As your business grows, there will be more accounting and bookkeeping work to be done. You might need the support of your team within QuickBooks or outside vendors. In this episode of MissionBusinessPodcast.com, Bernard Roesch explains how you can share access to QuickBooks in a secure way.
If you have any questions about this podcast episode, please feel free to contact us.
You Should Share QuickBooks With Others
To get the full power of QuickBooks, you need to share access with other people on your team and, possibly, vendors, such as bookkeepers.
- For example, if you have an inventory business, it’s best to have the inventory manager receive inventory directly into QuickBooks rather than sending a note to accounting.
- You may also want to have your sales team check inventory and pricing during sales calls.
- Finally, if you have a bookkeeper or accountant, it’s helpful to have that person access QuickBooks in real time rather than trying to send them reports out of QuickBooks.
It’s most efficient to have everybody able to access the information that they need when they need it.
Security Concerns In QuickBooks
Although it’s great to give access to QuickBooks to different team members, there are few things you need to be careful about.
- Privacy of Information – You might not want to share full financial information with all of your employees. You should also not share more information than they need to do a task. It’s important that you keep information private, unless the team member needs that information to complete their tasks in QuickBooks.
- Security and fraud – Although you may trust your team members, it’s best to not give team members the ability to do any harm to the business within the QuickBooks account.
You can do this by having special permission levels for different team members.
How To Share Access In QuickBooks
You can give employees and team members the access they need to do their job, no more or no less. You can do this with different levels of permission in QuickBooks.
- For example, somebody that runs accounts receivable might have access to sales in the accounts receivable system, while someone that does accounts payable will have access to billing, accounts payable, and writing checks. The user rights within QuickBooks can be configured to allow this.
- As an admin, you’ll create a user for that person. You’ll define what they need access to, what they should not get access to, and then give them that through their own QuickBooks account.
More advance versions of QuickBooks can be customized even further, but the basic user functionality is helpful as a starting point.
Do You Need Help Configuring QuickBooks Users
If you need help giving your team or vendors access to QuickBooks, contact Bernard today. You can also visit MissionBusinessPodcast.com for more insights that Bernard has been sharing with us in the previous episodes.