Don’t try to run QuickBooks Pro, Premier or Enterprise via Dropbox, Google Drive, OneDrive or similar services
Anytime, anywhere access for QuickBooks Pro, Premier or Enterprise is a goal that many businesses are trying to accomplish these days.
Sharing your QuickBooks company file for access from anywhere can’t be any more difficult than sharing a Word document via Dropbox, Google Drive or others, right?
MAJOR PROBLEMS WITH CORRUPTED AND CONFLICTED FILES
Many businesses that have forged ahead and attempted to share their QuickBooks company file via one of these sharing services have discovered that it isn’t a good idea.
It is not a good idea at all and very much discouraged!
In fact, a significant number of these firms have been forced to deal with the complications resulting from their QuickBooks files getting corrupted or ending up in a “conflicted” state, rendering them unusable. In some cases, they were without access to QuickBooks for multiple days due to sending their file away for a fix by the Intuit data repair team to get them back up and running again.
QUICKBOOKS IS CONSTANTLY CHATTERING
I won’t even pretend to be a techno-nerd and understand the technical reasons why trying to share a QuickBooks file like this does not work.
However, the main theme of support articles I have read point to the fact that the QuickBooks database is quite active and constantly updating records and data. Because of this, file sharing services just can’t handle what QuickBooks needs to run, especially in a multi-user setup.
IF NOT DROPBOX OR GOOGLE DRIVE, THEN WHAT?
If your business needs to share a QuickBooks file and also needs access to it from outside of the local network where it runs, some options to consider:
- Windows Remote Desktop – talk with your IT folks to learn more about this option. If you already have a server storing other files, Remote Desktop is a very inexpensive way to share your QuickBooks too.
- Hosting Your QuickBooks – in essence, with a hosted solution, your QuickBooks (and possibly other programs) are stored and accessed via a third party that handles everything for you for a monthly fee. Read more about hosting QuickBooks to see if it is right for you. Note that there are a number of approved third party companies that host QuickBooks. Intuit does not do their own hosting.
STILL A GREAT PLACE FOR YOUR QUICKBOOKS BACKUP FILES!
Note that the conversation above relates to running QuickBooks on a daily basis. By that, I mean creating invoices, entering bills, writing checks, and other transactions.
As I’ve mentioned, trying to run QuickBooks on these file sharing services will likely cause you grief.
DropBox, Google Drive, OneDrive, etc are all great places to store a BACKUP copy of your QuickBooks file. You can never have too many backup copies of your critical accounting data, and these apps make it a snap to upload and store your QuickBooks backup files there too.
OTHER QUICKBOOKS RESOURCES FOR YOU
- Cash flow forecasting tool for QuickBooks
- Free QuickBooks tips and tricks
- Scott’s YouTube QuickBooks videos