How does cloud access make QuickBooks easier to use for remote teams?
Digital Trends may earn a commission when you buy through links on our site. Why trust us?
How online access strengthens collaboration, consistency, and security for distributed accounting teams
This post is brought to you in paid partnership with QuickBooks
Cloud access means accounting software runs entirely online, with data stored on remote servers rather than on local computers. Teams log in via a web browser to work collaboratively from a shared dataset in real time. This eliminates version conflicts, removes the need to email files, and ensures everyone sees the same information.
QuickBooks Online also includes role-based permissions, automatic updates, and encryption, making remote collaboration more consistent and secure.
Key takeaways
- Cloud access lets teams work in real time from any location
- Role-based permissions safeguard sensitive financial data
- Automatic updates remove the need for local maintenance
What is cloud access for accounting systems?
Cloud access means the accounting software runs entirely online, with data stored on remote servers managed by the software provider rather than on a single computer or office server. Users log in through a web browser or mobile app and work from a shared dataset that updates in real time.
The provider is responsible for updates, backups, security patches, and infrastructure maintenance. This removes the need for manual file transfers or version management and ensures distributed teams always have access to consistent, up-to-date financial information.
How to set up QuickBooks Online for remote teams
- Choose the right subscription plan. Select a QuickBooks Online plan that supports the number of users your team requires and includes the features you need.
- Assign a company administrator. Designate an admin who will manage user accounts, permissions, and connected applications.
- Create user accounts with appropriate access levels. Add each team member with their own login and assign appropriate role-based permissions that match their responsibilities.
- Verify browser and device compatibility. Confirm that all users have supported browsers (i.e., Chrome, Firefox, Safari, Edge) and reliable internet connections.
- Connect bank accounts and integrations. Link bank feeds, payment processors, and commerce platforms so everyone works from the same transaction data.
- Migrate existing data if needed. Import your chart of accounts, customer and vendor lists, and transaction history if you’re moving from another system.
- Enable two-step verification. Activate two-factor authentication for all users to add an essential layer of security for remote access.
- Review and monitor audit logs. Use the built-in Audit Log to track user activity, monitor changes, and maintain oversight across your distributed team.
Permissions Matrix Table
Role-based permissions control what each team member can see and do in QuickBooks Online.
| User role | Access level |
|---|---|
| Company Admin | Full access to settings, users, and all financial data |
| Standard User | Transaction entry and review based on assigned permissions |
| Reports Only | View financial reports without editing capabilities |
| Time Tracking Only | Enter time and expenses but cannot access other financial data |
Examples of the role-based permissions of what people can achieve with QuickBooks online
Use case example
A marketing agency with staff located in three cities uses QuickBooks Online to manage finances collaboratively. The bookkeeper in Manchester enters invoices and reconciles transactions. The finance manager in London reviews and approves entries using role-based permissions. The agency owner monitors cash flow via the mobile app while travelling.
Because all data is stored in one cloud-based system, there’s no need to email spreadsheets, wait for file uploads, or work from outdated information. When the bookkeeper updates an invoice, the manager sees the change immediately.
Integration checklist
- Connect bank feeds for automatic transaction imports
- Link payment processors (e.g., PayPal, Stripe, Square) for revenue tracking
- Add e-commerce integrations (e.g., Shopify, WooCommerce, Amazon) if applicable
- Sync expense management and receipt-capture tools
- Verify that imported data maps correctly to your chart of accounts
- Confirm all connected apps use secure authentication protocols
- Schedule regular reviews of integration activity logs and error reports
Best practices and pitfalls
- Assign individual logins to every team member rather than sharing credentials
- Review and update permissions whenever team members change roles or leave
- Enable two-factor authentication for all users handling financial data
- Keep browsers and operating systems updated to maintain security and compatibility
- Train staff on how to use the Audit Log to track changes and identify discrepancies
QuickBooks FAQ
How is QuickBooks Online different from using QuickBooks Desktop remotely?
QuickBooks Online runs entirely in a browser with data stored on Intuit’s cloud servers. Multiple users can work simultaneously with changes appearing in real time. QuickBooks Desktop requires local installation on each computer and typically needs remote desktop software or third-party hosting services for remote access. Desktop versions require manual file sharing or network configuration for multi-user access, whereas QuickBooks Online handles this automatically.
Is QuickBooks Online secure for remote accounting work?
Yes, when configured properly. Intuit uses industry-standard TLS encryption to protect data in transit and at rest. The platform includes secure login processes, automatic security updates, and an Audit Log that records all user actions. To enhance security, teams should enable two-factor authentication, use strong unique passwords, and regularly review access permissions.
Can multiple people work at the same time in QuickBooks Online?
Yes. QuickBooks Online supports simultaneous access by multiple users, with changes syncing in real time across all sessions. Role-based permissions determine what each user can view or edit, preventing conflicting changes and reducing the risk of accidental data modification.
Do remote teams need additional software tools to use QuickBooks Online?
No additional accounting software is required. QuickBooks Online runs entirely in a web browser, so teams only need a supported device and internet connection. However, many organizations implement complementary security tools such as password managers for credential storage or VPNs for secure network connections as part of their broader remote work policies.
This content is paid for by the brands indicated. Digital Trends works closely with advertisers to highlight their products and services to our readers. Although this article is informational and not opinionated, it reflects thorough fact-checking by our team to ensure accuracy. Our dedicated partnerships team, not external advertisers, crafts all branded content in-house. For more information on our approach to branded content, click here.
Simon has spent almost three decades moving through the many worlds of marketing and PR — on and offline, agency and…
This is how to get a 20% discount on ONLYOFFICE DocSpace Cloud
An incredible benefit of using ONLYOFFICE DocSpace, if you weren’t aware, is that the entire platform is free to use for guests — you only pay for administrative accounts. ONLYOFFICE DocSpace is a highly collaborative virtual environment, if you will, that allows you to work on any type of document and customize the way you collaborate. You essentially work in accessible virtual meeting rooms, whether private or public, to communicate and get tasks done.
Again, it’s only administrative accounts and cloud access you pay for, with Business Cloud unlocking access to an unlimited number of admins, 250GB of file storage per admin, and an unlimited number of collaborative meeting rooms available to you and your team. For a limited time, until the end of December, you can use code DTMGDOCSPACECLOUD20 to get a 20% discount on ONLYOFFICE DocSpace Cloud plans. That is a fantastic deal. But you have to follow some simple instructions to apply the discount, so keep on reading for that.
Flash Sale: Get a Costco Gold-Star Membership and get a $45 Digital Costco Shop Card
TL;DR: Get a $45 Digital Costco Shop Card when you sign up for a 1-Year Costco Gold Star Membership for $65.
The holidays are a lot of things, but affordable isn’t one of them. Between big feasts, gifts, and travel, the costs just keep coming, but there may be a way to help stretch your holiday budget a little longer.
LastPass Business can protect all business teams big and small
I think we all know at this point that you shouldn’t be sharing account details and passwords with anyone. And yet, that can be quite difficult to pull off when you’re working with a team. Several people may need access to an account for whatever reason. There don’t seem to be many options at your disposal besides sharing those sensitive details. What do you do in these situations? The answer is LastPass or rather
LastPass Business
. It’s a comprehensive password management and identity management solution that allows for seamless access to various accounts. Better yet, it’s designed for companies of all sizes from small or local businesses to enterprise-level corporations.
Basically, administrators can create linked account credentials that are shared with as many people as needed across the business. They can also be revoked if it comes to that. But no one has those actual details. Instead, the access is all managed through LastPass. It improves cybersecurity, helps administrators retain full control of the related accounts, and also allows for seamless access and sharing between even large teams.
