Best Ways to Access QuickBooks Desktop Remotely

Let’s explore how you can use QuickBooks Desktop from anywhere, even when you’re not in your office. Access QuickBooks Desktop remotely means you can work on your finances from home, while traveling, or from any location with an internet connection. This flexibility is super helpful for businesses today, especially when remote work and collaboration are becoming more common. 

So, let’s dive into some simple ways you can access QuickBooks Desktop remotely and make your financial tasks easier no matter where you are!

Significance of Remote Access Capability in QuickBooks Desktop 

Remote access to QuickBooks Desktop offers several benefits for businesses:

Flexibility: Employees can access QuickBooks from anywhere, at any time, enabling remote work, traveling, or accessing data while on the go.

Collaboration: Multiple users can access the same QuickBooks company file at the same time, fostering collaboration among team members, accountants, and clients.

Efficiency: It improves productivity and maintains continuity in workflows by eliminating the need for physical presence in the office, reducing downtime.

Cost Savings: Businesses can save on infrastructure costs by using remote access solutions instead of investing in expensive IT infrastructure.

Data Security: Remote access solutions often come with robust security features, which make sure that your sensitive financial data remains secure during transit and while stored on remote servers.

Here are 7 Ways to Access QuickBooks Desktop Remotely 

Several remote access solutions facilitate accessing QuickBooks Desktop remotely:

1. Cloud Hosting Services
2. Open a company file on a remote computer
3. Remote Desktop Services (RDS)
4. Virtual Private Network (VPN)
5. QuickBooks Remote Access Software 
6. Hosted Virtual Desktop (HVD)
7. QuickBooks Data on the Cloud

Please keep in mind that each process has its benefits and disadvantages. Choose the method that best fits you.

1. Cloud Hosting Services

Cloud hosting services with QuickBooks Desktop allow you to access your company data from anywhere with an internet connection. This means you’re not limited to working on QuickBooks from just one computer. This makes teamwork easier because multiple people can work on QuickBooks files at the same time, which speeds up tasks and boosts productivity. 

Cloud hosting also lets you adjust resources like storage space without needing new hardware, and it keeps your data safe with strong security measures. When choosing a cloud hosting service, look for reliability, security, price, and compatibility with QuickBooks to ensure it works well for your business.

Some Cloud Hosting Providers

1.1 Right Networks

Right Networks Cloud Premier specializes in hosting QuickBooks Desktop in a safe and dependable environment. They offer a secure and easy-to-use cloud platform where you can store your files and access them when needed. Follow the steps mentioned below to access QuickBooks files in Right Networks:

1. Use Microsoft Remote Desktop Protocol to log into the Right Networks environment. 
2. If it’s your first time, go through the Setup Wizard to install and configure the application.
3. Once logged in, QuickBooks Desktop will work similarly to how it does on your local computer. 
4. Use the File Explorer within the hosted desktop to access your QuickBooks files. 
5. The data folder structure might be different from your local computer, so familiarize yourself with it.

1.2 Swizznet 

Swizznet is a leading provider of cloud hosting services, specializing in hosting QuickBooks Desktop and other accounting software. With Swizznet, you can access your QuickBooks files and applications remotely, allowing for flexibility and collaboration. Their cloud hosting solutions provide reliability, security, and scalability. This makes them a top pick for businesses aiming to simplify their accounting tasks. With Swizznet, accessing data from anywhere with an internet connection is hassle-free.

1.3 QuickBooks Online

QuickBooks Online offers a cloud hosting feature that allows users to access their QuickBooks data and software from anywhere with an internet connection. This feature enables businesses to store their financial information securely in the cloud, eliminating the need for on-premises servers and infrastructure. With QuickBooks Online cloud hosting, users can collaborate in real time, work on the same data simultaneously, and access their financial information from multiple devices. Additionally, the cloud hosting feature ensures data backups and security, providing peace of mind to businesses.

2. Open a Company File on a Remote Computer

Users can access QuickBooks Desktop remotely by installing QuickBooks Desktop and QuickBooks Database Manager on another computer. Follow the steps given below to use the computer on the remote PC: 

Note: The QuickBooks Database Server Manager configures QuickBooks Server for multi-user access.

1. Download and install QuickBooks Desktop on another computer. 
2. Click on switch to Multi-user Mode from the File menu
3. In the Multi-user hosting setup required window, click on Yes
4. Follow prompts to set up multi-user hosting
5. Ensure QBDBMgrN.exe background service is running
6. Then, add users via Company > Users > Set up Users and Roles > New.

3. Remote Desktop Services (RDS)

Remote Desktop Services, also known as Terminal Services, is a Microsoft Windows feature that allows users to access applications and desktops remotely. Users can set up QuickBooks Desktop on a server running Remote Desktop Services and access it remotely using Remote Desktop Protocol (RDP) client software.

Steps to Set up RDS

1. Set up a server with the necessary system requirements for QuickBooks Desktop.
2. Install the Remote Desktop Services (RDS) role on the server to enable multiple user access.
3. Install QuickBooks Desktop on the server.
4. Configure user accounts for QuickBooks access via RDS, ensuring proper permissions for security.
5. Adjust firewall and network settings to allow Remote Desktop Protocol (RDP) connections to the server.
6. Once connected, users can access QuickBooks Desktop on the server as if it were on their local computer.

4. Virtual Private Network (VPN)

A VPN creates a secure connection between a user’s device and a network, allowing users to access resources on that network remotely. Users can set up a VPN connection to their office network where QuickBooks Desktop is installed and access QuickBooks remotely as if they were in the office.

5. QuickBooks Remote Access Tool

The QuickBooks Remote Access tool lets users use QuickBooks from different computers. It comes in two versions – QuickBooks Access and Full Desktop Access. You can buy it from Intuit’s website to use QuickBooks remotely on your devices.

When you integrate this tool with QuickBooks, you can do things like:

• Move files between your computer and the remote one
• Print files from the remote server using your printer
• Access QuickBooks files and folders from afar

There are other similar tools from other companies, but they might have issues like network problems or setting up permissions.

6. Hosted Virtual Desktop (HVD)

Hosted Virtual Desktop, also known as Desktop as a Service (DaaS), is a cloud computing service that provides users with a virtual desktop environment hosted on a cloud provider’s servers. Users can access their virtual desktop, including QuickBooks Desktop, remotely from any device with an internet connection.

7. QuickBooks Data on the Cloud

Users can store their QuickBooks company files on cloud storage services such as Dropbox, Google Drive, or OneDrive. This allows users to access their QuickBooks data from anywhere with an internet connection and open it using QuickBooks Desktop installed on their local computer.

How to Set up QuickBooks Desktop to Work From Home?

Set up your QuickBooks company file for seamless access whether you’re working from home or the office. Here are 4 ways you can do this:

Method 1: Move or Install QuickBooks to Another Computer

1. Install QuickBooks Desktop on your new computer.
2. Move or reinstall QuickBooks Desktop to another computer using the Migrator Tool
3. Move your company files to another computer.

Method 2: Set up or Open a Company File from a Remote Server

You can use a hosting service to access your QuickBooks Desktop software and data files from a different location. By storing your QuickBooks product and data files on the servers of a service provider, you gain secure access to your QuickBooks from anywhere, anytime. With an internet connection, you can conveniently use QuickBooks through a remote desktop connection.

Method 3: Set up or Open a Company File from a Remote Computer

Accessing your QuickBooks Desktop data file remotely requires a dedicated client computer. While you can install your QuickBooks product on multiple computers, such as those at home and in the office, only one computer can access the data files at any given time.

Method 4: Switch your QuickBooks Desktop to QuickBooks Online

Making the switch to QuickBooks Online offers the flexibility to manage your finances from anywhere, whether you’re at home, in the office, or on the go. With QuickBooks Online, you can enjoy real-time access to your financial data and collaborate with team members.

Conclusion

Remote access to QuickBooks Desktop is essential for modern businesses, offering flexibility, collaboration, efficiency, and data security. Whether it’s for remote work, collaboration with accountants, or managing multiple locations, businesses benefit from various remote access solutions. Embracing these options streamlines accounting processes, boosts productivity, and aligns with the demands of today’s work environment.

Frequently Asked Questions