Accessing Your QuickBooks File From Anywhere

Are you a small business owner whose bookkeeping is handled by an external bookkeeping service? Would you like to retain control of your checks, but don't want to pay the bills yourself? If you're tired of passing your QuickBooks file from your office to your bookkeeper to your accountant, this article is for you.

There are a number of ways in which you can setup your QuickBooks file so that different people in different locations can access it (but only with a valid username and password, of course). First, you can use the online version of QuickBooks. You can compare features and prices, and learn more, here: http://oe.quickbooks.com/_bb/compare_products.cfm. In addition, there are a number of companies that offer online hosting of your QuickBooks file. The one we like most is www.Swizznet.com. But, you can Google "QuickBooks Hosting" to find other providers.

The advantage to both QuickBooks Online and QuickBooks hosting services is that you can set up separate usernames and passwords for you, your bookkeeper, your accountant, and anyone else whom you want to grant access. Your bookkeeper can enter your transactions and setup your checks for printing. You can then log in, print, and mail the checks yourself. This prevents you from having to turn your paper checks over to the bookkeeper. Both Generally Accepted Accounting Principles (GAAP) and common sense would indicate that it's not a good idea for the bookkeeper, who enters your accounting transactions, to also have access to your paper checks. Such access makes it easier for embezzlement to occur.

A second advantage to QuickBooks Online and QuickBooks hosting services is that they make accessing your QuickBooks data file so much easier. You don't have to pass the file around by email (which isn't a good idea), FTP, or sneakernet (burning it to a CD and physically transporting it to your bookkeeper or accountant). All of you can access the file at any time simply by logging in over the Internet.

Both QuickBooks Online and reputable QuickBooks hosting services use the same level of encryption that is used in the banking industry. Therefore, you know your data is always safe and secure. QuickBooks Online and QuickBooks hosting services such as Swizznet usually offer a free trial period. I encourage you to use such offers to evaluate their services and see for yourself how beneficial they can be.