Did you know that QuickBooks held a whopping 84.52% market share among small businesses using accounting software? As per this data, most business owners already embrace QuickBooks to streamline their financial operations and stay on top of accounting numbers.
However, more is needed for many businesses to have the software at their disposal. It must also navigate its features and functionalities with emerging technologies like the cloud to leverage its full potential.
In the world of accounting, you might have already come across QuickBooks. This versatile software has changed the way accountants and CPA firms used to handle their financial matters. It provides an efficient and user-friendly platform for bookkeeping, invoicing, and much more.
However, cloud hosting can give the wings to access and manage it remotely anytime, anywhere. Many CPA firms recognize the benefits of hosting this accounting software on the cloud. It's no surprise, considering the flexibility, scalability, and collaboration opportunities that QuickBooks hosting brings.
To make the most of QuickBooks remote desktop access, you should know some essential do's and don'ts to keep your experience smooth and hassle-free.
Do’s for Availing QuickBooks Remote Access
1. Do ensure a stable and secure Internet connection
QuickBooks desktop remote access relies on a continuous Internet connection when backed by the cloud. A stable internet connection ensures you can access your accounting data, work on transactions, and perform various tasks without disruptions. It also provides optimal speed and performance while using QuickBooks on the cloud.
On the other hand, slow or unreliable connections can result in lagging response times, making it frustrating to navigate through the software or perform tasks efficiently. Such interruptions in the connection may lead to data loss or incomplete transactions.
2. Do enable multi-factor authentication
Multi-Factor Authentication (MFA) adds an extra layer of security beyond just a password. It requires users who access QuickBooks desktop remotely to provide additional verification, typically a unique code. It significantly reduces the risk of unauthorized access, even if someone obtains or guesses your password.
Reliable cloud hosting providers like Ace Cloud enable MFA for their clients, decreasing the likelihood of unauthorized individuals gaining access to cloud-based QuickBooks, even if they acquire your password through malicious means.
3. Do regularly back up data
Losing critical financial data can have severe consequences for your business. It can disrupt your operations, lead to inaccurate financial reporting, and even result in financial loss.
It is why backing up your QuickBooks data ensures you have a secure copy of financial information in case of accidental deletion, data corruption, hardware failure, or other unforeseen circumstances.
If any data loss or disruption occurs, the most recent backup can be restored so that you can continue accounting operations without significant setbacks. In most cases, regular backups are available as a feature of cloud hosting solutions that allow you to gain QuickBooks remote access.
4. Do keep your software up to date
Software updates often include security patches that address vulnerabilities and protect against evolving threats. In some instances, they may also address bugs, glitches, and performance issues that affect the functionality and usability of QuickBooks.
Regularly updating your QuickBooks software ensures you have the latest security measures. It will reduce the risk of data breaches or similar other security incidents.
To be on the safe side, you can configure QuickBooks software and cloud hosting service to check for and install updates automatically. It ensures that you benefit from the latest updates without any manual intervention.
Don’ts for Availing QuickBooks Remote Access
1. Don’t us in public or unsecured Wi-Fi networks:
Public Wi-Fi networks, coffee shops, airports, or hotels often need more secure or robust security measures. It makes them prime targets for hackers or malicious actors who may attempt to intercept Internet traffic or gain unauthorized access to the QuickBooks users accessing the network. Interception of the communication between your device and the cloud hosting server allows the attacker to view or modify your data.
To avoid any harsh consequence, choose Wi-Fi networks known to be secure, such as those in your office, home, or trusted locations, for QuickBooks remote desktop access.
2. Don't ignore user permissions and access controls
Ideally, each user in your team should have appropriate access levels and restrictions based on their role and responsibilities. Ignoring user permissions and access controls can lead to potential security risks and compromised data integrity when you access QuickBooks desktop remotely. It can result in unauthorized individuals accessing sensitive financial information within QuickBooks.
You ensure that only authorized individuals can modify or delete critical information by assigning appropriate permissions. It reduces the risk of accidental or intentional changes that may impact the accuracy of your accounting records.
3. Don't overlook regular data syncing
If multiple users or team members need to access and work on QuickBooks simultaneously, regular data syncing becomes essential for real-time collaboration. Syncing data allows everyone to work with the most up-to-date information and ensures that everyone is on the same page. It helps avoid any confusion or duplication of efforts.
Regular data syncing also ensures that the information in your local QuickBooks software and the cloud-hosted version remains consistent. On the other hand, a lack of timely data sync can lead to discrepancies and make it challenging to maintain accurate financial records.
4. Don't neglect training and support
QuickBooks offers many features and functionalities that can significantly streamline your accounting processes. Neglecting to train your employees means they may need to utilize these features to their full potential. It will result in missed opportunities for increased efficiency and productivity.
On the other hand, training your resources provides insights into best practices for using QuickBooks effectively when hosted on the cloud. This way, they can better understand how to optimize workflow, perform tasks accurately, and leverage QuickBooks' features in a way that aligns with industry standards and recommended practices.
Conclusion
As the accounting landscape evolves, embracing the best practices and recommended guidelines for remote QuickBooks usage remains crucial. Almost every QB user now wishes for QuickBooks remote desktop access. Indeed, accessing QuickBooks remotely brings unparalleled convenience and flexibility to accounting professionals and businesses alike.
However, it is crucial to consider and follow various dos and don'ts to ensure a seamless and secure experience. Adhering to the guidelines mentioned above can maximize the benefits of using QuickBooks hosted on the cloud while mitigating potential risks.
You can also enjoy the benefits of confidentiality, accuracy, and availability of financial data at your fingertips.