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QuickBooks

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Intuit QuickBooks

Qbox can be used to share QuickBooks Company files (QBW file) with several users such as accountants, bookkeepers and clients. Files can be accessed on any Windows Desktop, Laptop or Tablet computers. QuickBooks desktop software accesses the file from the Qbox folder local to each user’s computer. One of the users can work on the Company file after acquiring “file lock”. Other users can simultaneously view the file, but they will not be able to lock the file until changes made by the first user are synced to their computers. This simple to use locking and syncing mechanism helps all users collaborate in real time and prevent conflicted copies or corrupted data files.

To share Company files, a Qbox user can create a folder and share it with other users. These folders are created on each user’s computer after they setup their Qbox accounts and install Qbox client. One of the users can copy QuickBooks company files into a folder, which will then be synced to the folders on the computers of the other users. When a user opens the Company file using QuickBooks, Qbox locks the file for the user, after which he or she can work on the Company financials. Other users can open the file on their computers simultaneously, but they cannot lock the file. When the user with file lock logs off or exits QuickBooks, Qbox will sync the changes and update the Company file in the folder of the other users. The file lock is released automatically so another user can lock and work on the file. Qbox locks and syncs both the QBW file and the TLG file together to ensure that the correct version of TLG file is available to any user backing up the Company file in QuickBooks, as recommended by Intuit.

Transactions from online services like bank, credit cards, and other applications can be downloaded after the Company file is opened in QuickBooks and locked. These transactions will also be accessible to other users after the file is closed and synced by Qbox.

Share QuickBooks multi-user files with remote users

Users in an office working on QuickBooks Company files in multi-user mode, can use Qbox to share the files with remote users. Users in the office can setup Qbox MU and locate the Qbox folder on a server or on one of the user’s computer. Qbox Explorers of all the MU users in the office display the contents of the common Qbox folders. Any one of the MU users in the office can open the file and lock it. The other MU users can then open the same file to work in a multi-user environment. When all the users in the office logout and close the file, Qbox will sync the file to the remote users with whom the folder is shared, and release the lock. A remote user can now acquire the lock and work on the file.

Qbox MU can be setup by an account owner and other users on the local network invited as ‘team members’. It can also be setup by users in an office invited to share the same folders by an account owner. For security reasons, users setting up Qbox MU need to be on the same private email domain. The directory path of the Qbox folder needs to be identical for all the MU users in the office. This can be achieved by locating the folder on a network server or on a mapped drive on one of the user’s computers.

Sync POS transactions to Central office

Retail stores need to update POS financials to QuickBooks and send the Company file to their Central office or accountants daily. Qbox can be setup to achieve this efficiently. Staff members at the retail store can be trained to perform the simple steps required to send financials through Qbox daily, making it a routine and error free operation.

The retail store owner or accountant can create a Qbox folder for each store, and setup the QuickBooks Company file for the store in the folder. The POS system in the store is reconfigured to synchronize financial transactions to the Company file in the Qbox folder. At the end of the day, a staff member in the store can open the QuickBooks Company file in Qbox, acquire file lock, update the end-of-day POS financials, and close the file. Qbox will sync the transactions to the remote users who need to access them on a daily basis. Users in the retail stores can be trained to complete this whole operation in just a few minutes. There is no need for accountants to remote into the store computers, or travel to the store just to get the Company file.

Share QuickBooks Attachments with remote users

Qbox ‘Archive folder’ can be used to store QuickBooks attachments and also share them with other users. QuickBooks keeps attachments in individual folders inside the folder named “Attach”, located in the same directory as the Company file. This folder can be shared or created in Qbox and configured as an Archive folder to sync the attachments created in QuickBooks by any of the users. When a user attaches a document and syncs the Company file, the other users can view the attachments in QuickBooks on their computers. If a user wants access only to the Company file and not the attachments, the user can be removed only from the Attach folder. This feature unique to Qbox Archive folders can help users like CPAs and Bookkeepers, with large number of clients, avoid syncing all the attachments to their desktops while continuing to get access to the main Company files.

Microsoft Access

Qbox can be used to share Microsoft Access database files (ACCDB or MDB) for efficient, real time collaboration. Users in the main office can setup Qbox MU to access the database from each workstation concurrently in multi-user mode. The folder can be shared with remote users who also need access to the database. The simple to use lock and sync mechanism of Qbox helps main office users and remote users work on the database collaboratively, avoiding conflicted copies or corrupted files.

Users of Microsoft Access database can share their files conveniently with remote users, while setting up Qbox MU to work in multi-user environment in the local office. One of the users can create a Qbox account and invite other users in the local office as team members. These team users can then setup Qbox MU on a network drive. The Access database, either ACCDB or LDB file, can then be copied to the Qbox folder. All the users in the local office will then have access to the file from their Qbox Explorers. The first user to open the database file can lock the file. The other users can then open and work on the same database file in a multi-user environment.

The owner or any of the team members with admin right, can invite remote users to share the folder. Once they setup Qbox, the database files will be synced to their computers. When all the users in the main office logout and close the database file, Qbox will sync the changes made to the remote users, and release the file lock automatically. The remote user can then acquire file lock to work on the Access database on their local computer.

Microsoft Word, Excel, PowerPoint

If you and other users need to work on desktop versions of Microsoft Word, Excel or PowerPoint files from different locations, Qbox can help you sync and share files in real time. Files can be accessed on any Windows Desktop, Laptop or Tablet computers. Qbox locks the file when opened by a user to protect changes made, and syncs the file automatically when closed, so there is never any conflicted copies or file corruption, even when the files are shared with multiple users. Encrypted data transfers and storage ensures that the files are synced and shared securely, making Qbox a low cost, easy to use, collaboration resource for many types of businesses like legal, insurance, accounting, education , and medical.

A user can create a Sync folder in Qbox and share it with other users. The folder is created on each user’s computer. Anyone of the users can copy Microsoft Word, Excel or PowerPoint files into the folder, which will then be synced to the folder on the computers of other users. When one user opens a file in its application, Qbox locks the file. Another user can open the file simultaneously, but he or she cannot lock the file. When the user with file lock closes the file, Qbox will sync the changes and update the file on the computers of other users, facilitating real time collaboration.

Qbox files can be locked simply while opening in their application and synced just by closing the file, making it easy for technical and non-technical users to learn and adapt to their everyday workflow in just a few minutes. Qbox simple pricing structure allows multiple users to share any number of files in a folder, for one low monthly price.