Archive for Software Tips

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.

Clio – Another look

If you are looking at Clio, especially linked to QBO, please check out my updated review in Insightful Accountant at Another Look at Clio

QuickBooks 2018

For some September means the end of summer and back to school. For accountants, bookkeepers and QuickBooks desktop users it means it’s time for a new version to be announced. This year Intuit has added new features that can benefit all users of QuickBooks. There are detailed articles on the new features written by my colleagues William Murphy at Insightful Accountant and Charlie Russell with Accountex Report. I have provided links to their articles for those that want more detail but here’s some highlights of what’s new.

  • Multiple monitor support for up to three monitors. Move full windows of QuickBooks to another monitor to see and work with more information at once.
  • Chart of accounts search. Find accounts in the chart of accounts based on any part of the name.
  • Cash/Accrual toggle on reports making it easier to switch modes.
  • Past due stamp on invoices.
  • Keyboard shortcuts for copying and pasting lines in transactions.
  • Inventory report enhancements.
  • Merge multiple vendors – QuickBooks Accountant and QuickBooks Enterprise Accountant only.
  • Secure web mail – you will no longer have to enter your password everytime you want to send an email.
  • You must have Internet Explorer 11 for use of many features of QuickBooks. Older versions are no longer supported.
  • Remain logged in so you don’t have to login every time you open or switch companies. While this is a great convenience, it does reduce the security of your data so think carefully before turning this on.

If you have questions about the new features or would like to discuss upgrading your QuickBooks contact us, we are here to help

Choosing Billing Software

When choosing billing software there’s a lot to consider. Getting it “right” the first time will save expense and hassle and help the firm become more efficient and more profitable.
Where do you start? Check out my article Choosing the Right Legal Billing Software in GPSolo.

If you need guidance or want to discuss options, please Contact Us

Tabs3 Subscription Offering – You have a choice

Many firms like to buy and “own” their desktop software. But some firms prefer the idea of paying a monthly fee rather than a big initial outlay. Tabs3 has recognized the need for flexibility and choice for those firms considering their Platinum SQL products. Now you have a choice and can choose the pricing plan that is right for you.

Tabs3 Platinum SQL products offer additional features like Tabs3 Connect, HotBackup, AutoRecovery and eNote, along with taking advantage of the 64-bit capability of  computers. These features can make even small firms more productive. For some firms the initial outlay was a deterrent to gaining these benefits. Now Tabs3 offers the ability to get these features at a monthly price. You still choose the modules you want – Tabs3 Billing, Tabs3 Financial and/or PracticeMaster.

If you have been thinking of going to Platinum SQL, let us know, we can give you a quote and help you decide what is right for your firm.



Cloud Storage Options – choosing the right one

There are many options for storing data in the cloud, even if you are working with desktop software. But which one is right for you? Security an capacity are just two factors to consider.

My friend William Murphy, Senior Editor for Insightful Accountant, recently published an article looking at Dropbox, OneDrive, Google Drive and SugarSync. You can read his observations at Is Cloud Storage Right for You? If So, Which One?

Still trying to decide? Want to know how this might work with your practice management solution? Contact us and we’d be happy to help.