Top 3 tech secrets for Accountants by a Top rated IT Support provider in Canberra
Running an Accounting / Financial practice is a challenge, especially when you run a small business and juggle a lot of other tasks. The phones are ringing, tax time is approaching, reports need to be printed, not to mention you might have walk-ins who are running late. As a practice / office manager it’s critical that things are in place and organised to ensure maximum productivity of your staff and of your business.
Things are hectic as it is, so just imagine the stress of dealing with a downed wireless network or crashed servers. The last thing you want is faulty technology interrupting customer service, leading to loss of wages and productivity which can negatively affect your business. As a small business we all know how important it is to keep a positive cash flow. So it’s important you do your best to ensure that all tasks are completed, all customer queries have been answered and documented so that you can send out invoices without further delay.
You want to do the best you can to ensure that there is minimal downtime and that all systems are running smoothly. You should be keen to have issues resolved proactively, rather than reactively. In an ideal situation, it would be great if things got fixed before they broke. Being an Accounting / Financial practice you understand how important it is to forecast and budget for problems to ensure a smooth cash flow. While we are not accountants, but friendly technicians, we have some friendly advice to share with you about why you need IT Support, and we promise to tell you about it without too much confusing technical jargon.
Updates Updates Updates and more Updates
Updates from Line of business application
As technology updates, so do the rules, not to mention the various hosted solutions many Accounting firms use. If you utilise a hosted solution like Xero or QuickBooks this is easily taken care of by the provider. However, if you are still using the on-premises MYOB for one reason or other you have to take care of this directly. It is crucial to ensure that this update is performed as it may result in quite a bit of disaster if not done on time.
Updates from Microsoft :-
We call this Patching — happen on the third tuesday of every month. If you are still using Windows XP, we highly recommend updating to Microsoft Windows 8 or 10 at this point.
There are numerous other third party programs updates like Java – [ATO Portal], Browsers [IE, Firefox, Chrome] and Adobe Reader. Luckily there is a smarter way via Ninite. [Download this file] – Trick – Add it to the startup folder . Buy a licensing of the pro version so that you can use it on office machines.
Other third party updates :-
To add to the list there are AV updates, Spyware updates to ensure that your systems are running safe and secure without being exposed to outside vulnerabilities. In short there are quite a few software programs which must be updated and kept track of; without proper training, tracking software updates will chew up quite a bit of time of you or your staff.
Network Information Form –
And while we’re on the topic of updates, let’s not forget that software isn’t the only thing that should be updated periodically. It’s important that you identify all the passwords that have been stored safely. To name a few: Router Login, ISP Details, Printer Login, etc. This critical information must be documented and shared appropriately so that you are not running around trying to find information when the systems are down, and it should also be updated consistently to minimize the possibility of a security breach. Have a look at this Excel Document which you can use. “
Back Up Now, You’ll Be Grateful You Did
There is no doubt that backing up your systems is one of the most important tasks an accounting / financial practice business should be taking seriously. Whilst many firms do backups it is important that there is a test restore practice in place to ensure that the backups are actually working and have been tested and verified. A recommended best practice would be to ensure you have rotation disk backup on site and also an off site backup.
Now would be a good time to verify that your programs, servers, and other vital data have been properly backed up. If you have a Network drive which stores all your data, it is vital that this drive be selected for the back up plan. Do a test restore to find out what all is been backed up and what all is been left behind. Also consider the worst case scenario, Eg:- Building catches fire or is been flooded. Will you be able to recover your systems and data withouth lossing too much of downtime ?
Find a provider who has experience with your business life of application .
We support clients who use MYOB, HandiSoft, XERO and Quickbooks and can help you know to integrate your financial software with other important programs on your desktop? Maybe you’re barely making the most out of the software you have, and could use some help to get more functionality from it?
For example, if sending out emails via MYOB is going to the sender’s spam folder, this can be quite a nightmare as the user is probably unaware that he owes you money. Or perhaps there is a better way to migrate CSV or Excel files into your software programs, but you haven’t figured out how.
How can Technology help your business and make life easier? There are various programs out there, However, first identify and document the requirements and then try to find the solution instead of just reading some marketing sales pitch and buying the product.
As with any other business in today’s world, Technology plays a vital role and needs to be optimised to serve your best interests.
The proactive approach must be taken in any industry, whether it be Accountants / Financial planners, Medical practice etc. It is important to ensure that you are able to work and grow your business rather than worrying about IT. Think about it like this: we IT technicians don’t solicit the help of others when we have issues with our computers, but we don’t hesitate to hire accountants to take care of our tax returns! In short, why not get the experts to manage your IT?
We are sure that our little trick about Ninite allowing you to update the programs will be very useful and it will save you a lot of time — you’re welcome in advance Technowand provides fixed fee IT Support services for our users, whether you make 1 call or 100 calls per month. Having the peace of mind that your vital software and computers are looked after proactively will help you spend more time on business rather than worrying about the IT issues.
Now that tax time is around the corner [Make a booking with your accountant] can you afford any down time?
If you are tired of your current IT Provider that work on reactive approach? You now know your business and want a reliable technology partner, Please give us a call.