Archive for QuickBooks

QuickBooks Online Backup

By now most businesses recognize the importance of regular backups. With cloud based systems users often feel backup is not important as the cloud vendor provides the backup service. However, cloud vendors make backups for their convenience, not yours. What does this mean? If the vendors server crashes or some other event happens, they can recover all the data – Great! But what if someone gets access to your system and wipes out a bunch of information? What if you import 100 transactions and then realize they were done wrong? Can you ask the cloud vendor to get you back to yesterday or last week? Often times the answer is no and since you can’t do a backup that can be restored when you desire you may have to do a lot of manual work to get to where you need to be.

You may be able to download data from the cloud system, but can you restore it? This is not to say you should use a cloud based solution, only that you need to be aware of this limitation and decide how to proceed from a position of knowledge.

With QuickBooks Online firms have sometimes chosen to download to QuickBooks desktop as a form of backup. While this can be uploaded into a new QBO company file you must do a complete review of the data each time you download as there are some differences between QBO and desktop that may cause the numbers to be different. In addition, if you have add-ins like Apps, when you upload into a new company file you will have to re-establish the links to the apps which, depending on the app, may have it’s own issues.

So what to do? With QuickBooks Online the best current answer is Rewind. Rewind lets you backup when you want, restore deleted items and undo changes. While it is not a complete backup and restore solution, since there is certain data (like payroll) that Intuit does not allow write access, Rewind gives you a lot more control and recovery than you has previously been available.

I won’t go into all the details, as Rewind has an excellent blog article that you can read at QBO Backup. If you are interested, or have questions, please contact us and we can help you get started.

Start the new year with good backup processes for all your software and keep your data safe.

Time & Cents Consultants Caren Schwartz Receives 2017 Top 100 ProAdvisors Award



Honored to announce that Caren Schwartz has been named a 2017 Top 100 PROADVISOR by Insightful Accountant, an independent news and information source written specifically for the small business advisor who needs to stay current on the latest news and offerings in accounting technology, including updates from Intuit, Xero, Sage and the hundreds of Add On products serving the small business.

This list recognizes the leading consultants who have embraced the ProAdvisor program and have leveraged it in order to better serve their clients and grow their own business. “We’d like to congratulate everyone who made this year’s list,” said Insightful Accountant Senior Technical Editor, William “Murph” Murphy. “We had several new people join the ranks this year.”

“This is the fourth year of our PROADVISOR awards,” said Insightful Accountant Publisher and Managing Partner, Gary DeHart. “Each year the competition continues to grow and we appreciate the hard work and efforts of all of our winners.”

QuickBooks Online (QBO) for Accountants

Looking to learn more about QBO? Are you an accountant working with QBO for your clients? Whether you want to become certified, or just better understand how to work with the software Intuit is offering free training in cities around the country. For dates and locations visit and click on In-Person training. If you have clients using QBO, or want to, or want to become QBO certified – don’t miss this.

While your there, check out the QBO Advanced Certification training, Firm of the Future classes and the virtual conference.

QuickBooks – Reducing Security?

Intuit has just released QuickBooks 2017 Release 5 update. One of the features of this update is ability to change QuickBooks so that you can open or switch to a company file without having to enter your username and password every time. There is a login period, that will force login every few days. You will also have to login if you use a different windows account or specifically log out of the company file.

Just because you can, doesn’t mean you should. You need to look at the specifics of your environment to decide if changing the security in QuickBooks will provide undue risk. If you have secure logins setup for your computers then it is probably safe, but consider what type of information is in your QuickBooks file and what or who will be harmed if the information is exposed. Do you have all your employees social security numbers stored for payroll purposes? Maybe the inconvenience of logging in is worth while. Also note that if you accept credit cards through QuickBooks and therefore have credit card protection enabled you can’t change login security.

In his article in Insightful Accountant my friend William Murphy provides information on how to change the setting. The default is to require login every time. If you want to change that setting it must be done by the company file admin.

  1. For Desktop Pro/Premier customers: Go to Company > Setup Users and Passwords > Manage Login Settings
  2. For Desktop Enterprise customers: Go to Company > Users > Manage Login Settings
  3. For all customers: Go to Edit > Preferences > General > Company Preference

You can find more information about managing passwords in QuickBooks at Intuit’s website.

QuickBooks Backup

No matter what programs you are running, backups are critical. Generally, the safest backups are those made directly by the backup program of the software and then those backups should be backed up offsite for extra protection.
Backups from the software program are more likely to be complete and accurate as they can take account of whether someone is logged in to the program.
But what do you do when your backup doesn’t work? If the program is QuickBooks, William Murphy has provided great insight into causes and fixes when it comes to QuickBooks backup. You can ready his complete article at Insightful Accountant – QuickBooks backup.

IOLTA Accounting in QuickBooks – Product Overview

IOLTA accounting is critical for law firms. Choosing the right software solution for a firm means knowing the pros and cons of different options.

Previously we talked about what you need to consider in evaluating IOLTA accounting. In the article we look at what you may want to know if you are thinking of using QuickBooks. Check out our article at IOLTA Accounting in QuickBooks