5 Ways Accountants and Bookkeeping Professionals Can Support Clients Using QuickBooks Desktop

As an accountant or bookkeeping pro, you’re a bit like a superhero—saving clients from financial chaos, one transaction at a time. And while many businesses are leaping into the cloud with QuickBooks Online, some clients are still clutching their QuickBooks Desktop like it’s their favorite childhood blankie. Fear not! With the right tools and strategies, you can make their Desktop experience as smooth as a perfectly reconciled bank statement.

Here are five ways to support your QuickBooks Desktop clients and ensure you remain their financial superhero:

1. Leverage QuickBooks Desktop Accountant Edition

Think of the Accountant Edition of QuickBooks Desktop as your utility belt—it’s packed with advanced features that make your job easier and your clients happier. Here’s what it offers:

• Accountant Center: Your one-stop shop for reconciliation, journal entries, and financial reports. (It’s like a candy store, but for accountants.)
• Client Data Review: Quickly spot and fix client errors, because let’s face it, they’re bound to happen.
• Batch Transactions: Enter, edit, and delete transactions in bulk—because life’s too short to make changes one by one.
• Industry-Specific Reports: Create reports that make you look like a genius (even though you already are).

Important Note: You’ll need the Accountant Edition to use some features, like the Accountant’s Copy. And heads-up—it only supports the current year and one year prior, so make sure you and your clients are on the same page (or year). Plus the ONLY way you can get it by calling Intuit directly which opens up the door for them to steer you where they want you to go.

Drawbacks

Version matching - You need to be on the same year's version as your client if the file is being sent to you. (Current and one year prior for accountant copy)

2. Use Remote Access Services

Gone are the days of driving to your client’s office, sitting in their uncomfortable chair, and pretending not to notice their cat judging you. Remote access tools let you work on their QuickBooks Desktop files from the comfort of your own space. Here are some options:

• TeamViewer or Splashtop: Reliable and user-friendly, even for the tech-challenged.
• GoToMyPC: 
• LogMeIn: Robust, with bonus features like file sharing and remote printing (because sometimes you need to print something… somewhere else).

With remote access, you can troubleshoot, reconcile, and save the day without leaving your desk—or your coffee.

Drawbacks

When you are remotely access your client, it's like you are sitting at that persons computer. Ideally if they have an extra computer that isn't needed to be accessed becasue your mouse and keyboard actions will be taking control of that computer. Other activities are not possible

3. Simplify File Sharing with QBox

Emailing QuickBooks files back and forth is so last decade. Enter QBox, the cloud-based file-sharing solution that keeps everyone on the same page (literally). Here’s why it’s awesome:

• Real-Time Collaboration: Changes sync instantly, so there’s no “Oops, I worked on the wrong version” drama.
• File Locking: Prevents multiple users from making changes at the same time—because chaos is not the goal here.
• Secure Storage: Your files are safer than your grandma’s secret cookie recipe.

Introduce QBox to your clients, and you’ll both wonder how you ever lived without it.

Drawbacks

Multi User mode can be hindered because when you are in the file, your client might not be able to access their file.

4. Streamline Processes with Accountant’s Copy Transfer

The Accountant’s Copy feature is like a magic wand for collaboration. It lets you work on your client’s books while they continue running their business. Here’s how it works:

• Create an Accountant’s Copy: Your client sends you a special file to work on. (No, it’s not Hogwarts magic, but close.)
• Make Adjustments: Fix errors, adjust journal entries, or perform year-end wizardry.
• Import Changes: Send the updated file back, and your client can import your changes seamlessly.

Important Note: This feature requires the QuickBooks Desktop Accountant Edition and only supports the current year and one year prior. So, if your client’s still rocking QuickBooks 2018, it’s time for an upgrade (and maybe a pep talk).

 This feature is a lifesaver during tax season or detailed reviews—it keeps you productive and your clients happy.

Drawbacks

The Accountant Copy Process is hit or miss. When it works, it works great and allows you and your client to work independently, but when it doesn't work, you likely will need ot start over from scratch which could be problematic.

5. Offer Cloud Hosting for QuickBooks Desktop

For clients who want the flexibility of the cloud but can’t bear to part with QuickBooks Desktop, cloud hosting is the perfect compromise. Hosting providers like Right Networks and Summit Hosting offer:

• Anytime, Anywhere Access: Because sometimes you need to check QuickBooks from the beach… or the couch.
• Automatic Backups: No more panicked “I lost everything!” phone calls from clients.
• Enhanced Security: Protecting financial data like it’s the crown jewels.
• Integration with Third-Party Apps: Making productivity soar higher than your caffeine intake.

Cloud hosting combines the best of both worlds—desktop power with cloud convenience. It’s a win-win for you and your clients.

Drawbacks

This is most costly of options. you would be accessing the clients hosting provider as an additional user, so you would be access the clients Desktop edition so you wouldn't have the accounting tools needed, the client woudl need to have enough user licenses to allow you into their file concurrently, and all other users of QuickBooks will also need to be on that hosting platform.

Final Thoughts

Supporting QuickBooks Desktop clients doesn’t have to feel like herding cats. By leveraging the Accountant Edition, remote access services, QBox, Accountant’s Copy Transfer, and cloud hosting, you can provide top-notch service while keeping your sanity intact.

Remember, your clients look to you as their trusted advisor. With these tools and strategies, you’ll not only meet their expectations but exceed them—like the QuickBooks superhero you are.

What tools or strategies have you found most effective for supporting QuickBooks Desktop clients? Share your thoughts in the comments below—we’d love to hear your stories (and maybe steal your best tips)!