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8 Facts You Need to Know: Beginner’s Guide to Hosting QuickBooks in the Cloud

Posted by QuoteColo on December 24, 2014 - Updated on March 08, 2016

45805926_thumbnailQuickBooks is one of the most popular applications for small and mid-sized businesses today. It’s the “go to” program for companies that need a high quality way to manage their inventory, sales, payroll, and a host of other small business needs. It offers marketing tools, merchant services, and much more. It’s been a solution businesses have used for years. Like many pieces of software, it’s now available in the cloud, and that’s the way that a large number of companies are choosing to use it today. It offers some distinct advantages over the hardcopy method that was popular.

What is it that makes QuickBooks such a popular tool, and why is cloud hosting the best way to use the application? What else do you need to know to make your experience of working with the application better? Let’s discuss it all right here.

Fact #1: QuickBooks Offers Many Benefits for Companies

Companies use QuickBooks because of the benefits that it offers. The program makes it easier for the business to manage money for starters. They are able to enter payment information and due dates for all recurring bills, and it’s even possible to print checks for those payments right through the program. This can save time, and it can reduce the possibility of forgetting to pay a bill on time.

Expense billing is also easier when using the program. It makes tracking all of the expenses associated with certain projects easy. This could help your business in several ways. First, it ensures you charge the client accordingly. Second, it will help to improve your future estimates to other clients. Creating receipts and sales invoices is also very fast and simple when using the program and it’s possible to send invoices to customers through email. Companies can use QuickBooks to create financial reports as well, so they can get a better picture of how their company is doing fiscally.

Fact #2: Work from Anywhere in the Cloud

One of the biggest benefits to working through a cloud app is that running the program is not dependent on having a physical copy installed on your machine. Instead, you are able to run the application from the cloud or through a web browser. This means that you will have access to the tools and data you need no matter where you are, as long as you have a connection to the web. This makes it possible to work on the road, work from home, and from anywhere else.

Those companies that have remote offices that all need to be working from the same platform, and that need to be able to share real time data will benefit from the application as well.

Fact #3: No Hassle Upgrading Is Possible

One of the big problems with the old method of using software programs for businesses was that they would need to have regular upgrades to function properly. All of the machines that had a copy needed to have the upgrade, and this meant that the IT department would spend days on this menial task. When choosing the cloud version of QuickBooks, the updates happen automatically, so you never have to worry about not having the latest version. They happen across the system as well, so everything upgrades at the same time. The IT personnel you have can take care of the other computer and server issues at the company instead of babysitting your software.

Fact #4: Stay in the Cloud to Use the Calculator

Instead of using a physical calculator and entering numbers, which is a method that many old school accountants still use, you can reduce the chance of error simply by using the built in calculators with QuickBooks. You can access the calculator directly through the Edit pull down menu.

Fact #5: Use the Search Feature

One of the biggest benefits that users will have when they incorporate QuickBooks is the ease with which they can find information and data. Both the Find and Search feature will make locating all different types of information fast and simple. For example, if you are looking for an expense you listed, but you can only remember certain elements, simply enter those key phrases.

For instance, if you are looking to see how much money you spent at lunch with a client, you could enter the name of the client, or the name of the restaurant. So long as you entered all of the data correctly when you initially logged the information, the search results should give you a list of elements that fit into that category, making it easier to find just what you need.

Fact #6: Add Descriptions to the Item List

More information is always better, especially when it comes to tracking your finances. Whenever you enter an item, you also have the option of entering a description. It is generally a good idea to enter as much detail as you can in that area, as it will make the expense clear. In the previous example about taking a client to lunch, you could enter the reason for the lunch, the place, the result of the meeting, etc. in the description area. This can refresh your memory later.

You can write all of this information in the cloud, and it will update automatically, so you are always using the most up to date version and information.

Fact #7: It Is User Friendly

One of the things that many people don’t realize when they first get QuickBooks in the cloud is that it is simple to use. While it might look complex at the outset, the system is streamlined and relatively easy to understand. You only need to use the elements of the program that apply to your business, but it’s generally a good idea to at least learn about all of the options so you do not dismiss them outright.

Fact # 8: It Lowers Costs

Consider some of the ways the using the cloud with QuickBooks can help you lower your costs. The price of getting up and going with the system is generally much cheaper than the older methods of buying licenses for all of the computers in your company. Since you can work from any location thanks to the cloud, you do not have to worry about buying multiple copies in case you need to use it at home. Your IT costs will be lower too.

Do you need to start using QuickBooks in the cloud? Given the ease with which you can get started and the benefits that the application offers, there’s really no reason not to try it if your business is in need of good accounting software. It’s a popular program that’s reliable and you can be sure it will not vanish on you tomorrow. You can also be sure you’ll have access to plenty of support and documentation online.

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