QuickBooks Users: Vault Structure for Sharing QuickBooks Company Files

Overview

If you plan to allow users outside of your company to use the SmartVault Toolbar to attach documents to entries in QuickBooks, SmartVault recommends that you create a separate vault for each customer and their QuickBooks company file.

Guidance

For example, assume that you provide bookkeeping services for some of your clients. As a part of that work, the office manager at your client’s office is responsible for creating the day-to-day entries in QuickBooks and using the SmartVault Toolbar to attach supporting documents to QuickBooks entries. However, at the end of the month or the end of the year, you or one of the bookkeepers in your firm close out the month or year in the QuickBooks company file.

In this scenario, SmartVault recommends creating a separate vault for each client’s QuickBooks company file. This practice makes it easier to configure security and share the QuickBooks company file between users in your firm and users in your client’s company.

Considerations

The one client per vault scenario works best if you have less than 30 QuickBooks clients. If you have more than 30 QuickBooks clients, you will want to create a different structure. However, if you provide full-service bookkeeping services for your client, and your client does not need access to the QuickBooks company file, then you can choose to create one vault for all of your clients that you provide bookkeeping services for, and store all of the QuickBooks company files for your clients in one vault.

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