Mobility Solutions to Support the Booming Home Health Services Market

The market for home health care services is growing rapidly and is not likely to slow any time soon. The expanding need is due in large part to the aging of the baby boomers, those born between 1946 and ‘64.  The boomers were once the nation’s largest living generation, defined by a notable increase in births in the United States following World War II. As this generation ages, it is creating a boom of sorts in the home health services industry.

Roughly 10,000 baby boomers turn 65 every day, and increasingly these seniors wish to continue living in their own homes rather than being moved to nursing homes or assisted living facilities.   According to AARP, nearly 90 percent of seniors want to stay in their own homes as they age, referred to as “aging in place.” Most seniors (up to 82 percent) would prefer to stay in their homes even as they need daily assistance or ongoing health care.  Few seniors say they would prefer to move to a care facility, and even fewer identify living with extended family as a desirable option.

The rate of home ownership among boomers is higher than with the rest of the population today, which is one of the primary reasons for increased demands for home care services.  Reports reflect that 81% of seniors today own their own homes, compared to 68% for the rest of the population. The majority of these seniors live alone or with a spouse – we’ve already established that living with extended family isn’t a frequent choice, possibly due at least in part to reduced home ownership rates. There are also suggestions that the reduced economic status of later generations has similarly reduced the capacity for extended families providing the long-term care for their seniors.

Projected to double by the year 2050, the number of Americans requiring daily help with living at home is expected to grow from the current 12 million to 27 million.  Older adults will make up almost 20 percent of the population, if not more.

These and other factors are driving rapid growth and expansion in the home health care field. Projected job growth for home health providers and personal care aids is expected to reach a whopping 70 percent by 2020. Larger than any other occupation grouping in the country, direct care workforce is projected to exceed teachers from kindergarten through high school (3.9 million), all law enforce and public safety workers (3.7 million), and registered nurses (3.4 million). Between 2010 and 2020, the fastest growing occupations in the country are projected to be Personal Care Aides and Home Health Aides.

Home health care businesses providing in-home senior care, hospital after-care, veteran care and numerous other specialized and general services are supported by a number of specialized software solutions designed to meet the specific needs of this segment of the healthcare industry.  The software used to support the business generally includes specific functionality for managing client and patient records, caregiver and provider information, scheduling and dispatch, payroll and HR, billing, and other back office and accounting processes.

Many of the industry-specific solutions available on the market address different or unique aspects of operating the home health care business, integrating data from their system with separate accounting and finance applications (such as QuickBooks desktop editions) for the rest of the functionality needed.  This allows the developer of the line of business application to focus on the valuable features and capabilities that will make the practice more efficient, compliant and profitable, leaving general accounting processes (payroll, accounts payable, general ledger and reporting) to the accounting software.

With greater frequency, the applications servicing the home health care industry are SaaS solutions, crafted with online access and mobility in mind.  This industry in particular has a specific need for remote and mobile access to information, as it is a “field service” operation at its core with healthcare rolled in.  The requirements to manage not just scheduling and services, but to deal with compliance, privacy and other factors involved with healthcare information complicates matters, placing an additional focus on the security and mode of access to the software and information.

Businesses using solutions such as Kinnser ADL, Shoshana Rosemark, Kaleida eRSP and Generations Homecare System rely on the software to streamline their operations.  Not only designed to support a remote and mobile workforce, these application services also provide business owners and managers with the ability to access essential business data at any time.  At issue is the rest of the software and systems which support the business operation and its processes.  Word and Excel or other productivity tools are almost certainly used at some level, and QuickBooks is in use, too.  These applications and their data typically reside on the desktop computer or local network.  As desktop applications, these solutions deliver the best power and performance for the business in terms of features and usability.  While some users may consider moving to web-based versions of these products, those who favor performance and functionality over framework often return to the feature-rich desktop applications that do the full job required.

In order to give business owners and remote workers the access they need to desktop applications and data, secure remote access solutions are required.  When the software and systems reside in the locked office of the business, the people operating outside aren’t usually able to access them in a way that is useful – or useful for more than one person at a time.  Remote control solutions that broker access to a PC cannot provide the multi-user support, application security or overall performance that most businesses require.  Attempts to implement simple RDS solutions or use similar products to create access often expose the business to unnecessary risk and limited capability while introducing heavy technical and licensing expenses.

With an offsite option, where the applications and data reside with the commercial hosting provider, business owners and line managers benefit from being allowed to focus on operations and not on managing the underlying software and systems. The business outsources the provisioning, management and protection of primary IT resources to support users, software and data, but the business should retain the capability to administer their own cloud as personnel changes impacting information access can occur at any time.

Whether their software and data are hosted on-site with existing equipment or offsite with managed hosting, home health care businesses need to have an easy-to-use solution for administration of user accounts, application access and secure filespaces.  For the home health care business, this is critical functionality that can mean the difference between spending too much time in the office handling general business and software matters versus meeting with clients and managing caregivers and revenue-generating activities.  In a fast moving, fast growing and highly mobile business, getting to information at anytime from anywhere using any device means being able to meet booming business demand.

Make Sense?

J

https://www.census.gov/newsroom/press-releases/2014/cb14-84.html https://www.ioaging.org/aging-in-america http://www.pewresearch.org/fact-tank/2016/04/25/millennials-overtake-baby-boomers/ http://www.iyhusa.com/AginginPlaceFacts-Data.htm http://economistsoutlook.blogs.realtor.org/2012/01/13/homeowners-by-age/

Channel Partners: Selling Telephony With a Side of Remote Access and Cloud Hosted Applications

Channel agents and telephony resellers are facing stiff competition these days. Line access or voice service isn’t as easy to sell as it once was, and the convergence of digital voice and data has made things even less simple. Business customers demand comprehensive solutions that can address a variety of business problems, and they tend to seek out those solutions from the advisors they trust. The “advisor” could be a software reseller, an accounting professional, the local IT guy, or the professional that delivered great telco, voice or network access.

Convergence isn’t only for voice and data solutions; convergence is the combining and compressing of channels delivering those solutions. MSPs and “pure” IT resellers are also feeling the squeeze, finding telecom agents and channels among those challenging the VARs and MSPs operating today. Marketing budgets are increasing, but differentiation is not.  Reselling is a crowded space and everyone has become a service provider. Having the right messages to win new customers and retain existing ones is essential not just for success, but for survival.

Once a channel partner or provider has established a solid customer relationship, it is important to capitalize on that goodwill (and develop even more) by delivering the other value-added services the customer needs. Access, connectivity and voice solutions are just a start when it comes to servicing small and growing business customers. Having come from an application hosting background, I am very aware of the demand for mobility and “always-on, always-available” computing services among businesses small and large. When the partner is working with the customer and is solving connectivity and telephony problems, the likelihood of successfully selling additional IT solutions to address mobility is quite high. The challenge has often been with the investment required for training and certification; development of new competencies which are viewed as diversions from the core business. Evolution of technology, markets and demand suggests that offering a broader base of solutions isn’t a diversion any longer, it has become a core requirement.

Secure remote access to on-premises systems, managed hosting on cloud servers delivering always-on service or disaster recovery, and collaboration tools that keep everyone on the same page – these are the solutions that savvy businesses are looking for, and which represent the additional value channel partners and service providers could be delivering to their valued customers. After all, if the customer can’t get what they need from their trusted reseller/advisor, they will find somewhere else to buy, removing their “advisor” from the mix. Most business owners would agree that it takes less to nurture and maintain existing customers than it takes to find new ones, so the investment in offering and delivering value-added solutions is well worth it.

The best way for channel partners to retain their customer relationships is to offer a full range of solutions and value-added services to meet the variety of needs of their business clientele.  MyQuickCloud, for example, is a highly successful partner solution and add-on for resellers of IP telephony services and line access. MyQuickCloud offers very flexible and affordable secure remote access and cloud hosting solutions that do not require investments in training or certification to resell, giving channel partners and telecomm agents the right stuff to beat out the competition and keep small business and growing enterprise customers happy and coming back for more. Partners leverage their expertise and creativity in developing solutions with MyQuickCloud, resulting in cost-effective and powerful network, application and continuity services not previously available.

MyQuickCloud secure remote access creates a secure business cloud from on-premises systems, with hosted or co-located cloud servers, or any combination of on-prem or offsite hosts. The on-premises capability leverages investments in existing infrastructure and adds value and capability to locally installed systems, a benefit which is not available with traditional hosting models. Able to be positioned as simple remote access, managed hosting or complete disaster recovery, MyQuickCloud gives channel partners a simple yet comprehensive approach to meeting customer computing needs regardless of the applications in use or mobile devices to support. MyQuickCloud is also used by installers and support technicians, enabling remote access to client on-prem systems, turning service and support into a more streamlined and efficient effort and improving customer service and retention.

I wrote an article a while back about how it all comes down to 3 applications for small businesses… applications to address fundamental business requirements. Among those requirements is the need to communicate.  Whether it be via voice or electronic mail or other means, every business communicates and every business needs communication tools.  Chief among the communication tools is the voice service (telephone), whether it be on-premises or hosted, digital voice or IP (not much analog out there anymore) or some combination of all of the above. Extending telephone systems to service a remote and mobile workforce or to connect multiple business locations is a high demand business and has proven to be very lucrative for many partners.  Adding value to these solutions by delivering remote access or hosting service simply increases the overall value of the system and allows business customers to take full advantage of mobile, connected and integrated working models.

Make Sense?

J

 

What we’ve learned about desktop and application hosting for small businesses

Application hosting is pretty popular these days, and a lot of that popularity can be attributed to the proliferation of web-based and SaaS solutions that have clearly revealed the benefits of mobility and managed service.  Not everyone wants to or can use a web-based application, however, causing demand for hosting of desktop applications to grow.  Take a look at what’s going on with Intuit QuickBooks, for example.  With all the push to QuickBooks Online, Intuit has created a surge in the demand for hosted QuickBooks desktop editions.  Folks want their QuickBooks available for remote access and to support multiple users from different locations… but they also want to continue to use the feature-rich QuickBooks desktop products their businesses rely on.  Hosting lets them have their cake and eat it, too.  It’s the best of both worlds.

Back in 2000, there were a few in the tech industry that said the desktop would be dead soon.  Business users wouldn’t be sitting down to work at computers, they would be using various devices to access their applications and data, from anywhere.  Those early visionaries recognized that mobility was the coming thing, and that even the smallest of businesses would need what was at the time enterprise-class technology. I wasn’t so sure about the potential death of the desktop and the beloved applications businesses love to use, but I was pretty certain that “working online” with centrally-managed systems was the thing to work toward.

A lot of hosting companies started up at that time, and a lot of them went out of business just a few years later – some in virtual flames.  Customers lost time, productivity, and in some cases their data.  Investors lost their investments.  It wasn’t that the service providers weren’t doing a good job, or that the technology wasn’t quite up to the task – the problem was the hype and the money.  Too many people sat on the sales-side of the technology, making promises they couldn’t deliver and coming up short in meeting investor and customer demands.

Quite a number of years have gone by, and the market is still rife with promises unkept and solutions undelivered.  But some of us in the industry have learned a lot over the years, so I’d like to share some of that learning.

Application hosting services gained popularity because they solved some major problems for businesses and their collaborators (including accountants, bookkeepers, remote workers, etc.).

Hosted application services allow everyone to work on the same software and data, regardless of where the user is located. Hosted application services provide centralized access for businesses with multiple locations or mobile workers.  And hosted application services make it easier for contracted or engaged professionals like accountants and bookkeepers to work closer with their clients.

In the beginning, when we were just launching these hosting services, the equipment, facilities and expansive engineering labor requirements were really expensive so there was tremendous pressure to find ways to keep costs down.  For customers, the plan was to pack as many users into the environment as possible, with volume representing a way to get a lower per-user cost.  This concept paved the way for the accountant cloud server model, where it was suggested that an accounting firm could bring all their clients onto the cloud server to help keep the costs down.  For a while that model worked pretty well, but then some issues started to be revealed.

With small business application hosting, particularly when dealing with QuickBooks, it should be recognized that nobody uses just QuickBooks.

There’s almost always a plug-in or add-on or some other solution that is also required with QuickBooks. Taking payments in QuickBooks requires a 3rd party plugin if you aren’t going to use Intuit payment solutions.  Downloading payroll data from another service may also require a plugin, as does the tax add-on and the order sync tool and the solution that integrates orders from the website or via EDI from vendors or suppliers.  It is almost never just QuickBooks.  When a provider tries to pack all that customization into a single server and serve a whole lot of different business, each with their own needs – things go a bit sideways.  Servers hang, customer applications interfere with one another, and data gets compromised.

The next phase then was either VDI or dedicated service.  VDI was and continues to be too expensive and complex when you have to factor in database engines, shared storage and such.  Dedicated service (server) is a bit more straightforward and still has some economy of scale.  With this model, each customer gets what they need.  They’re still in a cloud-hosted environment so collaboration isn’t a problem, and every customer has the benefit of working with exactly the software solutions they need for their particular business.  The challenge is serving just a few users.  Even though cloud servers can be relatively affordable to get these days, it may still be too costly for one- or two-user situations. (Note that these are the folks that often find themselves compelled to try the online, web version of an application simply due to cost.)

The customized cloud delivery is the right concept, but many service providers still have problems supporting multiple applications for customers and often charge quite a bit extra while delivering a marginal level of service.  You may find a provider who will try to deliver any application for you (and many will do that poorly) or you may find a popular provider that can only offer a particular set of applications for hosting.  If the provider isn’t able to deliver the applications the business needs, or if they are unable to deliver custom or personalized service, then they are likely not the right provider for the business.

The emergence of public cloud services like AWS should make it easier for small businesses to get affordable computing power and customized cloud service from any IT provider, but it hasn’t yet. 

The public cloud is still far too complicated for most small businesses to navigate or even get started with.  Truthfully, it is difficult for many IT resellers and partners to navigate, too.  Getting started is potentially costly in terms of time and resources especially for service providers, so those costs and complications end up reaching through to the customer.  The public cloud just isn’t ready for the average small business to take advantage of directly, so on-premises servers or managed cloud server hosting are still the most viable options.

A big wrinkle in the whole hosted online application model is that many businesses don’t really need or want to completely outsource their IT to a cloud provider.

Considerations relating to privacy and proximity are paramount for many business owners, not to mention the trust factor.  Lawyers, accounts, manufacturers… business owners in any industry may be uncomfortable considering moving their systems and information out of their immediate control.  There could be regulatory concerns or logistical challenges, or it could be something as simple as realizing that there remain applications or data on computers on-premises that make an outsourced hosting approach more complicated and costly while delivering only a partial solution.  Whatever the reasons, there remains a lot of in-house IT and that’s OK.

There is no doubt that business owners and their team members need and want mobility and secure remote access.  They also want to work with the IT providers they trust and maybe they even want to continue working from servers they have already contracted for or purchased. Others may wish to leverage cloud platforms, but remain closely associated with their IT providers.

Forcing a business owner to migrate their systems to a hosting platform when all they really want is remote access or multi-user service seems a bit like overkill.

Granted, there are many benefits to be derived from outsourcing IT management and administration, like improved focus on the business, and various business processes and workflows could be more streamlined with a centrally-managed and fully accessible solution.  Yet those benefits are the intangibles that businesses must discover after-the-fact, and are achieved only if the business works specifically towards those goals.  In short, it isn’t necessarily what business owners are buying.

If we have learned nothing else over the years it is that things don’t move as quickly as we’d like them to.

The world never seems to end before your homework is due.

Software-as-a-Service hasn’t completely killed off desktop software, and smartphones and tablets haven’t ended the useful life of the desktop computer.   What they have done is fully expose the desire and need for mobility and access, and have opened the doors for tools to address those needs better than the other approaches previously available.

jmbunnyfeetMake Sense?

J

 

The Most Popular Models for Working with QuickBooks Desktop Editions and the Cloud

cloud-computingWhen Intuit created the Authorized Commercial Host for QuickBooks program, a variety of providers were enabled to offer not only managed application hosting services for QuickBooks desktop products, they were also permitted to provide QuickBooks desktop product licenses for rent.  By allowing these hosting providers to also license the QuickBooks products on a subscription basis, the entire solution – the hosting of the QuickBooks, the management of the company data files, and the licensing of the software – was able to be packaged together and offered as an equivalent of the SaaS solution.  The benefits of running tried-and-true business applications on the business network had already been proven, and creating the ability to access this resource at any time and from anywhere (mobility!) became the feature which encouraged a wide variety of large and small business to move to “cloud” and online working models.

While the complete hosted application model – where the business desktop applications and associated data are installed and managed on the service provider servers – addresses a broad requirement for many companies, there remains a large community of users who have needs which do not extend to “cloud server” or remotely hosted desktops and complete managed application services.  For these users, having access to the data file from anywhere is the primary goal (maybe even multi-user access for just a couple of users), and management of the software and license across multiple computers is not their first consideration.

Here are the most popular models for working with QuickBooks desktop editions in/with the cloud.  Each of these approaches solves a different business problem, so it is important to understand which problems need to be solved before shopping for the solution.

1. Storing the QuickBooks file in a file sync solution

Solves: gives access to the data file from various locations (not at the same time)

Doesn’t solve: no multi-user access in real time, still have to purchase QuickBooks licenses, install and manage applications, and secure and backup data

The popularity of Dropbox and similar file sync solutions clearly demonstrates the value of giving users the ability to store, sync and share files securely via the Web.  Further, these services allow people at different locations to access files in a relatively collaborative manner, giving otherwise disconnected users the ability to sort of work like they’re on the same network and using the files in near-realtime.  While this approach works awesomely well for Word documents, PDFs and other files, it doesn’t work as well for QuickBooks company data files.  It’s pretty much an automated approach to using a file storage solution (like any web drive, file share service or such). To clarify, users can store copies of QuickBooks company files in a Dropbox or sync folder to have that file sync’d to the host and to other permitted computers, but a “live” QuickBooks data file doesn’t like living in this type of folder.  The sync or file sharing method of applying a cloud solution to QuickBooks allows for only one person to be in the “real” file at a time, and each user still has to purchase, install and manage the QuickBooks software on their PC.  Oh, and bandwidth will become an issue when files must be sync’d frequently and when the files are fairly large (which QB files tend to be).

2. Using secure remote access to QuickBooks, remote desktop or remote app solution (like hosting, but the host just happens to be an on-premises computer already in place)

Solves: gives access to the file and applications from various locations, allows for multi-user access to company file, allows access to just QuickBooks or any combination of applications on the host computer; low-cost solution providing mobility and device independence just like commercial hosting but at a fraction of the cost

Doesn’t solve: have to purchase QuickBooks licenses, install and manage applications on the host, and backup data

Secure remote access solutions like MyQuickCloud allow users to connect to applications that are installed on existing workstations or servers. This approach provides users with access to QuickBooks and other software installed on the in-house computer.  The problem with this model is that the bandwidth and the in-house computer need to be sufficient to support remote users, and the activities of the user sitting at the in-house computer will take priority over the remote user requests.

3. Using a hosting provider and/or platforms for QuickBooks, remote desktop or remote app type of solution

Solves: gives access to the file and applications from various locations, allows for multi-user access to company file, may allow for rental licensing of QuickBooks software, files are backed up by service provider

Doesn’t solve: commercial hosting is not a very low-cost solution for those who only need file sharing

Application hosting models allow users to connect to servers where the applications are installed and managed by the service provider and delivered to customers as subscription service.  This approach provides customers with flexible options for accessing QuickBooks software installed and maintained on the host’s servers, and to have the multi-user capabilities of the product just as it would function on a local network. Application hosting models are generally offered as standardized service or as custom service, with variable pricing and features associated with each.

Because these hosting models require that all components of the delivery be combined to deliver the service – from networks to servers to desktop virtualization to application virtualization, application licensing, data management… it’s a big list of things – the cost of service may seem a bit high for a single user or very small business to bear.  This is among the reasons for continued popularity of do-it-yourself remote access solutions that deliver mobility but fail to address any sort of system management benefit.

When business users ask about using their QuickBooks desktop editions in the cloud, it makes sense to drill down into the details of what they’re really looking for.  In many cases, the QB user simply doesn’t know how to ask for what they want, using popular terms without real understanding of what they mean.  This is something which frequently happens when a prospective customer contacts a QuickBooks hosting provider, and the sales department of the hosting provider isn’t generally in a position to offer consultation – they are there to sell their solution to the prospect.  The result is that the customer doesn’t really get what they want, and the provider gets a bad review.

The problem isn’t necessarily with the provider or service (I wish more sales teams were able to offer more consultative approaches, but that’s an entirely different conversation); the problem occurs largely due to the variety of services being offered around “cloud QuickBooks” and the ambiguity which exists in much of the marketing language around them.  Maybe this information will help businesses as they look to find solutions to the variety of problems with “enabling” their desktop QuickBooks to work with the cloud.

Joanie Mann Bunny FeetMake Sense?

J

 

Finance and Accounting Support in Franchise Systems

Finance and Accounting Support in Franchise Systems

There has always been somewhat of a love/hate relationship between franchise operators and their franchisees. While many entrepreneurs elect to leverage a known brand, documented operating procedures, and combined purchasing power that is often a benefit of a franchise operation, the reluctance to open the books to the franchisor is sometimes based upon a fear that “big brother” will use the information to take advantage of the business owner. The two sides of the business model aren’t always operating in sync, even though a deeper level of finance and accounting process support might benefit both greatly.

Logic would suggest that both the franchisee and the franchisor would recognize the validity of sharing financial and business performance data for the benefit of the entire system, where benchmark data and performance comparisons can become the basis of tremendous business intelligence. But some franchisors, as their networks expand in size, find that their success in selling units begins to outweigh their concern for individual unit performance, and the brand value creates sufficient momentum to overcome a few bad business experiences. Especially in larger systems, the franchisors don’t often consider the benefits of providing back-office and accounting support for their franchisees, because they simply don’t feel they have to. That is changing to a degree, and reliance on quality accounting and financial data takes on entirely new meanings in an environment where franchising is increasingly more complicated and competitive.

High unemployment and low consumer confidence cause spending decreases which impact even the strongest of established businesses. With credit markets being as tight as they are and without qualify financial information to support the request, business owners are often unable to obtain the financing required to expand their businesses when required, to new locations or with additional personnel. The 2010 Franchise Business Outlook[1] suggested that, even as the economy starts to recover, franchised small businesses will continue to face these financing struggles. The forecast is for “a slow recovery with marginal increases in the number of establishments, jobs and output.”

Looking to Washington for help, a number of small business organizations, along with The International Franchise Association, are “calling upon Senators to include more provisions in new job creation legislation to help small businesses access credit.” [2] The fear is that if credit access for small business isn’t made available now, the best opportunity to create sustainable business and subsequent job growth will be lost. Reliance by small businesses upon credit is unquestionable.

According to the IFA, “the depletion of [SBA loan] funds last fall is proof that the SBA programs were, and continue to be, critically important for our nation’s creditworthy entrepreneurs”. However, without sound business accounting and provable data, even the most business savvy entrepreneur may find their business “unbankable” and must therefore rely upon personal credit guarantees to support business growth.

Possibly the strongest point in the argument for franchisors facilitating accounting and financial management assistance to the franchisee centers on Item 19 of the FTC and state Franchise Disclosure Documents (FDD)/Uniform Franchise Offering Circular (UFOC). Item 19 is the Earnings Claim, which are estimates or historical figures detailing sales, expenses, and income a prospective franchisee might realize as the owner of a particular franchise.

The Earnings Claim is often considered to be the single most important factor in buying a franchise. As with purchasing any business, it is critical to have a realistic and supportable projection of sales, expenses, and profits earned. Particularly in a case where a potential new franchisee has no experience running a business, or no applied experience in that particular type of business, the earnings claim becomes the only guidance available. Unfortunately, the only source for this information is the franchisor itself, which often introduces doubt as to the veracity of the data. It is difficult to determine which could raise more doubt about the sincerity of the franchisor: using unverifiable data, or not providing an earnings claim at all.

When a franchisor elects to provide services to their franchisees, such as back-office accounting support or financial management oversight, then the opportunity to obtain data for the earnings claim, performance benchmarking, and royalties verification become realistic goals. Further, the ability to verify and substantiate the data can prove invaluable in a tough franchise market where buyers want good, verifiable information, and Item 19 helps sell units.

Offering accounting support to small business owners isn’t a new concept, but the technology to facilitate a truly seamless relationship has only become available in recent years. As Internet and Web-based application services emerged on the market, businesses flocked to them in order to gain the benefits of anytime, anywhere access to applications and data. However, the poor performance and lack of features left some business users without the tools they needed to handle all their requirements efficiently, so many returned to manual or local PC-based systems.

Secure remote access and application hosting services are a technology approach which adapts trusted and proven software and systems to a cloud-based, collaborative online working model. The server-based application model, which is essentially a hosting approach delivered from on-premises computers or offsite hosting infrastructure) allows the businesses to continue use of applications with the functionality required to support the business, but improves the IT environment by managing and securing the applications and data within the confines of the host. This eliminates the need to install or maintain applications on different computers and eliminates the need to have data copied or sync’d to different computers and devices.

A valuable aspect of providing secure remote access and centralized access to applications and data is the ability to then integrate with reporting systems designed to assist in the translation, analysis, and comparison of data from a single business to an entire franchise system.

Deploying server-based (hosted) computing models with remote and mobile capability means owners are able to retain their investments in software applications and processes while introducing new efficiencies and flexibility in their working models. The evident benefits are the ability to access information from any location, to have multiple locations work seamlessly together, and to allow outside accountants or other service providers to work seamlessly in the organization. Adding commercial hosting of the server expands on centralized management and administration with professionally-secured systems, greater predictability in ongoing IT costs and an improved ability for the business owner to focus on the business.

In summary, the franchisor market must look more closely at the fiscal management and reporting systems of their franchisees, and provide avenues to better-address access and support for accounting and bookkeeping responsibilities in order to gain credible performance data and useful benchmark metrics. Only through the ongoing participation of accredited accounting and financial personnel can the business financial data provide the information – and the insight – required to support aggressive business growth in this difficult economy.

The key is seamless integration, and the technology solution is the cloud-enabled model.

Make Sense?

J

[1] Report that measures the economic impact of franchising in the United States, prepared by PricewaterhouseCoopers (PwC), and commissioned by the International Franchise Association Educational Foundation. http://franchise.org/uploadedFiles/Franchise_Industry/Resources/Education_Foundation/2010%20Franchise%20Business%20Outlook%20Report_Final%202009.12.21.pdf

[2] Franchise.org Press Release http://www.franchise.org/Franchise-News-Detail.aspx?id=49246

Working Online With Clients: How to leverage the internet and cloud computing to work closer with your clients

Working Online With Clients: How to leverage the internet and cloud computing to work closer with your clients

When it comes to using technology and the Internet to work closer with bookkeeping and consulting clients, it is important to recognize that there is never only one way to accomplish something, and different clients will have equally different ideas on and tolerances for how you work with them.  In order to serve each and every client to the best of your ability, you have to carry around a “toolbox” of solutions and services which will assist you in delivering the most effective and efficient service in each situation and under each set of conditions.  While you must do what you can to streamline and standardize your processes to be as efficient as possible while delivering a high level of service, but you can only work within the parameters allowed by each client and circumstance.

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I think we can all agree that, whenever possible, it is wise to avoid situations where you have to get in the car and drive somewhere just to pick up information or paperwork.  These are the activities which are most costly in terms of time and resources.  Using file sharing solutions, such as DropBox or ShareFile, is a great way to get documents from clients.  That is, if the documents are in electronic form already.  If not, then either scanning the files and saving to the Dropbox or web folder, or faxing them to a service such as eFax, is the process.

Sometimes Internet connectivity is the issue.  Using a fax-to-email solution like eFax takes that out of the picture, in terms of getting documents and other paperwork from the client.  But let’s face it… there is no good way to electronically exchange or share QuickBooks or other computer data files safely and quickly unless the client has broadband Internet access.  You can always go back to dialup modems and connect using the old version of PCAnywhere, the way we did it years back, or you can recognize that sometimes you just have to get in the car and bring a USB drive with you.

Internet-based remote control solutions, such as LogMeIn, provide you with the ability to connect your computer directly to the client computer in order to perform tasks on their system and with their data.  This is a better approach than going to the client office and doing the work there, but it doesn’t address a situation where both you and the client need to be working at the same time.  If you are controlling their computer, you take over the workstation while you are connected, which prevents the client from doing independent work while you are doing your job. The better option is to use a solution that allows you to both work at the same time, even when connecting to the same computer.  MyQuickCloud does this. MyQuickCloud is a remote access solution that can be applied as both a remote access and remote working solution. It is better than remote control because it can allow many users at the same time to connect to the computer and run applications.

In some cases, working online with the client may mean working in the same applications and data files by accessing a centralized online solution, such as QuickBooks Online Edition or hosted QuickBooks (QB Online and hosted QuickBooks are not the same thing).  When both people (the client and the accountant/bookkeeper) have access to the same programs and data files in real-time, it allows them to work together more closely yet at times and from locations which work for the individuals.  This arrangement works quite well when the accounting professional and the client can both serve their requirements with the same software solution.  If the client uses QuickBooks to perform their daily tasks, the bookkeeper and accountant are able to simply log in and use the same solution to perform their work.

A model which more people are beginning to recognize as valuable is the model where each user or functional area in the business has the solution which works best for them, and the various solutions in the business each integrate and share data as necessary.  For an accountant or bookkeeper working with a small business, this may mean that the software or solution used by the client to handle their daily tasks is different from the solution used by the accounting professional to do their job.  Just as a tax preparer will use accounting data to prepare a tax return using a tax preparation solution, accountants may use transactional or financial data from other systems to perform accounting functions in an accounting software solution.  As long as the data is easily accessed, via built-in integration or sync tools, it makes a lot of sense to give each user a solution designed to meet their process needs because they will use the solution more effectively.  Giving a user way too much functionality can be confusing, and expose them to areas of business activity or information they should not have access to (or which is meaningless to their job) can waste time and introduce risk.

Examples of this approach might be where a small business owner uses FreshBooks accounting to manage their daily invoicing, but the information is then exported to and integrated into QuickBooks financial software, where the accountant or bookkeeper handles the rest of the business accounting functions. Another example may be when services such as Bill.com, TSheets, Expensify, Concur, and other “point” solutions are in use. These web-based solutions provide specific functionality, such as bill payments and approvals, employee timesheet management and reporting, expense management, and more.   They make it easier for the client to handle certain functions and address related information management and reporting needs, and facilitate the data integration with core accounting and finance.  In many cases, this approach delivers not only more relevant functionality and process support for the business users, and still allows the accounting professional to do their work with the tools which work for them.

Providing a high level of service to your client while embedding as much efficiency in your processes as possible can be a challenge for any outsourced accounting or bookkeeping professional.  Your profitability and the goodwill you develop with your client depend on finding the best way to engage and deliver on the promise of great service.   Your toolkit  – the connected services and solutions you leverage to this task – can positively impact the “degree of success” you experience with each client or project.

Make Sense?

J