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Level 1

Quickbooks Desktop - Remote Bookkeeper Limit Access?



Tried searching the FAQ and Support Docs, but did not find anything specific to my situation. 


Our bookkeeper has been coming to the office for years, but she wants to start working remotely going forward.  Our bookkeeper suggests that we send her electronic copies of all bank statements, account receivable payments, credit card statements, payroll statements, etc. and she will input and reconcile them from home.  As the business owner, I am leery about sending financial documents that have transactions and bank account numbers to a non-employee who is working remotely.  I want to put safeguards in place to protect against fraud/etc. 


It seems like a way to possibly do this is link banks and credit card accounts directly to Quickbooks Desktop so that the data is "automatically" loaded each month.  Then give remote access to the bookkeeper.  That way we do not have to send actual statements to the bookkeeper. 


Two questions:  One, if we went with the above route, should we also limit the type of remote access the bookkeeper has to Quickbooks? 


Two, are there different ways of accomplishing what we are trying to do regarding protecting against fraud? 



Thank you!


Small Business Owner

5 Comments 5
Fiat Lux - ASIA
Level 15

Quickbooks Desktop - Remote Bookkeeper Limit Access?

What kind of remote access do you consider? Do you have any trusted employee to handle the financial information at your office?

Level 1

Quickbooks Desktop - Remote Bookkeeper Limit Access?

Our current operating procedure is to have the bookkeeper do all of the data entry and mapping on Quickbooks at our office.  She sits near me so that if she has any questions, I can be on hand to answer them quickly.  Also, just as a safety precaution since she is not an employee. 


To answer your questions: I would be the one to handle the financial information and maintain the data feeds from the financial institutions to Quickbooks if we were to allow our bookkeeper to work remotely.   Right now, we don't have remote access.  I assume if we were to allow it, we could limit the user privileges in some way?


Quickbooks Desktop - Remote Bookkeeper Limit Access?

Hi there, @bizownerca.


Let me give you some information about linking bank and credit card accounts in QuickBooks Desktop. 


If the accountant has Quickbooks Desktop Accountant, you'll need to connect the Bank account in your QBDT. After connecting, the 90-day bank transactions will automatically download into your account. Before connecting, make sure the accountant access will be the same to avoid problems in correcting or editing transactions for reconciliation. 


Here's how to connect: 


  1. Go to the Banking, then select Bank Feeds
  2. Choose Set up Bank Feeds for an account
  3. In the Enter, your Bank’s name field, enter and select your bank.
  4. If this is your first time, hit the Enrollment site link and apply Direct Connect
  5. If you are already enrolled, click Continue
  6. Type your Online Banking ID and Password. 
  7. Hit Connect and tap Finish to complete the process. 


You can check out this article for the step-by-step instruction about the process: Set up bank accounts for Bank Feeds in QuickBooks Desktop. 


Once done, send an accountants copy to your accountant. Before doing that, if you're using QBDT Enterprise, please turn off any Advanced Inventory features you currently use. 


Here's how to produce an accountant's copy:


  1. Go to the File menu and hover over Send Company File.
  2. Hover over Accountant's Copy and then hover over Client Activities.
  3. Hit Save File, then tap Next.
  4. Choose the Accountant's Copy, then Next.
  5. Enter the dividing date and tap Next.


Next, send the file through the Accountant's Copy File Service. Let me guide you how: 


  1. Repeat the steps in creating the accountant's copy. 
  2. Enter your and your accountant's email addresses.
  3. Create a file password for the file.
  4. Hit Send.

For more information, please browse through his article: Create an Accountant's Copy of your company file in QuickBooks Desktop. 


You may visit these articles if in case you encounter some issues while transferring the copies:



Additionally, to learn more about how to manage the Accountant's Copy and know its limitations in QuickBooks Desktop, check out this article: Use the Accountant's Copy


Let me know if you have follow-up questions. I'm always here to help. Take care always. 

Level 1

Quickbooks Desktop - Remote Bookkeeper Limit Access?

Thank you for the detailed response. 


However, I am looking for input from the community on best operating practices for businesses in relation to controlling sensitive information in and around Quickbooks when using a third party who works remotely.  As more and more accountants and bookkeepers want to work remotely on your books, small business owners who do not do the books themselves need to have mechanisms to prevent fraud and theft from these parties. 


  1. Is enabling the automatic bank feeds a way to avoid having to send financial statements to a third party? 
  2. Is limiting the rights of third party remote access a way to control viewing full account numbers and other sensitive information? 
  3. Are there other ways to protect against fraud and theft in Quickbooks?
Fiat Lux - ASIA
Level 15

Quickbooks Desktop - Remote Bookkeeper Limit Access?


You may deploy a private cloud on your premise to let your bookkeeper access the company file anytime she needs to by internet connection.



Make sure you have set her profile carefully


You may also consider open a MP account and let her record all of your bills. You will be the one who authorize the payment. This app only support QBO, but you may utilize it if required.




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