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My clients would be better off if their CPA used Qbox.

Written September 9, 2015

I wish more CPA firms would use Qbox. As a QuickBooks ProAdvisor I recently helped a client who was having difficulty creating an Accountant’s copy. The feature was failing repeatedly due to their IT company installing QuickBooks on the network incorrectly and also because their company file name contained an ampersand, a character with which QuickBooks doesn’t play well. So although the problems were fixable, the fact that many accounting firms still rely on the Accountant’s Copy feature, frustrates me when there’s a better solution. The creation of an Accountant’s copy is certainly better than the old method of exchanging file backups, but it limits the client’s use of QuickBooks until they receive the updated Accountant’s Copy back and import the new entries. Qbox is a better solution for two reasons. First, it allows the CPA to view the client’s current data file at any time, all of the time, to monitor the client’s progress. Second, it allows the CPA to enter corrections and update the client’s file without exchanging files at all. The one limitation is that those changes need to be entered when the client isn’t using the file, and that easily can be coordinated to occur at an agreed upon time, or after the client’s normal business hours. I know some CPA firms who review the files and notate necessary changes during business hours, then actually enter those transactions very quickly between 6:00 PM and 7:00 PM once a week. It takes very little time outside normal operating hours. Overall it streamlines the entire process of keeping the client files up-to-date with minimal effort. I encourage all accounting and bookkeeping firms who have QuickBooks (for Windows desktop) clients to take a look at Qbox.

Watch this real life success story by Johanson and Yau Accountancy Corporation, a California based firm founded in 1979, which performs services in auditing and accounting, tax planning and compliance, and consulting on accounting systems and internal controls.

Use this link to investigate Qbox for yourself.

Qbox is for everyone.

Simply ingenious.

Do you toss aside the instructions until you absolutely need them?

Written August 8, 2015

If you usually skip reading instructions, you may do just fine with Qbox Plus anyway, it’s so easy to use. Let me give you an example. The other day I was helping a client when he mentioned he was going to be doing a lot more traveling and wondered how he was going to be able to keep up with his desk work. I suggested that he take a look at Qbox. He agreed it was a fantastic solution for doing his regular work on a laptop while traveling, on his desktop while in town, and not worry about hosting or moving files back and forth. Within a couple of hours he signed up, figured it out and set it up. Later he called me with a Qbox question so I suggested he refer to the manual. He replied he hadn’t read the manual yet. We had a good laugh but you see my point.

The longer I used Qbox the more I wanted to know, and sure enough, I finally started reading through the menus and discovered features I didn’t know about. Wow. I smacked myself on the forehead and read through the FAQs and User Manual. I’d been missing some great tips for getting the most out of Qbox Plus. So if you’re a recent convert, I suggest going back to the Settings, Preferences, and Help menus to review everything, including the FAQs and User Manual. It won’t take long and you’ll get a bigger bang for your buck.

QBox is for everyone.

Simply ingenious.

Can I use Qbox as my primary backup tool?

Written August 8, 2015

Yes, with a caveat: the file version on the Qbox cloud is only as recent as your last sync. So if you intend to use Qbox as your document backup, make sure that you are syncing your changes often, at least once a day.

And this next point is crucial. If you are using Qbox for storing, accessing, or sharing your QuickBooks company file, it’s imperative that you use the QuickBooks internal backup feature to back up your company file, (your *.QBW file), because a copy of the file is not enough. Use the internal backup feature frequently with full verification activated to ensure that any corruption or broken links in the company file are detected and corrected promptly. At the same time, the internal backup process will refresh the QuickBooks transaction log file (the *.TLG file) so it doesn’t become too large. That can be disastrous.

So for non-QuickBooks files, using Qbox is a functional backup solution, but for QuickBooks, you need to use the built-in backup feature as well.

QBox is for everyone.

Qbox Plus isn’t just for QuickBooks

Written July 26, 2015

Qbox Plus supports file locking and coherent updates for Intuit QuickBooks, Microsoft Access, Word, Excel, and Power Point files. Share and collaborate with any number of users. Qbox locks the file to protect your changes so there is no conflicted file copies or data corruption, which makes it better than DropBox (which I love) for collaboration.  Create and share tax returns, expense reports, payroll reports, bank statements and other documents. Sharing of PDF, JPG, GIF, TIFF, and PNG file formats are supported without the lock.

Just think of the possibilities this adds to your tool kit. Take your files with you to work offline while you travel. Qbox syncs them back to the office when you get back online. Or share with others inside or outside of the office.

Qbox is now called Qbox Plus because it’s better than ever. Team members on a local area network (LAN) can set up a single Qbox group folder on a network drive to conserve disc space and conserve internet bandwidth used for file syncs. Also, use the group folder for multi-user QuickBooks files.

QBox is for everyone.

Simply ingenious.

Qbox made Memorial Day memorable.

Written May 30, 2015

My Memorial Day dilemma: Work in my office or go outside and relax? Thanks to Qbox I chose to go outside, relax, and work at the same time.

Work and relax at the same  time, anywhere, with Qbox.

Work and relax at the same time, anywhere, with Qbox.

With Qbox I was able to abandon my office desktop computer. Instead, I sat under the backyard grape arbor, a glass of wine within reach, and did my QuickBooks invoicing on my laptop. My company data file is on both computers. Qbox keeps the two separate file copies synchronized in perfect harmony, so no matter which one I work on, and no matter where I am, the other is updated as soon as I finish my work.  When I’m out of town I no longer need to leave my desktop PC turned on, waiting for me to remote in. I can work on my laptop instead and Qbox just sends all of the new information back to my office and updates that copy of QuickBooks for me. It’s so slick you’ll wonder how you ever lived without it. Just $9 per month for for multiple files, no matter how many users.   Why not give it a try?

The Magic of Qbox

Qbox is an extraordinary solution for QuickBooks access.

The Magic of Qbox

Written April 14, 2014

Question: How can your QuickBooks company data file safely be in two places at the same time?

Answer: Qbox! It’s practically a miracle worker, an extraordinarily simple and effective solution to an age-old problem.

The problem is how can I work on my office QuickBooks file when I’m somewhere else? I don’t want to leave my computer running to enable remote access while I’m out of town. I don’t want to pay to host my QuickBooks. I don’t want to work on the Internet at all. I don’t want to create and restore backup copies between computers.  Qbox is the solution. Here are several scenarios where Qbox is the best solution for making QuickBooks readily accessible anyplace you need it.

  1. I have QuickBooks installed on both my office desktop computer and on my laptop which I take with me on business trips. I have a copy of my company data file on both computers, and I’ve identified those computers to Qbox using unique email addresses. When I work on my desktop computer and open that specific company file which I’ve told Qbox to monitor, Qbox sees me and locks me out of that same file on the laptop. As soon as I’m finished working, Qbox copies all of my new transactions, then unlocks the file to make it accessible on my laptop. When I start the laptop, Qbox updates the QuickBooks file with the new transactions so it becomes an exact replica of the desktop data file. It also locks me out of the file on the desktop as long as I have it open on the laptop. By allowing access to the data file in only one place at a time, Qbox ensures that it will keep all copies of that file in sync.
  2. I have a client who owns a small retail shop with QuickBooks Point of Sale software on the front counter computer. Her QuickBooks desktop financial software is also on that computer so at the end of the day POS can send the daily sales into the financial file. The bookkeeper works offsite. Since the POS computer must be available to ring up sales during store hours, the bookkeeper used to remote into the POS computer at night, after 9:00 PM, to do the bookkeeping. It was very inconvenient, plus it meant the store had to leave the POS computer running all night. Then along came Qbox. Now the bookkeeper has a copy of the QuickBooks file on her own computer and works during the day. Qbox sends her work over to the POS computer to keep it up to date. While she works, POS is locked out of the QuickBooks file which is fine since POS only needs to access the QuickBooks file at the end of each day when the store closes.
  3. A CPA I know now requires that all of his clients have a Qbox account so he can look at their data file on his own computer at his convenience instead of requesting a backup each time he needs to check something. He can access their QuickBooks data during office hours in view only mode, even if they’re working in QuickBooks. His copy will be updated each time they close their company file. The CPA can then open the file and make corrections or adjustments. No need to send an accountant’s copy back and forth. The time it saves everyone far outweighs the very small cost of the Qbox account.  Learn more about Qbox here.

Read another blog about Qbox.

Qbox is an extraordinary solution for QuickBooks access.

Written July 27, 2014

You want the easiest way to access your QuickBooks company data file from two or more locations without the worry of corrupting the data nor  incurring the cost and  experiencing the lag time that hosting the file typically entails. Qbox may be the answer for you. It certainly is perfect for me. Essentially, you’ll be working with a local QuickBooks file on your own computer but you’ll be locked out of it whenever someone else is accessing an exact copy of that file on their own computer, and any changes either of you make will post into both locations so you’re always in sync. Okay, I know it’s a new concept and tricky to grasp at first but it’s SO COOL!

Here’s an example of how it works. I need to work  on a QuickBooks file at my office. My business associate also needs to work on the same file while she’s in her office. We both have licensed copies of  the exact same QuickBooks version installed on our computers. We have a Qbox subscription. Don’t worry – it’s super affordable at $9.00 per month. I have a copy of  the QuickBooks file on my computer. She has a copy of it on her computer. When I work in the file, Qbox stops my business associate from working on her copy of the file until I’m finished. Then Qbox posts all of my changes into her copy of the QuickBooks file on her computer so we’re in sync. Then it unlocks the file so she can work on it. While she works on the file, I’m locked out of it on my computer. As soon as she logs out, Qbox sends all of her changes over to my computer so once again, our two copies are in sync – exact copies of the same data file.

Now here’s the really big news. This is a fantastic solution for QuickBooks Point of Sale users who must have their financial software and data located at the store so it can integrate with Point of Sale, but they need to work in the QuickBooks financial file at home or another office location. With QBox they can do exactly that.

Read another blog about Qbox.

Simply ingenious!