Tag Archives: Server

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!