QuickBooks Options for Mac Users

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

Technical Support Scams

I wanted to make you aware of a Technical Support Scam.  I keep getting calls from someone who says they are from Microsoft or Windows technical support.  I know that these calls are not legitimate since I have not reported any issues and they are calling on my home phone which I never use for software registration purposes.   If you get one of these calls and you are not expecting a call from technical support you should not engage the caller.  For more information on this issue, please see the following Microsoft statement on their Safety & Security Center site:  http://www.microsoft.com/security/online-privacy/avoid-phone-scams.aspx

 

Tax Time Resolutions

Once again we’ve seen another tax deadline come and go!  Each year preparing the books and records for the tax preparer is a task that takes time and energy from things that we would prefer to do.  For many it’s also a learning experience to see what your annual profits actually were.  Wouldn’t it be nice to know how you are doing during the year so you could make adjustments and increase your revenue?

Now is the time to talk to your tax preparer and accounting staff about your recordkeeping practices.  I have found that additional training and/or upgrading bookkeeping practices usually saves considerable time and increases the accuracy and timeliness of your records.

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

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.  

Software Licensing – Better Safe Than Sorry

I was recently talking with someone who needed help with his computer software and mentioned that his new computer consultant had installed software that he had not paid for, and really didn’t even need.  The computer consultant had the product codes and enough registration information from his employer that he was able to accomplish this illegal install.  The person I was talking to told me that the computer consultant worked for a large company and they really did not care if he did this ….REALLY…. Are you kidding me, I can’t believe you would repeat this comment in a court of law! 

I told this individual that the software should be uninstalled immediately and I would perform an uninstall if needed.  Instead I was informed that the computer consultant could do this on his next visit…REALLY…are you actually letting that fraudster back in your door??? 

This is a situation that I see more often than I would expect and I am always surprised who falls for this.  It’s folks who could easily afford the software and are ethical in other parts of their lives and businesses but somehow illegal software downloads are OK.  The fraudster, otherwise known as the computer consultant, is just one 16 digit number away from stealing your credit card number and just one 9 digit number away from your social security number. 

Keep in mind that when you let a computer consultant in the door you are probably giving them a password or two while they are assisting you with your computer and network issues.  You may even grant them remote access.  I have to admit that I have not met this individual  but I can tell you without a doubt they are only  one decision  away from committing a fraud with your information,  it may be a only a matter of time.

As a software reseller and consultant I work with a lot of clients and I sell software and perform installs for some clients.  Recently I’ve spent an increasing amount of time helping clients put their businesses back together after frauds.  These frauds were often committed by long time employees who were trusted and often socialized with the business owners.  Quite often I’m told the owner even attended weddings and other events of these fraudsters.  You never know what decisions a person might make, even after they have a history of making the right decision in the past.  It’s always a good idea to be careful and exercise common sense when dealing with a situation that just doesn’t seem quite right!