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Small Miami Business Accounting QuickBooks 2012 Review

Small Miami Business Accounting QuickBooks 2012 Review

Most of my Small Miami Business Accounting clients like almost everything about running their own small business . If they didn’t, they would be in deep trouble. Like most small business operations, the owner does almost everything themselves.

One of the few things they don’t particularly enjoy is Business Accounting.

Okay, that’s an understatement. Actually, they dread Business Accounting. They also understand that it’s unavoidable. You can, of course, hire somebody else to handle the job. Most hire our CPA Firm because they understand a savvy CPA is worth every penny you pay them.

But even if you’ve got professional help, you’ve got to maintain records, hand them over to your bean-counter in some semblance of order, and understand your company’s financial health well enough to have a semi-intelligent conversation about it.

And for smaller companies, the odds are high that you’ll end up buying and using Intuit’s QuickBooks, the software that defines small business accounting just as surely as Microsoft Office defines productivity. As a provider of Business Accounting services I highly recommend it. When it comes time for income tax preparation, I often only need a copy of  your company’s QuickBooks file. (QuickBooks’ biggest rival, according to Intuit, isn’t even another accounting package — it’s Microsoft Excel and other seat-of-the-pants forms of record-keeping.)

Intuit updates its software every fall, and QuickBooks 2012 time is here. The new Windows version is available as a download starting September 26, and it will be in stores on October 9. The company gave me a sneak peek at the 2012 version, and while there’s nothing radically new, there are quite a few noteworthy improvements — especially for a financephobe like me.

One of the most daunting things about Business Accounting in general and QuickBooks in particular is just getting started. The 2012 version makes the process of setting up your books significantly less scary by reducing the number of questions it asks you up front — from 20 to 40 in previous versions to just three or four in the new edition. This streamlining shows the influence of Mint.com, the wonderful, wonderfully straightforward personal-finance service that Intuit acquired in 2009. (As far as I’m concerned, the more Mint-like QuickBooks becomes in future versions, the better.)

Another feature that speaks to me is a new calendar-based transaction view. I’m erratic enough about documenting my expenses that I like to backtrack and verify that I actually did get around to entering every instance of recurring items such as phone bills. Up until now, I’ve had to run a report to do so. Now I can just click through the calendar to see what I entered and when I entered it.

This feature doesn’t integrate with external calendars such as the ones in Outlook and Google Docs, which is a possible downside for some folks — although I’m just as happy to keep my accounting in one place and my appointments in another.

QuickBooks 2012 does talk to the one program which the vast majority of businesses rely on for number-crunching: Excel. If you export Business Accounting data to Microsoft’s spreadsheet application, then fancy it up with fonts, colors, and other effects, QuickBooks now lets you update the spreadsheet with current data without blowing away the formatting. (The feature works with many Excel options, but not all of them.)

Speaking of reports, pulling up garden-variety ones such as a profit & loss statement has always been easy in QuickBooks. Creating more customized reports is also possible, given enough time, knowledge, and interest, but it isn’t a cakewalk.

Now QuickBooks is calling in some expert help: Other users of QuickBooks. A new feature called Contributed Reports lets anyone upload Business Accounting reports they’ve created and share them with other users. Intuit checks them out to verify that they’re worthy of distribution, puts them in an App Store-like library, and lets you browse them by user rating and popularity.

The Contributed Reports library is starting out with 1,000 reports. If it’s a hit, it could let you benefit from the hard work of fellow businesspeople in similar situations rather than building your own reports from scratch.

A couple of years ago, Intuit introduced a simple Customer Response Management (CRM) service called Customer Manager, which worked with QuickBooks. Just a year later, however, it killed the service.

Now, the concept is back in QuickBooks 2012, which goes beyond Business Accounting and offers basic tools that help small businesses manage customers and prospective customers. You can maintain a list of sales leads, eliminating the temptation to enter them as customers before they actually are customers. You can also attach files such as Word documents and PDFs to any transaction, which should be a handy way to keep track of relevant information — say, the original proposal that led to a sale.

These new features could be the start of something big — it would be neat if they evolved into a full-blown CRM system — but for now, they’re no competition for Salesforce.com. Fortunately for companies that are already running both QuickBooks and Salesforce, Intuit is also introducing an extra-cost option that ties them together.

As always, QuickBooks is not one product but an array of them, aimed at everyone from cash-poor sole proprietorships to booming enterprises that stretch the definition of “small business.” The features I’ve been detailing are part of QuickBooks Pro, a $229.95 Windows package, and Premier, a beefier $399.95 version that’s also available in versions for specific types of businesses, such as contractors and nonprofits.

The Mac version of QuickBooks is also getting a 2012 upgrade, but it’s got a different set of new features. I haven’t dug into the new version, but overall, QuickBooks for Mac is thinner on capabilities. Also, while it has a Mac-style user interface, I find it less approachable than its Windows cousin. (Another downside to the Mac version: There’s a lot of extremely useful advice about using QuickBooks out there, in both online and printed form, but most of it assumes you’re using the Windows edition.)

Then there’s QuickBooks Online, the version that’s available as a browser-based service for a monthly fee. It’s available in five variants, starting at $12.95 a month. Use it, and you can do your accounting on any Internet-connected computer, with all your data stored securely on Intuit’s servers rather than on your own computer’s hard drive. But once again, it’s another incarnation of QuickBooks with its own interface and a different set of features.

I own a bunch of computers. I like not having to remember which one my accounting data is stored on. And I love the idea that Intuit is responsible for keeping multiple backups of all my past and present accounting data so that I don’t have to. So my dream version of QuickBooks doesn’t quite exist yet: It would be QuickBooks Online — but with everything in the Windows versions of QuickBooks 2012, including the new stuff. And it would reflect even more of a Mint-like dedication to shielding people like me from as much of the complexity of Business Accounting as possible.

For now, Intuit seems content to let the Windows desktop-software versions of QuickBooks continue to boast the most bountiful collection of features. But as more and more small businesses get more and more comfortable with using cloud-based services such as QuickBooks Online, I’m hoping that the company will come to see QuickBooks Online as its flagship product — and that we cloud-computing fans won’t have any reason to envy those who choose to do their accounting using good old-fashioned Windows software.

 

About 

Gustavo A Viera is the managing partner of Gustavo A Viera, PA. His experience spans more than 25 years. He started his career in public accounting at PriceWaterHouseCoopers where reached the level senior audit manager. His Fortune 500 experience includes positions as CFO – Latin America Region for both Hewlett Packard and Telefonica of Spain. Gustavo also writes a blog twice a week that addresses trending accounting and tax issues. He is an SBA Advisor and teaches workshops for aspiring entrepreneurs. His office is located at One Alhambra Plaza Floor PH Coral Gables FL 33134, and is admitted to practice in the State of Florida as a licensed Certified Public Accountant. Gus welcomes questions and he can be reached at 786-250-4450.

About the Author

Gustavo VieraGustavo A Viera is the managing partner of Gustavo A Viera, PA. His experience spans more than 25 years. He started his career in public accounting at PriceWaterHouseCoopers where reached the level senior audit manager. His Fortune 500 experience includes positions as CFO - Latin America Region for both Hewlett Packard and Telefonica of Spain. Gustavo also writes a blog twice a week that addresses trending accounting and tax issues. He is an SBA Advisor and teaches workshops for aspiring entrepreneurs. His office is located at One Alhambra Plaza Floor PH Coral Gables FL 33134, and is admitted to practice in the State of Florida as a licensed Certified Public Accountant. Gus welcomes questions and he can be reached at 786-250-4450.View all posts by Gustavo Viera →

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