client files

If the client won't work on the files while you have them, you can use a back up file--you need to stay in the same year of the program. ie if they have QB 2007 and you open/use the file in 2008, they won't be able to use the file in 2007 any more. You can also use an accountants copy--which will allow you to send it back to 2007 but limits the changes you can make. A great alternative is to log in remotely using WebEx, Logmein, PCAnywhere, etc.

Michelle L. Long, CPA, MBA
Author of: Successful QuickBooks Consulting: The Complete Guide to
Starting and Growing a QuickBooks Consulting Business
MLongConsulting.com

Thanks Michelle - you have been very helpful to me the last few days. I am just getting started and want to get all my ducks in a row before I take off.
Becky

Glad I could help! Just keep in mind--those ducks will never stay in a row--there will always be more you could/should take care of and things are constantly changing! At some point you need to just take off and do it!

Michelle L. Long, CPA, MBA
Author of: Successful QuickBooks Consulting: The Complete Guide to
Starting and Growing a QuickBooks Consulting Business
MLongConsulting.com

The challenge with having two sets of books is that you never know which is the most current version. If the client is working on the same set of books, you have to pay attention to entries made after you have already closed the books for the period but not locked the file. An example is when a client deletes a check from the register after you have done the bank reconciliation. All of a sudden your reconciliation is invalid.


I do not know how to avoid the problem except to tell the client not to touch the books. Perhaps Michelle has some thoughts.

You're right--it is hard to have clients not enter anything into QB while you're useing a backup of their data file. If possible, remote access can avoid the issue and the accountants copy might work too. You can also set them up as a user (or change their user rights) to view only.

If they realize they will have to redo anything and everything, sometimes that helps. Sometimes they just have to learn the hard way--by re-entering data.

Michelle L. Long, CPA, MBA
Author of: Successful QuickBooks Consulting: The Complete Guide to
Starting and Growing a QuickBooks Consulting Business
MLongConsulting.com

Thanks, that about sums it up.

We have a few clients that we get backup or portable files from on Thursday night and return them Monday noon so that their down time is minimal. If we have to keep a copy longer I have a closing date password install for the date I take the file. That way the client cannot make changes going backwards. Then before we turn over the file, I have the client do a "find" of all transactions after that date and we import them into the client's file, make corrections and return the file. The process has worked really well for us over the last few years with hardly a hiccup for us or the clients.