We offer full service bookkeeping and payroll by off-site and remote services. We try to stay away from on-site services, mainly because it saves us travel time and it saves you money, plus you do not have to be tied up at the office just because we are there working.

 

We have all the technology needed at our office in order to provide professional, accurate, quality and timely services. Please see the below information to get more familiar with the off-site and remote services and to have a better understanding the way it works. You will see that there is no real reason for us to be physically present at your office. Of course that if the necessity arises to be physically present at your office than we promise to be there. Several situation when we would like personally to meet with you are:

  • The initial interview/consultation (can also be done virtually via Skype or GoToMeeting.com); 

  • Pick up some documents (although can be done via other sources, like mail, e-mail, fax, DropBox);

  • Gather information that cannot be provided by any other means.

 

 

Off-site and Remote Services can be provided by several means.

 

Remote Access by any of the available remote software on the market.

 

We currently use TeamViewer. Please note that with this method, you will have to leave the computer on and treat it as someone is really sitting and working on that computer, which means that nobody can use/work on that computer while we work. If you have any other remote software that you would like to use- please feel free to let us know, we are open to suggestions and different options.

To let us work on your computer remotely using TeamViewer, please follow the below steps:

 

1. Go to our website www.lrbookkeeping.com and all the way down in the Footer click on the TeamViewer icon. Please note that by doing this the program will not get installed on your hard drive, but just open the window for the remote access.

2. Write down the User ID and Password and give it to us via phone, e-mail, text.

3. Leave the computer on and do NOT close the TeamViewer window.

4. We will let you know once we are done with the session so you can close the TeamViewer window. 

5. This process will have to be repeated for every session or day that we need to work, so an appointment and agreement will have to be made regarding the day and time.

6. Please note that TeamViewer can be also used for video conferences, file transfer, chat, etc. as needed.

 

Using QuickBooks Accountant's Copy

 

This is one of the traditional ways of remote services. An accountant's copy is a version of your company file that your accountant can use to make changes while you continue to work. When your accountant is done, he or she will send you a file that you import into your company file.

 

Please note that you will have to be logged in as Admin and be in Single User Mode in order to create an Accountant's Copy.

 

We support any QuickBooks files coming from QuickBooks versions no older than 2012

 

Method 1:  To create an accountant's copy file and send without using the file transfer service:

 

If you are using QuickBooks Enterprise Solutions and Advanced Inventory (AI), you must disable AI before creating an accountant's copy or importing any changes.

 

  • Go to File > Accountant's Copy > Save File.  (Note: In QuickBooks Accountant and QuickBooks Enterprise Solutions Accountant, select the File menu and then Client Activities to save the file.)

  • Select Accountant's Copy and click Next.

  • Set the dividing date (Be sure to coordinate with your accountant before choosing this date) and click Next.

  • Select a location to save the file and click Save.

  • Provide the Accountant's copy transfer file (.qbx) to your accountant via email or DropBox (explained below).

  • Continue working in QuickBooks as normal.

  • You will be able to make changes in QB dated only after division date.

 

Method 2:  To send an accountants copy file using the file transfer service:

 

If you are using QuickBooks Enterprise Solutions and Advanced Inventory (AI), you must disable AI before creating an accountant's copy or importing any changes.

 

Note: The accountant will have two weeks to download the accountant's copy from the email you send in these steps. However, once they download the file, the accountant can take as much time as you both agree on to work on the file and send it back to you.

 

  • From the File menu, Accountant's Copy, and then select Send to Accountant.  (Note: In QuickBooks Accountant and QuickBooks Enterprise Solutions Accountant, select the File menu and then Client Activitiesto send to the accountant)

  • Click Next to confirm the accountant's copy.

  • Set the dividing date (Be sure to coordinate with your accountant before choosing this date) and click Next.

  • Enter in the accountant's e-mail address.

  • Reenter the accountant's e-mail address.

  • Enter your name.

  • Enter your e-mail address.

  • Click Next.

  • Create the file transfer password to encrypt file for security.  Provide this to your accountant separately.

  • Reenter the password.

  • Enter any notes to your accountant.

  • Click Send.

 

Using QuickBooks Enterprise Solutions and Advanced Inventory (AI), disable AI before creating an accountant's copy or importing any changes:
 

  • In Enterprise Switch to Single User.

  • Click on Edit menu and select Prefrences > Items & Inventory.

  • Click the Company Preferences tab. 

  • Click the Advanced Inventory Settings button.

  • Uncheck everything that is checked. You may want to write which items you have checked so you remember which ones to check later. 

  • Create the Accountant's Copy. 

  • Click on Edit menu and select Prefrences > Items & Inventory.

  • Click the Company Preferences tab.

  • Click the Advanced Inventory Settings button.

  • Check the items that were unchecked earlier.

  • Repeat these steps when importing the Accountant change file.

 

Note: If you sent an accountant's copy to your accountant and they didn't receive it (or if you need to re-send it for some other reason), you should remove restrictions from your company file and then follow the preceding steps To send an Accountants Copy file again. Make sure your accountant did not receive the accountant's copy and make changes that you need before you re-send the accountants copy.

 

Please note that you will need to provide your accountant both passwords:

1. The File Transfer Password

2. The Admin Password for your QuickBooks

 

 

QuickBooks Online

 

QuickBooks Online allows you to invite different users through the Manage Users page. If you'd like to give your accountant access to your company, see the steps below.

 

  • Sign in to QuickBooks Online.

  • Click the Gear Icon > Manage Users.

  • Go to the Accountants section and click Invite Accountant.

  • Enter your accountant's email address.

  • Enter their first and last name (optional).

  • Your accountant will be sent an email that contains a link to sign into your QuickBooks Online company.

  • Your accountant will be asked to create a user ID before signing in the first time, unless they already have an account with Intuit Business Services.

  • Until your accountant signs in, their status will remain as Invited on the Manage Users page. After accepting the invitation, their status changes to Active.

  • Click Next

  • Click Finish.

 

What does this mean to you?

 

  • If you invite your accountant and they already have a QuickBooks Online for Accountants subscription, they'll get a link to access your QBO company.

  • Your accountant will have access to all of the features available in your version of QBO.

  • You can invite up to 2 accountants.

 

SmartVault

 

SmartVault delivers all the benefits of a cloud drive, but with best-in-class security and productivity features you need to run your business. Get a secure online document storage system for all your files.

We prefer using SmartVault for all our file sharing. Each of our customers has a separate folder in SmartVault to which he/she has access.

 

How it works:

1. You will be assigned a folder in SmartVault. Your accountant will share with you a link to that folder. The link will come through an e-mail from SmartVault.

2. Once you click the link, you will have to create a log in for SmartVault. This information will be used only by you to access the SmartVault folder, you do not need to share this information with anyone.

3. Once you have created your log in information, you can use the SmartVault icon on our website footer to get to the SmartVault any time you need it.

4. Once you are in the SmartVault, use the "Upload Files" link on the right hand side menu in order to upload any files.

5. As soon as the files are uploaded into SmartVault you and your accountant can access them anytime from anywhere.

 

Sharing Sensitive Information

 

Often there is a need to share sensitive information with the client, such as passwords. We like to use www.burnnote.com to share any of this information.

Just create an account for yourself and send a private message to anyone you need to, no matter a burnnote user or not.

 

 

Off-Site & Remote Connection - How It Works?