Being self employed is not for the faint of heart. Between managing operations, leading a team, juggling clients as well as CPA requests – oh and let’s not forget about the family- tech issues can throw a wrench in even the best-laid plans. I can talk about it because I’ve been there—struggling against tech disasters—and I’ve come out stronger thanks to tools like QuickBooks Online, Google Workspace, digital filing, secure tokens, password managers and of course a good backup strategy.
The Tech-tasrophy
There I was, knee-deep in year end with the tax deadline breathing down my neck when suddenly, my computer starts acting up. The screen is just sitting there…….spiraling, trying to load but not getting anywhere. To say a wave of panic washed over me as the thought of losing critical data is an understatement. This was my nightmare scenario with 13 days to go before the April 15th tax deadline. After a moment – or two – of panic and a few choice words, I took a breath and remembered my work does not live on my computer. I had evolved to cloud accounting and transitioned my paper filing to a digital system. What did that mean? All I needed was a new computer and I could be back up and running. No trying to save files or transferring them to a new computer. No fear over lost data or hours of time trying to recreate work. I even had an old clunky computer to use while I waited for my new one to be picked up by my husband on the way home from work! The relief and gratitude that I had made the transition was like hitting the lottery.
1: Embracing QuickBooks Online and Google Workspace
QuickBooks Online (aka QBO) has transformed from just an accounting tool to a crucial lifeline. It has streamlined workflows, financial management and reporting. I love the real time collaboration with my clients and their tax pros. I don’t miss having to save the data files or not being able to use my file while the accountant has it. Using Google Workspace complemented this beautifully, enhancing productivity with a personalized dashboard that includes access to my files, calendar and documents all tied to my login making it so I could hit the ground running and have everything I needed write at my finger tips. Together, they have formed the backbone of my daily operations. You’d think I own stock or am an affiliate but I’m just a grateful user who saved time, money and sanity because of these two tools.
2: Taming the Paper Monster
The digital era has been a game changer for handling paperwork and backup documents needed for business as well as personal bookkeeping and taxes. The shift from piles of paper to digital files has meant better organization and being able to more quickly and easily find those files when needed. If I can’t find something in 15 seconds or less I get frustrated. Not only is the old saying that time is money true but, being disorganized is not a good look for any business owner, never mind a bookkeeper! Contracts, invoices, and important documents were now just a click away, stored securely and efficiently in the cloud. This transition not only saved space but has also drastically reduced the time spent managing paperwork. No more piles of paper or storing boxes of documents for me (insert evil grin).
3: Secure Tokens and Security Codes: Pain in the A$$ or, Lifesavers in Disguise
I agree that dealing with PINS, Secure tokens and security codes doesn’t just seem like a nuisance. It IS annoying and sometimes frustrating but this is how you protect your information so you don’t get hacked. These small layers of security pack a powerful punch against fraud. The few extra seconds it takes to authenticate a login can save your business from disastrous breaches. This protective barrier has become an indispensable part of my security strategy not just for me, but for my clients, safeguarding information from cyber threats.
4: Why Backup Matters
If you’re questioning why I feel the need for backups in a cloud-dominated world, consider them your ultimate safety net. Hardware failures, software issues, or cyberattacks can strike unexpectedly, but a solid backup strategy means your data remains intact and retrievable. It’s the insurance policy that lets me sleep soundly, knowing all of my business data is secure. As much as I strive to save things electronically to cloud storage, we all download things including pictures that we don’t necessarily want to lose. This is where a computer back up comes in handy. There are quite a few online computer back up services like Carbonite, Backblaze and iDrive just to name a few. I couple that with a Solid State Drive (SSD) because I’m a little OCD. I’m a bookkeeper, what did you expect?
5: Fort Knox for Your Passwords
You don’t have to tell me that managing numerous passwords can be daunting and exhausting. Here’s the reality – security is more critical now than ever before. Integrating a password manager has been a life saver and an effective strategy to beef up security while streamlining access to my tools and accounts. Password managers store my logins and passwords, saving time while avoiding potential security risks. How? It can generate strong complex passwords and fill them in for you. Too often I see people either save their passwords in their phone or in a notebook they carry around making them an easy target. Using a password manager means I can sync multiple devices and I love the security alerts they offer if a password is weak, was duplicated or potentially exposed in a data breach. These alerts prompt you to change your password so you keep your information safe. I don’t know how I managed without them.
Conclusion
Running a business can get complicated, but it doesn’t have to be. I’m here to make things easier by setting you up with the right tools.
Let’s get you set up to keep things running smoothly so you can focus on what you do best—growing your business.
Drop me a line now and let’s get started. Don’t wait to get ahead—let’s do this together, today!