beyond quickbooks

Data Integrity

You cannot function without Excel

You need GAAP or SOX compliance

Backups take took long

Report generation takes too long

It’s hard to determine your true cash balance

Productivity

You are using multiple systems

You need more than 5 users in you system

Takes too long to bill clients

Takes too long to generate monthly financials

You are duplicating data entry efforts

You need custom reports

Workflow, Automation + Visibility

You need to automate:

o Procurement

o Sales Order Processing

o Work Order Processing

o MRP

o … and more

You need to process multi-currency transactions

You need integration with other system; such as time tracker, payroll, etc.

Symptoms of Outgrowing QuickBooks®

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Most small companies start off using QuickBooks (QBs) as their accounting

system, it is inexpensive and relatively easy to implement and learn. It was

designed for very small companies with unsophisticated operational

processes and simple reporting requirements.

But at some point, these small companies start to grow and the level of

complexity of their

business operations and

daily tasks start to

increase. Over time, an

application like QBs can

become an obstacle to

growing businesses’

operations.

Slowing down day-to-

day business processes,

not producing necessary

reports and lack of

integration amongst the business units are clear signs that your company has

outgrown QBs.

After a year or two of growth, start-ups find that QBs is not robust enough to

effectively manage the operation, creating a need for a true ERP system.

Some of the clear signs that it is time to move on are when most data

management and reporting is done in Excel, and QBs is being used as a check

writer and for journal entries only, forcing all other processes to take place in

disparate systems.

Are you an Excel hostage?

You are if you depend on

Excel to do most of your data

management and reporting …

“Is it time to move on!”


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A lot of spreadsheets

Companies heavily relying on Excel to complement QBs to manage a significant part of their business operations and create the necessary reports. This is costly and very often, inaccurate.

If your company is forced to use spreadsheets for tracking and reporting much of your accounting related data, you have outgrown QBs. Many fast growing companies find the limited functionality inhibits data tracking, and therefore turn to spreadsheets. The islands of information on spreadsheets create extra work and increase the potential for errors, slowing everyone down.

Data Security Concerns

When only a few people are using QBs, the limitations to restricting access to functions and data is usually not a problem. But as users are added with more specialized roles, some companies are finding their records are too open to users that don’t have the need for full access to the data. This may make it more difficult to protect the data.

Data Redundancy and Reporting

The most valuable "asset" your company has is your employee's time and knowledge; any process (or operational deficiency) that causes duplicate data entry is costly. For example, if timesheets have to be entered into a payroll system, then again into a billing system (or Excel), and then again into spreadsheets to create management reports, you could be wasting 20-50% of their time, and the related salary and benefit costs.

Companies using QBs find that it can become a bottleneck, slowing down their ability to perform day-to-day tasks, manage operations and financial processes. Inevitably, these operational obstacles can become an extremely frustrating for your staff, which ultimately flows down to clients.

QBs has some standard reports that attempt to provide information needed by the typical business. In most cases, these reports are not complete and you must use spreadsheets and manually input or remove data to get the reports you need. This lack of reporting capability creates duplicate processes that waste employee's time and delays the ability of managers to get critical information in a timely manner.

“As companies grow, so does the need

for sophistication and better reporting.

Many companies find that reporting

tool options for QBs are not meeting

their needs when compared to robust

accounting systems such as SAP

Business One.”


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You are using several different packages and "bolting" them together

QBs can't manage the operational requirements of a growing business. There are many 3rd party software vendors that have developed add-on products that "integrate" with QBs to fill the gaps. Usually with inferior architectures, these user interfaces and integrations are clunky and at risk of braking during updates. These complementing products can work for a little while but can’t really provide the streamlining of internal processes growing businesses need.

In addition, you may have islands of data locked into different systems. For example, you may have an eCommerce portal, not integrated with QBs; or perhaps your CRM does not integrate with your production management system. As a result, there is a lot of duplication of data and isolate processes making increasing inefficiency and lowering productivity and profitability.

Grow and Scalability

QBs has data and record size limitations that may become a problem for fast

growing companies. As a company begins to reach the limitations there is also potential for the data to become corrupted. This may make it more difficult and costly to move the data to another system.

As companies grow some may hit the user count limits and may be forced to upgrade. The user limitations make it difficult for the system to be universally accessible to the company and accommodate users who may need limited access to the system.

Incomplete Audit Trails

Accountants and business owners like their financial information to be comprehensive and well-documented. QBs provides some levels of audit trails but, there are some circumstances where critical financial information can be changed without the proper historical audit trails. Not complying with GAAP could leave a company vulnerable to inaccurate records and possible loss of revenue and, potentially, legal troubles.

If any of these issues are apparent

at your company, you may have

already outgrown QBs and,

therefore, be feeling the pain,

both, financially and

operationally. Careful analysis of

your processes, including looking

where employees are engaging in

duplicative and inefficient

processes can help you determine

if it is time to look at an ERP

software application that can

position your firm for growth, and

quickly alleviate the stress caused

by software not suited for your

present and future needs.


3785 NW 82nd



Making the Move

Many organizations feel that migrating out of QBs onto an ERP system can take too long, be too expensive or that their business history would be gone. Consequently, many have built their internal processes around QBs features and functionality and, while inefficient, users get used to it and learn to live with the pain. Also, they believe that the status quo is fine—until they lose their main QBs user or their data gets corrupted.

So, the first step is to prioritize your functional requirements—which ones are critical, important, or “would be nice to have.” Then, come up with a ballpark figure for what you are willing to pay for this on a monthly basis and research what systems are available to meet your needs.

Some businesses choose to stay on QBs until the proper staffing within the accounting department allows for change. For the most part, staff must be able to get the day-to-day work done and spend the time to effectively set up a new system. You need, at least, one true accounting personnel to run a midmarket accounting system.

Preparing for transition (cloud or on-site), here are a few tips:

Genuinely like and trust the software implementer you decide to work with. Ask for references and check them

Ensure that the data in QBs is accurate. You cannot expect to convert inaccurate data and have it be a good starting point in a new system

Have the proper staff in place on your end

Appoint a project manager on your side

Make sure that all staff vacation and time-off schedules are known before designing a project plan

All in ONE system, ALL in

INTEGRATION AUTOMATION SCALABILITY

MOBILITY EMPOWERMENT


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About Celeritech

“OUR CUSTOMERS’ INTEREST HAS ALWAYS BEEN OUR FIRST PRIORITY”.

Since 2004, CeleriTech has been a certified SAP Channel Partner, 154 professionals

supporting more than 3,600 satisfied users, in Latin

America and the US.

Providing a full range of services, from implementation and

consulting to education and technical support, Celeritech

enables you to work more efficiently and profitably.

CeleriTech professionals specialize in implementing

integrated business technology solutions tailored to the

needs of its clients.

CeleriTech embraces innovation to maximize profitability

through the implementation of Integrated Business

Solutions, such as ERP systems (Enterprise Resource Planning), CRM systems (Customer

Relationship Management), SCM (Supply Chain Management), BI (Business Intelligence), CSS

(Customer Self-Service), Business Media and more…

Top 10 Reasons Why CeleriTech

1 Leadership We are partners with the world leader business management software

2 Complete We deliver full solutions and support

3 Choice Pick the best fit for your business

4 Knowledge 154 professionals, more than 3,600 satisfied users

5 Systematic Defined plan from start to finish

6 Insight Our solutions turn data into priceless information

7 Innovation We deliver creativity so you can succeed

8 Growth Our solutions can grow and diversify with you

9 Local We have physical presence in the US, Venezuela, Colombia, Peru and Ecuador

10 People Our knowledge and passion is dedicated to your success

beyond quickbooks

Technology