Quickbooks Requires supplemental spreadsheets

Signs That You Have Outgrown QuickBooks

Signs That You Have Outgrown QuickBooks

outgrown spreadsheets inventory

QuickBooks is a popular introductory accounting system for new and small businesses.  Its ease-of-use, affordability, and basic functionality, allow you to start using it without an in-depth knowledge of standard accounting procedures. As a business begins to grow, significant imitations become apparent and at some point the business management has to start thinking about converting to a more capable system.

Extensive Supplemental Spreadsheet Use is a Sign That You Have Outgrown QuickBooks...

One sign this is happening to your business, is when your team starts requiring the use of many external spreadsheets to supplement the capabilities provided by QuickBooks.

A goal of any well running business is to automate and become as efficient as possible. One way of achieving this is to utilize well-integrated software tools that can minimize the amount of manual labor needed to track and report on your business operations. Any process that requires the use of external spreadsheets should be immediately reviewed to see if it can be improved.


Some of the issues that can arise using QuickBooks, or accounting tools/ manual spreadsheets include:

  • Many pieces of data will require duplicate entries reducing employee productivity
  • Errors can arise when data needs to be manually entered rather than automatically
  • Data backups, audit trails, and data security are often quite weak when using spreadsheets
  • Sharing data between employees may require sending emails, uploading and downloading from a shared server, or even manually passing it on physically with a USB thumb drive
  • If different employees are using the same spreadsheet there may not be suitable enforcement to ensure that they are entering the data in a consistent manner

Quickbooks Requires supplemental spreadsheets

The reason that some companies may end up requiring many supplemental spreadsheets when using QuickBooks is because it was originally developed just as a basic accounting system. For many companies, the ability to track inventory, and manage production is a vital requirement. The QuickBooks support for this is insufficient. Certain required functions such as; lot tracking, bar-coding interfacing, running MRPs, and support for multiple warehouses may require supplemental solutions, which isn't how a business should be run. In addition, the reporting functionality in QuickBooks is focused only on providing accounting reports. They're the type of reports a user might need for managing inventory, or tracking production,which is something they don't provide for.

Other issues that a growing business may experience with QuickBooks, include; certain file size and data limitations, lack of suitable integration and automation capabilities with other software packages, lack of personalized support, and the inability to implement customization so that the software can work better for a particular business. A successful management approach is to adopt the philosophy of continuous improvement.  So things that may have worked okay when a company first started may no longer be the best approach as a company grows. One exercise recommended is to review your operations, and count the number of external spreadsheets that are used by your staff to help run the business. You may be surprised at the result! And if you are, call us at My Office Apps to see a demo of how our Kechie ERP software can provide a more capable, integrated solution that will allow you to eliminate the manual spreadsheets, improve efficiency and gain better visibility into your overall operations.


cloud security for ERP

ERP Systems and Cloud Security

ERP Systems and Cloud Security

cloud security for ERP

A significant concern held by CIOs and top managers at companies of all sizes is the risk of a cybersecurity issue at their company.  Their concern is justified and many are actively working to improve their software, systems, and procedures so that they will not have any problems.

A common misconception of ERP systems is that on-premise systems will have better security than a cloud-based system since it can be closely monitored.  The fact is, the exact opposite is true!  A cloud-based system will actually be MORE secure than one that you might operate on your own premises.

Reasons why Cloud security is better than on-premise

First, Software-as-a-Service (SaaS) providers are particularly focused on excelling in this area.  They know that a breach in their security will cause customers to lose confidence them and severely impact their business.  Their staff is particularly trained to identify and eliminate any potential security threats, and have a broader experience warding off these attacks. On the other hand, a user company’s internal IT staff will have too much on its plate trying to manage all of these responsibilities, while not being experts in cybersecurity.

In additional to having staff and internal procedures focused on providing great cybersecurity, having the right software to utilize is just as important. At My Office Apps, we partner with the Progress Software company for the back-end database functionality of Kechie ERP software.  Progress Software was founded in 1981 and is one of the largest providers of database management software used by over 150,000 enterprises worldwide.

cloud ERP security

Security features that are built into this ERP software:

  • The Authentication of Users: Who is allowed to get in either via a User Interface (UI) or directly to API’s?
  • Authorization: Once a user logs into your application, what data are they allowed to access?
  • Auditing: What did the user change?
  • Data-at-rest: Is the data secure when it’s stored in the application?
  • Data-in-motion: Is the data secure when it’s flowing through various architectural components of your application?
  • Network connectivity: How do you make sure that the various ways in which a user can access your application are safe, both inside and outside the application boundaries?


The Kechie software takes advantage of these features by creating a smooth interface to this functionality that can enhance its capabilities.  For example, different permissions can be programmed in the system for each user for either NO ACCESS, VIEW, UPDATE, or ADMIN privileges. These allow you to keep employees on a need to know and prevent unauthorized viewing, deleting, or changing of data by someone who shouldn’t be doing so.  Another feature in Kechie is the CHANGE LOG function.  This means that if a hacker ever was able to get into the system and change something, it could be detected.  The hacker would not be able to cover their tracks.  This feature is also useful in recovering from inadvertent errors in your staff.  If something is mistakenly changed, an administrator could go in, figure out what happened and take corrective action. In addition, the cloud-based system also will have automatic data replication functionality. So if a data base becomes invalid due to a hacker or some other reason, the replicated information would be available for restoration of the data and maintaining functionality for the end user.

If you’re worried about communicating your data over the internet, precautions must be taken to ensure that a bad actor can’t tap into the connection, read the data, and cause mischief with this information.  The internet standard for this is called Transport Layer Security (TLS) and the Kechie software fully complies with this.  All data transmitted between the end user and the server is encrypted, meaning if someone were able to intercept the data, they would not be able to decode it or do anything with it.  Simply put, the data sitting at rest on the server is encrypted, and if someone were to physically break into the server room and steal the storage hardware, they also would not be able to decode the data or do anything with it.

Your company’s data has been at the forefront of Kechie’s creation from the start, to make sure that it is kept secure by both My Office Apps, and its partners. With the Kechie ERP system, you won’t have to worry about cybersecurity. You can instead focus your efforts on running and building your business with peace of mind.