Wednesday, April 24, 2013

QuickBooks: File Sharing Ideas

Even if you are still doing on-site bookkeeping services, it is likely that you will need to share files occasionally. Technology makes it easy to share information. As more statements, bills and other financial documentation is being sent electronically every bookkeeper should have a few reliable file sharing tools in the “office toolkit”.

Since there are many options, how do you know which is best for you? To answer that question, you need to think about situations in which you might need to use file sharing. Many people would wonder why they can’t just use email for everything. However, email can be very risky for many different reasons.

Using secure file sharing is a much better choice. Identity and financial information theft is just way too common now. So you do not want to be the one who was the weak link in the data protection chain!

Define your objective, THEN look for a solution

When choosing the tool(s) you will use, knowing your various needs will help in finding the solution. Look at how you are currently exchanging information with each client/professional, and then look for tool features that will make that exchange more convenient AND secure. Below are some of the tools used by bookkeeping businesses to exchange information with clients and CPA’s.

What it’s good for?
This works well for sharing and updating files that you want to access from multiple computers.

It can also be used as an automatic backup, and the newest features can work like a drag-and-drop “Inbox”
Free (up to 30 GB) to Paid
This is a great, tool that can be used as a 2-way “Inbox” for receiving and sending project files with clients and staff.

It sits in your system tray and you can easily drag & drop files, with instant synching.
Free (up to 18 GB) to paid
The free plan works if you have large documents that are too big for email and not sensitive.

The Pro plan is great for “certified mail” type secure file deliveries. Good for large projects, but not as streamlined as Dropbox for ongoing file sharing.

They have a desktop app that makes using their service very easy (works with both free & paid accounts)
Free to paid
This paid service works well for low-tech clients who refuse to go paperless. It’s an easy way to convert paper documents to electronic format (non-sensitive info only).

For workflow, you can setup a folder for each of your clients for “automatic” delivery in your email client
Paid (low cost)
An excellent solution for month-to-month clients who are also using QuickBooks.

Easy Inbox that also helps users convert paper to electronic format and send source documents that can attach to transactions in QuickBooks. Automatically keeps everything organized.

There is a free (unlimited time) level you can use with your first client to try it out until you outgrow the storage capacity.
Free to paid

Always remember, when you are sharing a QuickBooks data file, be sure it is password protected. Dropbox is great, and used by a large population. Since it appears to be on your desktop, it is easy to forget that it is actually a cloud based storage unit. Password protect as much as you can.

1 comment:

Anonymous said...

Thanks for this article, these are all really good file sharing resources! Another great QuickBooks collaboration and file sharing resource that I believe is fantastic and would totally recommend is Qbox.

With Qbox, accountants and their client’s continue to use the same desktop version of QuickBooks. However, using Qbox, they have a locally hosted copy of the file that is continually synchronized with their remote client’s copy. In other words, no more sending QBW files back and forth, no more screen sharing, no expensive cloud hosting and no more downloading/uploading of QuickBook files.

Check out their website for more information:

Just wanted to share this with you in hopes that maybe it'll be helpful for someone else too!

Have a great day :)