There are several factors to consider in determining the company data that goes either in QuickBooks, SharePoint, or both.
- QuickBooks Access. Determine which employees really need access to your accounting data. If they are neither undertaking financial management nor accounting tasks, you probably don’t want them in your accounting system for security, accessibility, and cost purposes. So place the data they need in SharePoint.
- # of Users. If you have more than 30 employees that need access to QuickBooks, even the enterprise version isn’t going to accommodate your needs. Those that generate accounting transactions should stay in QuickBooks and meet the business needs of your other users through SharePoint.
- Application Performance. If you have an in-house version of QuickBooks, you need to worry about performance. Too many users slow the application down and users may not be able to efficiently complete their tasks. SharePoint is a cloud application that runs on truly enterprise level technology (server hardware farms, SQL Server, Windows Server, etc.) you can get non accounting tasks completed much faster. So use QuickBooks for accounting and SharePoint for tasks discussed through out this blog such as customer relationship management, scheduling, project management, document management, etc.
- Cost. QuickBooks user licenses can be fairly expensive. So do a cost comparison on SharePoint vs QuickBooks user costs for tasks that can be undertaken in either one. Don’t forget to include the savings that may be generated by Office 365 for both SharePoint and Office together.
- Accessibility. If your employees need offsite accessibility and mobile device accessibility, SharePoint may be the best way to meet your non accounting needs due to its capabilities in these areas.