The purpose of this article is to provide QuickBooks help to a typical small business owner to understand the differences between using the remote access capabilities with QuickBooks Pro and QuickBooks Online Plus. A less expensive QuickBooks Online version is also available, from Intuit, the manufacturer of the QuickBooks products. That software was not considered for this analysis. Before we address the differences, its first important to understand the term remote access. The term remote access has been with us for a long time and has emerged to mean, according to Wikipedia,a form of communication with a data processing facility from a remote location or facility through a data link. One of the more common methods of providing this type of remote access is using a virtual private network(VPN). The definition is further enhanced by the term remote desktop, which also according to Wikipedia, refers to a software or an operating system feature allowing graphical applications to be run remotely on a server, while being displayed locally. Some allow attaching to an existing user’s session (i.e. a running desktop) and “remote controlling” it in front of the user’s eyes. Whereas, according to a Google definition, online accounting relates to accounting that can be done on the World Wide Web. With this understanding of the remote vs. online accounting, we can provide some QuickBooks help by addressing the differences in two typical small business accounting QuickBooks products,- QuickBooks Pro and QuickBooks Online Plus.
Remote access with QuickBooks Pro allows you to remotely use your desktop QuickBooks Pro accounting program and data while the data is maintained on a networked server in a different location. Accessing QuickBooks Online Plus is similar to pressing a shortcut button for any internet application. QuickBooks Online Plus is a web enabled software application providing many useful online accounting features and functions. An important disadvantage is QuickBooks Online Plus’s inability to handle inventory. For companies that have inventory, this drawback is critical and for those companies that do not have inventory the drawback is not important. The advantages and disadvantages of QuickBooks Online Plus as compared to QuickBooks Pro is analyzed below.
The advantages of QuickBooks Online Plus as compared to QuickBooks Pro with remote access are summarized and ranked by level of importance as follows:
1. No wired network required. You can connect different departments or offices in multiple locations or from home as long as you have WIFI.
2. The monthly cost includes your accountant and no more than 3 simultaneous users. If you want 25 more users its about $3 per user per month
3. The Intuit servers back up each day off site
4. Automatic software updates and QuickBooks help support included in cost
5. Quicker and simpler sign in ” Just press your Web shortcut key”
The disadvantages of QuickBooks Online Plus as compared to QuickBooks Pro with remote access are summarized and ranked by level of importance as follows:
1. Inability to process inventory and purchase orders. This means that QuickBooks Online Plus cannot be used for distribution, manufacturing and retail companies
2. Lacks multi-currency functionality
3. It does not provide multiple QuickBooks window functionality within QuickBooks Online Plus
4. The desktop does not show a company dashboard or snapshot
In summary, the ability to have simultaneous access from any location, allows employers, employees, owners, investors to collaborate,communicate, share and make informed and timely decisions because everyone gets the same online accounting information in real time, by simply using a typical web based sign-on. There is no time learning the remote access interface for sign on, for use with the remote software. Furthermore, your accountants can provide QuickBooks support to review your financials, journals, general ledgers, from their own office and answer your questions or even correct mistakes in real time. Further, you can easily outsource some of your online accounting functions with QuickBooks Online Plus, as long as you set up a system to review the work product of the outsourced employee(s).
The Pros for using QuickBooks Online Plus as compared to QuickBooks Pro with remote access are impressive and assuming there is no need for inventories or multiple currencies, then QuickBooks Online Plus is a good choice for those with small business accounting needs.
As you can see,this analysis did not consider any computer performance processing ramifications. It will be the subject of another topic. Nor does it consider or assess the abilities of your employees in performing their daily accounting activities for each significant online accounting processes i.e. invoicing customers,recording deposits,paying expenses,etc.. Notwithstanding the recommendations herein and prior to making any decision its important to consult with your CPA or accountant for QuickBooks help to perform a needs analysis to determine the best accounting system for you.