December 16, 2014

Happy Hanukkah

hanakkuhMay this season of beauty and light fill your heart and home with happiness. Happy Hanukkah!

Happy Hanukkah

August 7, 2014

QuickBooks for Attorneys Book on Sale

saleIn celebration of back to school time, we have our best selling book, Law Practice Accounting Using QuickBooks and Law Practice Accounting Using QuickBooks for MAC, on sale for $10.00 off the regular price. Order on or before August 31st to save and get a head start on getting you firm’s books in order before the crunch of the end of the year.  The book is written for both PC and MAC versions of QuickBooks

Click here to Order Today and Save!

If you are interested in learning about using the Online version of QuickBooks, please give us a call at (904) 28-4480 for more information. Enjoy the rest of the summer and remember to give us a call if you need help using QuickBooks in your Law Firm!


QuickBooks for Attorneys Book on Sale

QuickBooks Lists Not Sorted Alphabetically

In my consulting practice I have recently had quite a few Attorneys that use QuickBooks have a common problem when they were trying to display a list.  The problem is when they view a list (like the Chart of Accounts), the list is not sorted alphabetically, which makes finding a particular entry a bit of a hassle.

Here is a quick way to get those lists back in shape.

  1. Click on List from the Main Menu and choose Chart of Accounts.

  2. This will display your Chart of Accounts list.

  3. With the list open, click View from the Main Menu and Re-sort list.
Tada!  The list is resorted.   This will also work in the customers, vendors and items list.

QuickBooks Lists Not Sorted Alphabetically

May 28, 2013

QuickBooks Update Service

When you open QuickBooks you may encounter a message that says QuickBooks has an update.

Figure 1.1


Don’t just click Install Later.   It usually only takes a few minutes.   QuickBooks releases these updates for fixes or new features.

If you are working in a network environment you need to keep in mind that once one of you update you will all need to update.   2013 released the R6 update and this fixed a lot of issues they were having so I recommend updating it.

If you have an older product you may see a message that prompts you for a new release.   This is upgrading, so you don’t want to do this unless you want to buy the new product.

QuickBooks Update Service

You Can Use QuickBooks in Your Law Firm

QuickBooks is the number one small business accounting software and for good reason. It is easy to use and reasonably priced. QuickBooks can do the following things that attorneys generally need:

  • Client Information – Track Client contact information and case information.

  • Track Billable and Non Billable Time – QuickBooks has a great Time Tracking feature. An attorney can track their billable and non billable time for their clients. It also has a Timer program that comes separate and able to run without QuickBooks. This enables everyone in the office to track time and the bookkeeper and pull the time into QuickBooks.

  • Tracking Postage, Copies and Other Client Costs – QuickBooks can help you keep track of postage, copies and other client costs so that you can easily bill your clients.

  • Billing Rates and Price Levels – You can create custom price levels for your clients. It can also track Billing Rate levels that can be associated by the time keeper. (This is available in the Professional Services edition.)

  • Conflicts of Interest – In the 2009 versions and later of QuickBooks you have the ability to do advanced searches quickly and easily within your customer list.

  • Retainers – Yes you can track retainers in QuickBooks. Reports can easily be created and memorized so you will always know what money you are holding in retainers.

  • Trust Accounting – Easily track the money you are holding in trust and create reports to help you stay in compliance with Trust Accounting Laws.

QuickBooks also has the ability to:

  • Write checks

  • Link to online Bank Accounts

  • Accounts Receivable

  • Accounts Payable

  • Payroll

  • 1099’s

You Can Use QuickBooks in Your Law Firm

April 23, 2013

Schedule Backup in QuickBooks

This week alone I have had two people call me asking me how to restore a QuickBooks backup file.   One call was the result of a computer crash, the other has no idea what happened, it just stopped working.   Unfortunately for both of these callers,  the last backup they had was in early March when they made one for their CPA.  So all of the work that they had done between now and March was gone.  Terrifying thought, isn’t it?

This does not need to happen to anyone. There is a  built  feature that will allow you to schedule a backup in QuickBooks to a location you choose.  It runs automatically, and this way it is done for you without you having to remember to run it.

While best practices dictate that you should be backing up to a remote drive or an external device, like a thumb drive or external hard drive, we have found that just having a backup on the computer can be a lifesaver when you get a corrupted datafile.  And if you are running an online backup program like Crash Plan or Carbonite or even Dropbox, you will get your nightly backup file backed up to the cloud and you will be double safe, having a local and off-site backup.  One thing that we have found through many years is that there is no such thing as backing up too much.

Schedule Backup In QuickBooks Automatically

Here are the steps for setting up an automatic backup job.

Click on File from the Main Menu and choose Create a Backup.

On the frist window (Figure 1.1) choose Local backup and click Next.

Schedule Backup in QuickBooks Figure 1.1

Figure 1.1


Choose the location.   I am choosing my Dropbox folder.   This way if my hard drive crashes,  I have a backup in a remote location that I can get to from anywhere.  On this screen (Figure 1.2)  you can also limit the number of backups to keep in the folder, so you don’t have to worry about disk space.

Change any additional settings, then click Next.

Automatic backups in QuickBooks Figure 1.2

Figure 1.2


On this screen (Figure 1.3) you are given several options for running your backup. Choose the Second option, Save it now and schedule future backups so that you can configure your automatic backup options.

Click Next when you are done.

Automatic backups in QuickBooks Figure 1.3

Figure 1.3


This next screen gives you the options for your automatic backups.  You have several options that you can set, including days and time to backup. I have mine backing up daily.   I am keeping 8 days of backups and     I set it to do it in the early morning and every workday.  Remember that you computer has to be on in order for the backup to run, so if you turn your computer off each night, make sure that you select a time to run when the computer will be powered on.

Automatic backups in QuickBooks Figure 1.4

Figure 1.4


You will need to store your password, so that the program will have the permissions it needs to run automatically. Click on Store Password, enter your password and then click Finish.

TaDa!  Now you have a scheduled backup of your Quickbooks data file.   Now, you have one last step to make sure that you backup is running.  Tomorrow, check you backup folder and make sure that your new backup file is there.  I would put a reminder in your calendar for the next few days to make sure that it did run successfully, then set a reminder to check at least every 2 weeks.  Nothing is worse that thinking that you are backing up than to find out when you need it that there was a problem, and it was not running.

I also advise my clients to restore a backup a couple of times a year to make sure that all is well with the backups.  You can never bee too sure!

If you have any other tips for backing up, tell us below.  We would love to hear from you.

Schedule Backup in QuickBooks

March 28, 2013

QuickBooks 2013 R6 Now Available

We have just learned that Intuit has released a new update for QuickBooks 2013 – R6.  We recommend all users install this update, especially if you are one of the users that suffered from the Unexpected QuickBooks crash issue that we mentioned a few days ago.

According to Intuit this updates makes that following changes -

  • Resolved QBW32.EXE Fatal Application Exit error (Unrecoverable Error 02700 80318)

  • Improved performance.

  • Added the ability to change the Company File Color Scheme

  • Added Windows 8 support for the QuickBooks Attach Documents scan manager.

  • Added Monthly payroll item limits.

Your QuickBooks should alert you when this update is available  but if you want to check and install it manually you can follow the instructions below.

I just ran the update and it took a few minutes on my machine to finish and I had to restart my computer.   When I opened my company file the color scheme was changed and it updated my datafile.   If you share your datafile you will all need to update to use the company file.   So far so good.  No crashes.

Manual Update

To run a manual update, click on Help, then Update QuickBooks.  On the fist page of the Update QuickBooks window click on the big blue Update Now button.  That will bring up the Update Now tab and you can then click on the blue Get Updates button.


Click to Enlarge

Allow a few minutes for all of the updates to download, then when it is finished, close QuickBooks and re-open.  QuickBooks will install your new updates and you should be good to go.




QuickBooks 2013 R6 Now Available