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Familiar Interface, Cloud Power: Meet the QuickBooks Online Desktop App

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In a recent Unofficial QuickBooks Accountants podcast episode, accounting gurus Hector Garcia, CPA, and Alicia Katz Pollock, MAT, explored the new QuickBooks Online desktop app.

As the accounting profession continues its shift towards cloud-based solutions, the QuickBooks Online desktop app is proving to be a vital transitional tool. It provides accountants who are used to working in QuickBooks Desktop with a familiar interface while introducing the benefits of online platforms to streamline workflows and enhance client services.

But what exactly makes this app such a powerful ally for accountants navigating the choppy waters of technological change? How does it balance the comfort of traditional desktop software with the advantages of cloud-based systems? And most importantly, how can it help you serve your clients more effectively?

The Comfort of Familiarity: Navigating the New Interface

For many CPAs, transitioning to a new accounting system can be daunting. Will it be intuitive? How steep is the learning curve? The QuickBooks Online desktop app addresses these concerns head-on with its familiar interface and enhanced navigation features.

The core of this user-friendly approach is the Desktop View feature. When you open the QuickBooks Online Desktop app and log into a company file, it defaults to Desktop View, but you can toggle a checkbox at the top left side of the screen to turn it off, transforming the left navigation bar to mirror the QuickBooks Online interface. As Alicia Katz Pollock enthusiastically noted, “Turning on Desktop view made QBO look like traditional QuickBooks Desktop.”

A customizable shortcuts feature allows users to tailor their experience to their needs. As Hector explained, “You can pick and choose what shortcuts you want to put in there in order to quickly access things.” This flexibility means you can set up your digital workspace to match your unique workflow, boosting your efficiency and productivity.

The app also introduces a traditional menu structure and a new set of keyboard shortcuts. While there’s a learning curve involved, these features offer the potential for significant time savings once mastered. 

These features collectively create an environment familiar to CPAs accustomed to desktop software while gradually introducing the benefits of online platforms. 

Juggling Made Easy: Improved Multi-Client Management

Picture this: It’s tax season, and you’re juggling financial reports for a small business, tax returns for multiple individuals, and a quick consultation for a new client. In the past, this scenario involved logging in and out of different accounts or even switching between multiple applications. The QuickBooks Online desktop app aims to transform this hectic juggling act into a seamless, efficient workflow with improved multi-client management capabilities.

The app’s multi-instance, multi-company usage feature is at the heart of this improvement. Hector explained, “You can connect to multiple companies simultaneously without logging off.” This functionality allows you to switch between company files without logging out and back in. Imagine jumping from reviewing your small business client’s profit and loss statement to updating the books for your individual tax client with just a few clicks. This streamlined process can save precious minutes that add up to hours throughout a busy season.

The app further enhances this efficiency with enhanced tab and window management. You can open multiple tabs and windows, creating a command center for all your client work. Hector highlighted this feature, saying, “Essentially, all the windows you have open and all the tabs you have open, they’re listed in the top right. And if you hover over each of them, it gives you a little preview of the screen.” This means you can have a client’s tax return open in one tab, their financial statements in another, and perhaps a research window open in a third—all easily accessible and manageable.

For accountants, these features translate to significant productivity improvements. Seamlessly switching between clients and tasks can dramatically reduce the mental overhead of context switching. You’re no longer constrained by the limitations of traditional desktop software, where each client might require a separate login or company file. Instead, you have a unified workspace that adapts to your needs.

This improved multi-client management also opens up new possibilities for serving your clients. Do you need to quickly compare the financial performance of multiple clients in the same industry? Or perhaps you want to simultaneously apply a tax strategy you’ve just researched to several relevant clients? With the QuickBooks Online desktop app, these tasks become efficient and straightforward.

The Best of Both Worlds: Unique Bridging Features

The QuickBooks Online desktop app offers unique features that bridge the gap between traditional desktop applications and cloud-based solutions.

The crown jewel of these bridging features is the Split Screen function. As Hector enthusiastically demonstrated, “I want to see a profit and loss and a balance sheet next to each other. I don’t want to be moving too many things around. I can pull one report up on the left side and another report on the right side, collapse the shortcuts list, and close the open tabs window to make the most use out of the two screens.” This side-by-side analysis can significantly speed up your work and reduce the risk of errors when constantly switching between tabs or windows.

However, it’s essential to acknowledge that the QuickBooks Online desktop app, like any technological solution, has its own trade-offs. While it offers unique features like Split Screen, it lacks support for browser extensions that many CPAs have come to rely on in their daily work. And Hector pointed out that the app just feels slow. So, users will likely still need to have another browser open to use extensions like a password manager or Grammarly for proofreading. 

“So now you’re going to put a double strain on your computer; you’re going to do all your email, banking, whatever on your browser. And then the QuickBooks app will only be QuickBooks,” Hector says. 

Accountants should be aware of these potential limitations and consider their typical usage patterns and hardware capabilities when deciding whether to adopt the desktop app.

Despite these challenges, the QuickBooks Online desktop app represents a significant step forward in bridging the gap between traditional desktop accounting software and cloud-based solutions. It offers a unique hybrid experience that combines the best of both worlds: the familiar interface and robust features of desktop software, coupled with the accessibility and collaborative capabilities of cloud-based platforms. 

Embracing the Future of Accounting Technology

The app’s familiar interface with enhanced navigation offers a comforting starting point for accountants and other QuickBooks users venturing into the cloud. Its improved multi-client management capabilities promise to streamline workflows and boost productivity. Its unique features, like the Split Screen function, exemplify the potential of hybrid accounting solutions.

For many accountants and business owners, this app could be the key to unlocking the benefits of cloud-based accounting while maintaining the workflows they’ve honed over years of practice. It’s not just a new tool – it’s a stepping stone to the profession’s future.

To truly grasp the potential impact of this app on your practice, we encourage you to listen to the full Unofficial QuickBooks Accountants Podcast episode. Hear directly from industry experts as they explore the nuances of this game-changing tool. You’ll gain invaluable insights into how the QuickBooks Online desktop app could revolutionize your workflow, enhance your client services, and position your practice at the forefront of accounting technology.

Alicia Katz Pollock’s Royalwise OWLS (On-Demand Web-based Learning Solutions) is the industry’s premier portal for top-notch QuickBooks Online training with CPE for accounting firms, bookkeepers, and small business owners. Visit Royalwise OWLS, where learning QBO is a HOOT!

Balancing Efficiency and Quality: How One CPA Firm Transformed Their Tax Season

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For many CPA firms, tax season means long hours, stressed employees, and a frantic rush to meet deadlines. But Marcus and Rachel Dillon, owners of a family-run CPA firm and hosts of the Who’s Really the BOSS? podcast, have found a way to break that cycle. 

In 2024, the Dillons filed 165 tax returns before April 15th while maintaining a strict no-overtime policy and growing their recurring revenue by 10%. How did they do it? By leveraging innovative tools, adapting their team structure, and fostering a culture of continuous improvement.

The Dillons’ journey wasn’t without challenges. Heading into the 2024 tax season, they faced significant changes:

• Their full-time tax director had left to start his own firm

• They had downsized by three full-time employees

• They had exited about 35 family-client relationships

To address these challenges, the Dillons made several strategic moves:

1. Implementing Innovative Tools

The firm rolled out Canopy software, replacing its existing practice management system. This improved internal project tracking and time management. More importantly, it enhanced client communication through automated tax status updates.

“What we did build out and tested during tax season was tax status updates being sent to the clients through Canopy,” Marcus explained. “It’s essentially the Domino’s Pizza tracker.” This system provided clients real-time updates about their tax returns without requiring additional staff time—a perfect example of technology improving efficiency and quality.

2. Adapting Team Structure

Rather than hiring a new full-time tax director, the Dillons hired a “tax director of counsel” on a flexible, as-needed basis. This arrangement allowed the firm to maintain high-quality tax services without the overhead of a full-time position.

They also hired a Director of Operations, Amy, who took on many administrative tasks previously handled by the tax director. This freed up other team members to focus on client work.

3. Fostering Continuous Improvement

When the Dillons identified knowledge gaps in their team, particularly for those without strong tax backgrounds, they implemented weekly training sessions. Marcus personally reviewed tax returns with team members, using actual client work as teaching material. This hands-on approach allowed team members to learn in real-time and improve their skills.

The Results

The Dillons’ strategic changes paid off. Here are some key metrics from their 2024 tax season:

• 165 tax returns filed before April 15th (down from 224 in 2023, but with fewer staff)

• No overtime or weekend work required

• Maintained half-day Fridays throughout tax season

• 10% increase in recurring Client Accounting Services (CAS) revenue

• Overall revenue on track to reach $3 million for the year

Perhaps most impressively, they achieved these results while maintaining a 36-hour work week for most employees. This focus on work-life balance starkly contrasts the grueling schedules often associated with tax season.

Lessons Learned

The Dillons’ experience offers valuable insights for other CPA firms:

  1. Embrace technology: The right tools can dramatically improve both internal efficiency and client communication.
  2. Be flexible with staffing: Consider alternative arrangements like fractional or on-call experts to fill skill gaps.
  3. Invest in continuous learning: Regular training sessions can quickly address knowledge gaps and improve team capabilities.
  4. Prioritize work-life balance: It’s possible to maintain high standards without sacrificing employee wellbeing.

As the accounting industry evolves, firms that can balance efficiency and quality will have a significant competitive advantage. The Dillons’ story shows that with the right strategies, it’s possible to thrive during tax season while still maintaining a healthy work environment. For more tips and tricks, listen to the full episode of Who’s Really the BOSS?

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, DBA | FIRM, supports and guides accounting firm owners and leaders with free resources, education, and operational strategy.

Is the Secret to Solving the US Accountant Shortage Hiding in Argentina’s Economic Turmoil?

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In a recent episode of The Accounting Podcast, we stumbled upon a surprising solution to one of the biggest challenges facing US accounting firms today: the talent shortage. Believe it or not, it’s coming from a country known more for its economic struggles than its accounting prowess. 

I’m talking about Argentina, and if you haven’t considered it a source of accounting talent, you might want to think again. The strategy here is called “nearshoring” – a close cousin to offshoring, but with some key advantages. 

While offshoring typically involves outsourcing work to distant countries like India or the Philippines, nearshoring focuses on partnering with professionals in nearby countries, often in similar time zones. This approach aims to combine the cost benefits of offshoring with the collaborative advantages of working with a geographically and culturally closer team.

Let’s break this down and see why Argentina might answer your staffing woes.

Time Zone Alignment: The Game-Changer

First, let’s discuss the elephant in the room regarding offshoring: time zones. We’ve all been there, trying to schedule calls at ungodly hours or waiting overnight for responses. 

As Nicolás Villafañe, a partner at South Offices, pointed out in our podcast, “Timezone is a very, very huge challenge when working with Philippines or India. In South America, you’re mostly aligned. You can actually have people working on their daytime and the exact same time as Americans.”

Imagine having your offshore team working the same hours as you. No more late-night calls or day-long email delays. It’s like having a remote team just down the street, not halfway across the world.

This time zone alignment doesn’t just make scheduling easier. As Nicolás explained, “The overlapping of the working time is what gives you that sensation that you actually are building a team the same as if you had them two blocks away.” This real-time collaboration fosters a sense of team cohesion that’s difficult to achieve with traditional offshoring.

Beyond Cost Savings: Argentina’s Secret Weapon

Now, I know what you’re thinking. “Blake, we’ve heard about offshoring before. It’s all about cost savings, right?” Well, yes and no. While nearshoring to Argentina can save you 30-40% compared to US costs, the Philippines offers around 50% savings, and India provides the most significant cost reduction at about 60%. 

However, as Nicolás pointed out, these deeper cost savings come with trade-offs in quality and time zone differences. The real value isn’t in the cost savings. It’s in the quality of talent you’re getting for that price. Argentina’s economic challenges have created a breed of accountants unlike any other. 

As Nicolás explained, “The quality of the professionals in Argentina is actually quite high because of our problems. It’s not that something that we’re proud of, but it’s the outcome. The outcome is that if you if you learn how to navigate through the Argentinian economy, Argentinian accounting, you tend to be very good because you’re you have to reskill yourself every day.”

These accountants have had to navigate hyperinflation, rapidly changing regulations, and economic instability. They’re not just number crunchers; they’re financial ninjas. 

And get this: in Argentina, you need to be a CPA to do any kind of accounting work. Even bookkeeping. That means you’re getting CPA-level expertise across the board. 

Perhaps because of this, accounting is the second most popular profession in Argentina, right after law. This creates a large talent pool for US firms to tap into, ensuring a steady supply of skilled professionals.

Cultural Alignment: The Secret Sauce

Here’s where it gets really interesting. Cultural differences can be a massive headache when working with offshore teams. But with Argentina, that headache largely disappears.

Latin American culture aligns much more closely with US culture than, say, Indian or Filipino culture. This means better communication, fewer misunderstandings, and a team that feels like, well, part of your team.

This cultural alignment, combined with the time zone compatibility, creates a seamless working relationship that’s hard to achieve with traditional offshoring.

Rethinking Outsourced Accounting Talent

So, let’s recap. With nearshoring to Argentina, you’re getting:

1. Time zone alignment for real-time collaboration

2. High-quality, adaptable talent forged in the fires of economic challenges

3. Cultural compatibility for smoother communication and integration

And you’re saving a chunk of change, too.

But this approach isn’t just about cutting costs or filling seats. It’s about gaining a strategic advantage in an increasingly competitive industry. While other firms are struggling with talent shortages and quality issues from traditional offshoring, you could be building a dream team of highly skilled, culturally aligned professionals who work in sync with your US operations.

In a world where finding and retaining top accounting talent is becoming harder by the day, Argentina might be the ace up your sleeve.

Ready to dive deeper into the nearshoring revolution? Listen to the full episode of The Accounting Podcast.

Frustrated with QuickBooks? Here’s How to Make Your Voice Heard and Drive Real Change

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Have you ever been frustrated by a clunky QuickBooks feature or wished for a simpler workflow? You’re not alone, and the good news is that Intuit is listening.

In a recent episode of the Unofficial QuickBooks Podcast, hosts Hector Garcia and Alicia Katz Pollock explain the crucial role feedback from accounting professionals plays in shaping QuickBooks’ development.

How Does User Feedback Drive QuickBooks Improvements?

Though it might not feel like it at times,  Intuit is listening to user feedback and actively using it to guide improvements to the platform. As highlighted in the podcast, many of the most impactful recent updates to QuickBooks Online were direct responses to user requests and reports.

Take, for example, the new ability to filter reports by inactive accounts and custom fields. This powerful feature allows you to easily track down transactions that used now-defunct entities or slice your data by custom parameters, and it was a top ask from accounting professionals.

“Getting custom field data to flow through to reports properly is crucial for reporting accuracy,” Hector emphasizes. “Now you can filter by those custom fields. So, say you want to run a detailed report of sales by rep. If you have a rep in a custom field or sales by a particular regional location that you were tracking in custom fields instead of by class or location, you can now pull that up in reports.”  

But it’s not just shiny new features that user feedback helps bring to life — it’s also the less glamorous but equally important bug fixes. Hector shares a recent win: “Have you ever been in a P&L, clicked on a drill down for a particular account, and then gone back to the P&L and the P&L doesn’t show complete—it’s filtered by the account you just drilled down to? I’m happy and excited to announce that this particular bug has been squashed. Now, when you go from summary to detail and back, it should show the report correctly.”

From strategic additions to crucial fixes, user feedback guides QuickBooks’ evolution. Alicia notes that she and Garcia each run Facebook groups with over 10,000 members where QuickBooks issues are often raised. Pain points and wish lists shared in forums are actionable intelligence that Intuit’s team is eager to mine. But how can you ensure your input is as impactful as possible? 

How to Provide Feedback That Gets Results

Now that we’ve established the power of user feedback, how can you ensure your input stands out and drives real change? As Hector and Alicia discuss, crafting effective feedback is equal parts art and science. 

First and foremost, specificity is king. Provide as much detail as possible when reporting a bug or suggesting a feature. The more context you give, the quicker the QuickBooks team can pinpoint and tackle the issue.

But persuasive feedback goes beyond just technical details. To make a compelling case, highlight your suggestion’s business impact and benefits. 

Hector shares a recent real-life example of “retainage” for the construction industry: “What’s interesting about retainage specifically is there are some contracts in which you’re allowed to hold back money from your supplier. People always get tripped up on accounting for those holdbacks because it’s not a natural transaction. You have to build workflows outside of QuickBooks reminding you to manage it.”

If QuickBooks could remind you that you have money in retainage sitting there for months, it would eliminate confusion and mistakes for contractors and other businesses that have these types of clauses in their contracts. You want to share that kind of detail to build a persuasive argument for prioritizing this improvement.

Finally, provide input early and often. Participate in beta programs and user research initiatives to give feedback early in the development cycle. The sooner you flag issues or suggest tweaks, the more likely QuickBooks is to address them. Supercharge your feedback’s impact by combining specificity, business context, and proactive input. 

Building Bridges: Forging Relationships with Intuit’s Team

One more way to maximize your influence: cultivate direct relationships with Intuit’s team. 

Industry events and conferences are golden opportunities to connect with Intuit’s developers and product managers. These face-to-face interactions allow you to put a human face to your feedback and forge personal connections that can pay long-term dividends.

But your relationship-building efforts don’t have to end when the conference does. Consider volunteering for customer advisory boards and user groups to establish an ongoing dialogue. These longer-term connections provide a platform to share your experiences and suggestions, learn from your peers, and gain insights into Intuit’s priorities and plans.

Bonus: Expert Tips & Resources

In addition to unpacking strategies for driving QuickBooks change, Hector and Alicia share some of their favorite recent bug fixes and resources:

  • Grouped reports. Previously, when you grouped reports in QBO, you couldn’t edit the group to change the schedule. That’s now fixed, so you can group multiple reports, like the P&L, balance sheet, cash flow statement, etc., and schedule them to be emailed monthly or weekly. 
  • Price rules. Price rules allow you to increase or decrease prices in bulk. For example, you can assign different prices to retail and wholesale customers or put all your prices on sale for a week. While QuickBooks worked on making price rules available on new invoices, the feature was unavailable on classic invoices for about a week. “Price rules are up and running again in classic invoices, and QuickBooks is actively working on getting them up and running in the new invoices,” Alicia shares.
  • Keyboard shortcuts. Hector shares handy shortcuts built into RightTool for QuickBooks Online for quickly accessing audit log histories (Ctrl+Alt+H) and transaction journals (Ctrl+Alt+Y) from an invoice, check, bill, or purchase order. 
  • Educational resources. Alicia highlights her recent “Tricky Situations” and “Next Level Accounting” classes that cover complex QuickBooks use cases and advanced bookkeeping techniques. Hector also has a series of videos on his YouTube channel focused on QuickBooks for construction and project-based firms.

Find links to those resources and listen to the full episode of The Unofficial QuickBooks Podcast.

And congratulations to Hector and Alicia for hitting 50,000 downloads!

Alicia Katz Pollock’s Royalwise OWLS (On-Demand Web-based Learning Solutions) is the industry’s premier portal for top-notch QuickBooks Online training with CPE for accounting firms, bookkeepers, and small business owners. Visit Royalwise OWLS, where learning QBO is a HOOT!

Work Smarter, Not Harder: The 3.3 Rule for Accountants

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Want to 2x your productivity while working way less? Sounds like a pipe dream, right? According to CPA John Briggs, it’s not just possible – it’s the key to thriving in accounting.

I recently chatted with John on my Earmark Podcast, and he explained his game-changing “3.3 Rule.” This approach challenges the traditional 70-hour workweek and billable hours model that’s been burning out accountants for decades.

John says the 3.3 Rule is the secret sauce for boosting efficiency, reclaiming work-life balance, and improving profitability.

So, what exactly is this magical rule? And how can you implement it in your firm? Let’s dive in.

Understanding the 3.3 Rule

The 3.3 Rule is based on cognitive science research showing that the average office worker is only truly productive for—get this—2 hours and 53 minutes in a typical 8-hour workday.

John takes advantage of this natural productivity pattern by structuring work in focused bursts of up to three hours, followed by strategic recovery periods.

As John puts it, “The rule, simply stated, is the most efficient workday consists of working up to three hours at a time, followed by a 30% recovery period.” So, if you crush it for three hours straight, you’ve earned yourself a full hour of downtime before diving back in.

The beauty of the 3.3 Rule is that it adapts to different work styles:

  1. 🏃‍♂️ “Sprinters” who work in short, intense bursts (think 60 minutes of work, 20 minutes break)
  2. 🚶‍♂️ “Joggers” who can maintain focus for 1.5 to 2 hours
  3. 🧘‍♂️ “Zen masters” who can work for the entire three hours straight

The key is to know your rhythm and match your work style to the task at hand. As John says, “If I feel like I’m losing focus after an hour, that’s totally fine.” It’s all about working smarter, not harder.

Implementing the 3.3 Rule

So you’re sold on the 3.3 Rule. But how do you make it happen in your firm?

First things first: mindset shift. John emphasizes the importance of self-awareness. “If I feel like I’m losing focus after an hour, that’s totally fine,” he says. The key is to match your work style to the task at hand.

By implementing this methodology, John’s firm has maintained an average of just 42 hours per week during tax season for the past three years. You read that right – 42 hours. In busy season.

So, what’s the secret? Two words: value pricing.

John advocates for setting prices based on the value provided to clients, not the time spent. “I don’t necessarily think billable hours is actually a great way to bill in general. I like value pricing or fixed pricing,” he says.

Value pricing complements the 3.3 rule by:

  1. 💸 Allowing firms to benefit financially from increased productivity
  2. 🙅‍♂️ Removing the pressure to “look busy” during less productive hours
  3. 🎯 Focusing on outcomes for clients rather than inputs from accountants

But wait, you might be thinking – how do you measure productivity without billable hours?

John’s firm uses job descriptions and result-based metrics. For example, they might track the number of tax returns completed or the complexity of clients managed. They use a weighting system where complex clients are equivalent to multiple simple clients, ensuring fair workload distribution and accurate productivity measurement.

Implementing the 3.3 Rule isn’t always easy. It requires a fundamental shift in how we think about work. But the payoff? Happier staff, better work, and a healthier bottom line.

What Happened at John’s Firm

What’s it like to implement the 3.3 Rule? John shares his journey of transformation:

“When I started my firm, I said, ‘I refuse to put my team through the same crap that I had dealt with,’” he recalls. For John, that meant hiring more staff to ensure everyone could work at about 80% capacity, allowing room for those crucial recovery periods.

And the benefits? They go way beyond just happier employees (though that’s a huge win in my book!).

John notes, “When you work, you work.” Those focused work periods lead to higher productivity and fewer errors. Plus, this approach helps retain top talent in an industry where competition for skilled professionals is fierce.

The 3.3 Rule doesn’t just benefit your team – it benefits your clients, too. You’re delivering real value by focusing on outcomes rather than hours logged. And when you’re not stuck in the weeds of busy work, you have more bandwidth for the high-level strategy and advisory work clients crave.

Of course, implementing the 3.3 Rule isn’t always a cakewalk. John recalls, “When I introduced it to my team, they were weirded out. They’re like, ‘Is this a trick to get me fired because you’re going to catch me not working?'”

Leadership buy-in and clear communication are crucial to overcoming these challenges. You’ve got to walk the walk and lead by example.

The 3.3 Rule, combined with value pricing, offers a blueprint for firms to align their work practices with human cognitive limitations and client needs. By focusing on outcomes rather than hours worked, firms can achieve the holy trinity: increased productivity, improved work-life balance, and enhanced profitability.

It’s a win-win-win for accountants, their firms, and their clients. And in an industry long overdue for a shake-up, that’s something to get excited about.

Get all the details by listening to this episode of the Earmark Podcast.