5 Benefits of Moving to the Cloud

March 2019

Small business owners are constantly looking for ways to save money and streamline processes in order to stay competitive. Using a cloud-based accounting software, such as QuickBooks Online, is one way to save time and money. Cloud-based platforms require little capital outlay for equipment while offering access to massive data storage and computing power. And because the software handles calculations, you can spend time growing your business instead of crunching numbers. Whether you are a small or mid-size business, moving to the cloud is one way to become more efficient and boost profitability.

Here are the top five benefits of moving to the cloud:

#1 Accuracy and Automation

Manual data entry is not only inefficient, but it is also prone to errors and compliance risks.  With cloud-based accounting, automation of manual processes is possible and allows for automatic synchronization and reconciliation without the need for countless hours of work.  Cloud accounting software will check for data entry errors, multiple entries, or other common accounting mistakes, which improves your data’s reliability.

#2 Team Collaboration

Typical accounting software only allows access to a single user. With the cloud, multiple authorized users, including your accountant, can access the software simultaneously from anywhere with an internet connection. Business owners can now login in real time with their accountants and view the same screen to discuss specific transactions. This makes it easy for your team to collaborate and can help streamline internal controls and reduce error. In addition, teams can stay connected to their data and their accountants.

#3 Reduce Costs

Maintaining a traditional accounting software can be costly. The cloud spares companies the expense and disruption of needing to update installed software company-wide and cuts the cost of maintaining secure servers in an inhouse data room. With the cloud, everything is done online, which means regular upgrades push automatically and inhouse storage isn’t needed. This helps streamline software maintenance and reduces administrative costs, as they are managed by the cloud service provider.

#4 Maintain Security

The cloud provides a secure way to store information. Unlike a hard drive, it can’t be lost, stolen or wiped out. Cloud technology provides backup functionality to prevent the possibility of data loss. You can also control the privacy access of your confidential data with login details. This provides the user with the flexibility to log in using any computer or mobile device, which is great for those on the move.

#5 Third-Party Integrations

Most cloud accounting software can integrate with other cloud-based software which allows you to automatically transfer data into your accounting system – or vice versa. Third party applications provide users with options to customize their software and processes - doing away with the “one-size-fits-all” notion. These add-ons can help business owners with specific needs like payroll services, job management and a more robust inventory system to name a few

Who Should Use Cloud-Based Accounting Software?

Businesses in any industry will find a myriad of benefits when moving their accounting processes to the cloud. Cloud-based software isn’t limited to any particular industry, but here are a few examples of how certain industries benefit from cloud-based software such as QuickBooks Online (QBO):

• Service-based businesses such as architects, attorneys, insurance agents, etc. have access to features such as bill expense and mileage tracking.
• Medical professionals who handle medical billing out of another system are able to enjoy the ease of categorizing their expenses in QBO.
• Restaurants, e-commerce businesses and other businesses that use sales systems can integrate with QBO for expense tracking and financial statement creation.

The world of accounting will continue to change and be impacted by advancements in technology. It is vital for businesses of any size to keep up with these changes in order to grow and stay healthy. Should you want to discuss any of the above, please contact RBI member Cray, Kaiser Ltd.