Over 10 years, we’ve amassed more than 250 partner companies. Over 100 of those partners are IT or managed services companies. We are able to build a strong, symbiotic relationship with these companies as their go-to QuickBooks expert. Not only do we provide access to the lowest pricing and great long-term promotions, but we also provide troubleshooting and strategy around QuickBooks setup and expansion. Although most IT companies have a strong handle on some of the common QuickBooks error codes, we get roughly 15 calls each week from partners and potential partners who have more complex concerns or critical issues.
Here are the most common reasons IT companies reach out to Fourlane:
#1 File Too Large
An oversized file is the #1 reason why QuickBooks users, and their IT partners, contact us. We’ve seen companies using the same QuickBooks file since 1998, with hundreds of employees, and up to 12gb of data. Many times the company (or their IT provider) has used the QuickBooks condense feature but something has gone awry. They call stressed and upset, fearful that their data has been deleted or corrupted, and frustrated because they can’t access everything they need to run their business.
We don’t perform traditional condenses. We typically recommend a Fourlane Summary Conversion. This is where we open a new QuickBooks file (in the most recent version of QuickBooks) and import over all open transactions. We then close out historical data but link it up so it is easily available for reference. This allows the client to start fresh with a fast, small new file, and also allows them to clean and reorganize their data and business processes to ensure they are making the most out of QuickBooks. Often this is a great inflection point to consider adding inventory, or cleaning up the chart of accounts.
Some of our clients we will do modified condenses like only removing non-posting transactions from the file to lower the link and target count. The ultimate goal is to improve QuickBooks usage and functionality, and buy them more time in the software. There is no file size that is “too big,” but depending on the size and age of their system we will approach the condense differently.
#2 Crashing or Sluggishness
If you work in IT or managed services, you probably know that the majority of crashes or slow software occur due to the environment. Of course this always has to be handled delicately with the client, as nobody likes being told that their computer setup is subpar or they’ve been doing something wrong.
Intuit recommends 2gb of RAM on the server computer, however our best practice is at least 1.5gb per user. So for a QuickBooks Enterprise file with 5 users, we recommend at least 7.5gb of RAM available. Actions like creating a detailed invoice or adjusting inventory can be extremely RAM-consuming and it is important to have enough space for the software to comfortably function under heavy consumption. File size is another reason for sluggishness.
#3 Integrations With Other Products
QuickBooks has more than 10,000 applications that integrate with their core software. However, sometimes COTS packages won’t play nice with Intuit’s API (which can be quite confusing to navigate if you’re unfamiliar). We have a dedicated programming team that works exclusively with the QuickBooks product suite, and knows the best way to build custom applications and reports. The most common products we build integrations with are:
- eCommerce applications
- Field Service Management
- Reporting tools (Tableau, Crystal Reports, etc.)
- Proprietary Software
- Industry Specific Software
#4 Moving And Converting Data
In the 9 years we’ve been in business we’ve done over 1,000 conversions to QuickBooks from other products, including larger products like SAP, NetSuite, and Oracle. We’ve also helped people downgrade from Enterprise to Pro or Premier to save money. We often also have customers using POS who want to spin specific locations off into their own LLCs and need to split the database, or companies who have purchased a new entity and want to integrate them into their QuickBooks file.
These all have unique challenges, but essentially require defining very strict parameters for which data will come over to the new system, downloading the data into a template file, and then importing the data into the new system. We always keep the old file open for at least a week to ensure we moved over everything and there is no need to pull additional data. We also have best practices for how to close the old file, improve workflows, and limit the strain on staff while working in two systems.
#5 Product Selection & Demos
Do you know the differences between QuickBooks Enterprise Gold, Silver, and Platinum? What about Point-of-Sale Pro and Basic? Do you know what additional features you’ll get if you purchase the Manufacturing Edition? Choosing the right QuickBooks stack for your client can be tricky, as there are overlapping features, reports, and functionality. We can help you save your clients time and money by selecting the right products, and doing training to ensure they are using the full functionality of the products they are paying for.
If you have clients who have questions or concerns about any QuickBooks products, we’re happy to help. Schedule a free consultation and we can make you look like a hero!