How to Access QuickBooks Desktop Remotely: A Step-by-Step Guide?

Among all the accounting software solutions currently in use by small and medium-sized businesses, QuickBooks Desktop is one of the leading. Although it provides powerful tools for financial management, this solution has a significant disadvantage: it is traditionally installed on a specific computer or server. This means that you have to be there in front of the machine running QuickBooks to have access to your financial information, which can be really limiting.

Luckily, access to QuickBooks Desktop may be achieved in multiple ways in order to ensure that any business can manage its finances from everywhere. In this blog, we will discuss the options for accessing QuickBooks Desktop remotely and the pros and cons of each.

1. QuickBooks Desktop Hosting

QuickBooks Desktop Hosting is a solution that allows you to run QuickBooks on a remote server. You have the option of letting an authorized QuickBooks hosting provider host your QuickBooks software and data in the cloud. With this option, you can access QuickBooks and your company files from any device that has an internet connection.

Steps:

●      Choose a QuickBooks Hosting Provider: There are third-party providers who are hosting QuickBooks Desktop. Companies include QuickBooks Hosting, Right Networks, and other certified hosting providers of QuickBooks.

●      Sign up for Hosting: They usually offer you a selection of plans to fit your needs. Most hosting services will provide you with a dedicated virtual desktop.

●      Install QuickBooks on the Hosted Server: Once your QuickBooks is hosted, you can install it on the server, and all your data will be available remotely.

●      Access Your Account: After setup, you can log in to your hosted QuickBooks Desktop account from anywhere via a web browser or remote desktop software.

2. Remotely Access via RDP

Another way to access QuickBooks is through Remote Desktop Protocol (RDP). It basically connects you to a computer that has QuickBooks so that you can have desktop access from anywhere.

Steps:

●      Enable Remote Desktop on Your Host Computer: To use RDP, the computer where QuickBooks is installed needs to have Remote Desktop enabled. On Windows, you can do this by going to Settings > System > Remote Desktop.

●      Set Up the Computer: Ensure the host computer is running 24/7, or you'll need to ensure it's powered on and connected to the internet whenever you want to access QuickBooks.

●      Connect with Remote Desktop: From your remote computer, use the Remote Desktop Connection application-both Windows and Mac support this-to access the host computer. You'll need to know the IP address or hostname of the host computer as well as your login credentials.

●      Open QuickBooks: Once connected, you can access QuickBooks Desktop as if you were sitting right in front of the host computer.

3. Virtual Private Network (VPN)

A Virtual Private Network (VPN) is a way to access QuickBooks Desktop from a remote location by securely connecting to a network where QuickBooks is installed. VPN creates a secure and encrypted connection between your remote device and the host computer.

Steps:

• Set Up a VPN Server: If you're utilizing QuickBooks Desktop on your local network, you have to first set up your VPN server. Many organizations already have a VPN, or it is easy to set up through your router or VPN provider.

• Install VPN Client Software: Install a VPN client on the device you intend to use to access QuickBooks from remotely. You may use your laptop, tablet, or smartphone.

• Connect to the Network: Once set up, login to the VPN to safely connect to your office network.

• Access QuickBooks: Having established the VPN connection, you will be able to access QuickBooks just like you are physically on your office network, and can work from there.

4. QuickBooks File Sharing via Google Drive or Dropbox

This isn't a fully remote access solution but is a great way to share your QuickBooks company file with others via cloud storage options like Google Drive or Dropbox. This is best used in smaller teams working on the same QuickBooks file.

Steps:

●      Save your QuickBooks file in a cloud storage folder. Ensure that your QuickBooks file (.QBW) is stored in a shared Google Drive or Dropbox folder. You can then share access to the folder with others so that they can access the QuickBooks file from any device.

●      Use QuickBooks: If all team members have QuickBooks Desktop on their computers, they can access it directly from cloud storage, opening the company file directly.

Note: File sharing as described above is not exactly similar to true remote access. For multiple simultaneous access through QuickBooks, cloud hosting solutions are the better ones.

• You may also Read: How to Fix QuickBooks Error Code 6000, 832?

5. Third party remote access software

If you like more flexibility, there are third-party remote access tools like TeamViewer, AnyDesk, or LogMeIn, which can help you remotely access QuickBooks Desktop. These tools let you take control of a computer from another location.

Instructions:

● Install Remote Access Software on the Host Computer: Download and install your preferred remote access software (for example, TeamViewer or AnyDesk) on the computer that hosts QuickBooks.

● Set up remote access: Instructions for the software will provide guidance on how to set up remote access, which includes creating an account and assigning credentials.

● This remote access will allow you to access QuickBooks from anywhere using any device (laptop, tablet, or smartphone), controlling the host computer so that you can access your QuickBooks.

6. Mobile Access for QuickBooks Desktop

If you require access to QuickBooks when you're on the go, there are mobile apps that you can use that will sync with your QuickBooks data. QuickBooks Mobile doesn't replicate the desktop version but can be useful in accessing key features.

● QuickBooks Online: If you have QuickBooks Desktop, you can sync data to QuickBooks Online and access it via the mobile app.

● QuickBooks View Only app: Some third-party apps provide your QuickBooks file on any mobile device so that a user can just view files and reports and transaction tracking anywhere.

Conclusion

With so many solutions available, it is easier than ever to access QuickBooks Desktop from anywhere. You can opt for QuickBooks Hosting, Remote Desktop, VPN, or third-party access tools. In any case, you will be able to ensure that your financial data is always within reach, no matter where you are. If any difficulty troubles you, we recommend that you immediately contact our QuickBooks Desktop technical support experts at 1-800-761-1787 to get your doubts and intricacies sorted out.