This post is brought to you in a paid partnership with QuickBooks
Cloud access means accounting software runs entirely online and data is stored on remote servers rather than local computers. Teams log in via a web browser to collaborate in real time from a shared data set. This eliminates version conflicts, eliminates the need to email files, and ensures everyone sees the same information.
QuickBooks Online also includes role-based permissions, automatic updates, and encryption, making remote collaboration more consistent and secure.
Key insights
- Cloud access allows teams to work in real time from any location
- Role-based permissions protect sensitive financial data
- Automatic updates eliminate the need for local maintenance
What is cloud access for accounting systems?
Cloud access means that the accounting software runs entirely online and the data is stored on remote servers managed by the software provider, rather than on a single computer or office server. Users log in via a web browser or mobile app and work with a shared dataset that updates in real time.
The provider is responsible for updates, backups, security patches and infrastructure maintenance. This eliminates the need for manual file transfer or versioning and ensures distributed teams always have access to consistent, up-to-date financial information.
How to set up QuickBooks Online for remote teams
- Choose the right subscription. Choose a QuickBooks Online plan that supports the number of users your team needs and includes the features you need.
- Assign a company administrator. Designate an administrator to manage user accounts, permissions, and connected applications.
- Create user accounts with appropriate access levels. Add each team member with their own login and assign appropriate role-based permissions that correspond to their responsibilities.
- Check browser and device compatibility. Ensure all users have supported browsers (e.g. Chrome, Firefox, Safari, Edge) and reliable internet connections.
- Connect bank accounts and integrations. Connect bank feeds, payment processors and trading platforms so they all work with the same transaction data.
- Migrate existing data if necessary. Import your chart of accounts, customer and vendor lists, and transaction history when moving from another system.
- Enable two-step verification. Enable two-factor authentication for all users to add an essential layer of security for remote access.
- Review and monitor audit logs. Use the built-in audit log to track user activity, monitor changes, and stay on top of your distributed team.
Authorization matrix table
Role-based permissions control what each team member can see and do in QuickBooks Online.
| User role | Access level |
|---|---|
| Company Administrator | Full access to settings, users and all financial data |
| Standard user | Transaction entry and verification based on assigned permissions |
| Just reports | View financial reports without editing features |
| Time tracking only | Enter time and expenses, but don’t have access to other financial data |
Examples of role-based permissions people can access using QuickBooks online
Application example
A marketing agency with employees in three cities uses QuickBooks Online to collaboratively manage finances. Accountant in Manchester records invoices and reconciles transactions. The finance manager in London reviews and approves entries using role-based permissions. The agency owner monitors cash flow during the trip via the mobile app.
With all data stored in a cloud-based system, there is no need to email spreadsheets, wait for file uploads, or work with outdated information. When the accountant updates an invoice, the manager sees the change immediately.
Integration checklist
- Connect bank feeds for automatic transaction import
- Connect payment processors (e.g. PayPal, Stripe, Square) to track sales
- Add eCommerce integrations if necessary (e.g. Shopify, WooCommerce, Amazon).
- Synchronize expense management and receipt capture tools
- Make sure that the imported data is correctly assigned to your chart of accounts
- Confirm that all connected apps use secure authentication protocols
- Schedule regular reviews of integration activity logs and error reports
Best practices and pitfalls
- Assign individual logins to each team member instead of sharing credentials
- Review and update permissions when team members change roles or leave the team
- Enable two-factor authentication for all users who process financial data
- Keep browsers and operating systems updated to ensure security and compatibility
- Train your employees to use the audit log to track changes and identify discrepancies
QuickBooks FAQ
How is QuickBooks Online different from using QuickBooks Desktop remotely?
QuickBooks Online runs entirely in a browser, with data stored on Intuit’s cloud servers. Multiple users can work simultaneously, with changes visible in real time. QuickBooks Desktop requires local installation on each computer and typically requires remote desktop software or third-party hosting services for remote access. Desktop versions require manual file sharing or network configuration for multi-user access, while QuickBooks Online does this automatically.
Is QuickBooks Online safe for remote accounting work?
Yes, if configured correctly. Intuit uses industry-standard TLS encryption to protect data in transit and at rest. The platform includes secure login processes, automatic security updates, and an audit log that records all user actions. To increase security, teams should enable two-factor authentication, use strong, unique passwords, and regularly review access permissions.
Can multiple people work in QuickBooks Online at the same time?
Yes. QuickBooks Online supports simultaneous access by multiple users, with changes synchronized in real-time across all sessions. Role-based permissions determine what each user can view or edit, preventing conflicting changes and reducing the risk of accidental data changes.
Do remote teams need additional software tools to use QuickBooks Online?
No additional accounting software is required. QuickBooks Online runs entirely in a web browser, so teams only need a supported device and an internet connection. However, many companies are implementing complementary security tools such as password managers for credential storage or VPNs for secure network connections as part of their broader remote work policies.
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