link allows customers to pay their invoices online.

Office 365 – This subscription gives me full Microsoft functionality anywhere any place. I also store my files using the SharePoint which is included in the service and synchronize the files with my desktop and laptop so I have all my files with or without an internet connection.

Internet Fax Service – This service accepts my faxes and sends me an e-mail with an attached PDF of the fax.

These services and software also allow me to more responsive and flexible to client needs.  They have also made my business more convenient for my clients.

 

 

Accounting Software Formats

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Many firms are looking to upgrade or replace their accounting software.  They look forward to a more efficient system but are concerned about making such a large change and the consequences of making the wrong decision.  In the past we looked at fairly similar features and the higher the price the better the software we found.  Today all bets are off and it’s hard to even compare prices of possible solutions. 

The accounting software ecosystem has changed and there are terms that we may not be familiar with or we may not completely understand.  In this article, I’d like to discuss the options:  cloud applications, hosted software, client-server software, and desktop software.  All of these options are very different and the option you choose will significantly affect your access, functionality, workflow, and costs.

Cloud Applications are programs that reside on the software provider’s servers and they are installed and updated by the provider.  You will not need to maintain servers or take daily backups, examples of such applications are QuickBooks Online, NetSuite,and  Xero. 

Hosted Applications are not really a program but a hybrid solution where you select an accounting solution that meets your needs and it is installed on a server provided by a “hosting” company.  This option allows you to choose a software package that meets all your needs without having to maintain a server and the necessary IT staff. 

Client Server Applications are programs that reside on your server and are accessed from various workstations.  The computing is performed at the server and therefore is faster and does not require as robust workstations.  

Desktop Applications are programs that vary from very basic to advanced software that reside on your workstation/computer,  These applications can be single user or accessed by other users on your network. The computing is performed at your computer and will be dependent upon the speed of your computer (and network if shared with other users) Examples of such applications are QuickBooks, and Peachtree. 

I hope this summary has helped you understand the Accounting Software options and will help you narrow down an appropriate software for your business.  

 

Should I choose an In-House, Hosted, or Cloud based Accounting Software Solution?

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Lately I’ve received many calls asking about cloud based accounting software solutions and in particular QuickBooks Online.  My answer to these questions tends to be a lengthy discussion of the needs of the client.  Here are my thoughts…

Find the software that meets your needs first.  Many cloud applications require the use of various add-ons to achieve the total solution while in-house software may have all the functionality needed in one product.  If the in-house product is a better match for the business, it can be hosted by various companies and you still have the option of a 24/7 solution. 

If you have a cloud based or hosted solution, you can access your data and program 24/7 and multiple users have access from any location or device that connects to the internet.  That sounds great but there are the issues to address:

  • Connectivity – Vendor issues that may not allow you to access your data, what is their history?
  • Security – What security is available and does it meet the legal requirements of you industry?
  • Costs – Expect a monthly fee per user or company file.  I am not a fan of free solutions.
  • Backups – Do you have the ability to download your data in a usable format?

If you choose an in-house solution you have more control, however there are also issues to address:

  • Connectivity – Do you have remote users that need to log into the system?
  • Security – How will you provide the proper level of security for your business?
  • Costs –What are the software costs, annual renewals/updates, and cost of maintaining server?
  • Backups – What is your backup strategy?

These are just some of the issues you will need to consider.  

Do You Really Need Another Expensive Server?

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I was at a client’s office and they were talking about purchasing new computers and the bulk of the budget would be allocated to a new e-mail server.  This is an issue that many clients have to deal with and to add insult to injury they also need to hire IT professionals to update and maintain the server.

I talked to the client and we discussed Cloud applications (SAAS) such as Office 365 and Google Apps to replace a mail server and reduce the need for another server.  My client was thrilled with the idea and will investigate both applications which will help her company handle mail and will also allow the employees to view and send mail on the various platforms that employees use (Windows Computers, iPads, MAC Computers, Android Phones, iPhones, Blackberry…).

I have been using Office 365 for quite a while and I have found that it meets and exceeds my needs.  I no longer have to worry about a backing up my files.  If I am away from the office my Outlook is up to date on various platforms and I don’t have to plan ahead to access information.  In addition to the mail/calendar features I also have used SharePoint to store files that I may need when I’m out of the office.  I no longer worry about last minute changes in plans since I have access to my schedule, mail, contacts, and data as long as I have access to the internet!