The purpose of this article is to help the typical small business owner understand the differences between using remote access capabilities with QuickBooks Pro and QuickBooks Online Plus. A less expensive version of QuickBooks Online is also available, however that software is not considered for this analysis. I considered a more robust version called QuickBooks Online Plus. Before addressing the differences, it is first important to understand the term remote access. The term remote access has been with us for a long time and has arisen to mean, according to Wikipedia, a form of communication with a data processing facility from a remote location or facility via a data link. One of the most common methods of providing this type of remote access is to use a virtual private network (VPN). The definition is reinforced by the term remote desktop, which also according to Wikipedia refers to software or an operating system feature that allows graphical applications to be run remotely on a server, while being displayed locally. Remote desktop applications have different characteristics. Some allow you to connect to an existing user’s session (ie a running desktop) and “remote control” it in front of the user’s eyes. Whereas, by a Google definition, online bookkeeping relates to bookkeeping that can be done on the World Wide Web. I agree with both definitions, however, there are important differences that a small or even mid-sized business owner or accountant should consider and they are addressed below.

Generally speaking, QuickBooks Pro with Remote Access gives you access to your desktop QuickBooks Pro accounting program and data, while QuickBooks Pro and data reside on your server at your office or on your local hard drive. While QuickBooks Online Plus is a web-enabled accounting package with some pros and some cons, specifically less functionality for one of the most important parts of a business, namely no inventory capabilities. For some of you this might be important and for others not so important. In a nutshell, below are the benefits and drawbacks with an overall ranking of each benefit or limitation of “online accounting” with QuickBooks Online Plus compared to QuickBooks Pro.

Some of the main benefits are summarized and ranked by level of importance as follows:

1. No wired network required – You can connect with WIFI from anywhere in the world that has Internet access and can connect to different departments or offices in multiple locations.
2. Includes up to 3 simultaneous users plus your accountant. The cost to add another 25 users is just over $3 per month per user.
3. Daily off-site backup to Intuit servers
4. Automatic software updates and support included in the cost
5. Faster and easier login – just press your web hotkey

Some of the major drawbacks are summarized and ranked by level of importance as follows:

1. It does not handle inventories and purchase orders, this rules out retail, manufacturing and distribution companies.
2. Lacks multi-currency functionality
3. Can’t open multiple QuickBooks windows in QuickBooks
4. No company snapshot/dashboard in a desktop view

In short, the importance of having simultaneous access from any location allows employers, employees, owners and investors to collaborate, share and make informed and timely decisions because everyone gets the same information in real time, simply by using a typical website. us. There is no time to learn the remote access interface to log in, to use with the remote software. Also, your accountants can review your finances, journals, ledgers, from their own office and answer your questions or even correct errors in real time. Plus, you can easily outsource some of your accounting functions with QuickBooks Online Plus, as long as you set up a system to review the outsourced employee’s work product.

I am very impressed with the benefits mentioned above and for these reasons, if accounting for inventory or multiple currencies is not required, then my inclination is for QuickBooks Online Plus to handle typical small business accounting needs. A more detailed discussion of functionality and data entry capabilities and processing performance will be the subject of another blog topic. Even if there is such an analysis, I would recommend that you consult with an accounting professional who can best assess whether QuickBooks Online Plus or the remote access platform is the most appropriate for your particular situation. When evaluating this software, it is also important to determine how your employees will use the software in their daily activities and during a trial period, you should evaluate the speed with which employees can enter data and the computer/web processing (performance) speed of each relevant accounting process, i.e. payment of vendor invoices, customer invoicing, record deposits, etc.