Monday, October 31, 2016

Time Travel Is Now Possible with TSheets

I just returned recently from the wowtastic QuickBooks Connect conference in San Jose, California. As always, I gained a ton of knowledge about how to run, grow, and develop my business and heard about many exciting new features coming down the pipe for QuickBooks Online (QBO). I also explored a plethora of apps that connect to QBO.

One of the standouts was TSheets. Of course, they are hard to miss at QB Connect, known for their parties, fun loot, and anticipated scheduled raffles at their rancous booth. They truly love us QuickBooks ProAdvisors! But they also love their employees and customers. This shows when contacting them for support; their employees are so fun and bubbly, using funny words like ticklers for follow up reminders, that this is one of the few companies I would look forward to calling. They are customer-focused because they know they already have an awesome product but they listen to feedback and update their software with amazing new features all the time.

As an Intuit Online Payroll (IOP) user, I was thrilled when I learned that I can now import TSheets timesheets in IOP. Even though IOP has a timesheet and time clock add on, IOP discontinued job costing, which was a real bummer to say the least. But you can have the best of both worlds with TSheets: job costing using customers from QuickBooks in time data and the export of hours directly into payroll. And setting this all up was as easy as installing a Chrome Extension and simply connecting to QBO. It literally takes seconds, it is so easy!

But wait, it doesn't just end there! The big reveal was the direct integration of TSheets' famous timesheet directly within QuickBooks Online. Instead of having to export time to QBO from within TSheets, which only required one click, you can now click on Approve Time under the Employees menu in QBO and seamlessly enter time. The look and feel mimics QBO to a T so it doesn't even look like you have left QBO. Read more from my friend William Murphy's article at Insightful Accountant: TSheets Partners with Intuit to Streamline Payroll for QBO Users.

Fast forward to the future! It is partnerships like this that will propel QuickBooks Online into the forefront of technology and enable small businesses to become even more efficient. Thanks TSheets!

Tuesday, October 18, 2016

UPDATE: Using a Credit Card or Cash Overseas

I have done a couple trips to Europe since this post: Should I Use My Credit Card Overseas? and a lot has changed since then. My Barclaycard Silver Aviator credit card no longer charges a 3% foreign transaction fee and neither does my new upgraded Citibank AAdvantage Executive card. Since my exclusive use of these cards for AAdvantage miles has allowed me to fly for free on these trips, it makes sense to use these when traveling abroad. They are also now chip-enabled, also referred to as Chip and Signature. As I mentioned in my previous post, this is not the same as the European standard of Chip and Pin, even though I was required to create a pin for these cards. This means that when you eat at a restaurant, they still bring the credit card terminal to your table and they insert your card into the chip reader and process the card. Simple enough since you won't get any looks for trying to use a magnetic stripe only card, which are pretty much obsolete anyway now. However, you will see a look of surprise when the receipt prints out and requires a signature. 9 times out of 10 your server won't have a pen, so they have to run away and find one. With Chip and Pin cards, they simply print out a receipt and you are on your way. Since service is included, there is nothing to fill out or sign on a receipt. My advice: have a pen on you so that when the receipt prints, you are ready to sign away and not inconvenience your server. I'll be sure to do this on my next trip coming up!

I've mentioned my previous joy with using the Travelex Multi-currency Cash Passport™ Prepaid MasterCard®. This is a true Chip and Pin card. I loved the convenience of using this card and it was quick and easy to transfer money. But I did the math and the exchange rate is very unfavorable, much worse than what you would get with the foreign exchange rates set by Mastercard to convert from a transaction's currency to your card's currency for cross-border purchases and ATM transactions and you don't get any kind of rewards or cash back. I was concerned about using my Barclaycard Mastercard at kiosks such as at train stations for purchasing train tickets or metro tickets that only accept chip cards with a pin number. This actually works and the only time when the Chip and Pin functionality of this card kicks in, when there isn't a physical person to conduct the transaction.

I don't like to carry cash at all, much less abroad, but there are times when you can't use a credit card for a purchase, like at a small kiosk in a market for souvenirs. For that reason, I usually only carry a small amount, around 100 Euros. However, on my last trip I ate at a restaurant in Lyon, France that told me at the end of our meal that they didn't accept credit cards. That ate up all my euros in one go, so be sure to ask every establishment you want to use your credit card that doesn't already have any credit card logos on their window or display. Then, in Paris, I was at a restaurant where their internet went down and they had to figure out how to connect their credit card machine via a telephone line to process transactions. This incurred quite a wait but the manager was very nice and didn't expect me to come up with cash instead, as I didn't have any left anyway. For my next trip, I had to find a way to get more euros. Exchanging money ahead of time at a Travelex location within a US airport or any exchange place upon arrival in Europe will probably get you the absolute worst rate. Therefore, I researched ordering euros from a bank and having it delivered or picked up at a branch. I checked with the majors: Bank of America, Wells Fargo, and Citibank. While the exchange rate is still worse than the official exchange rate and the additional fees varied among all three, the additional fee with Bank of America was the lowest to have my cash delivered to my home:



Wells Fargo


Of course, because of the rate and fees involved, this isn't something I would recommend doing several times. On a recent trip to Italy, I was able to use an ATM that was part of the global alliance with Bank of America. You get a pretty good rate, as it's tied to the official exchange rate, but you still get charged a 3% foreign transaction fee, which still makes a credit card the best option. Since my next foreign trip is on a European river cruise starting in Switzerland, I wanted to have my euros before my trip (for tips to tour guides and bus drivers) instead of having to find an ATM in one of the port cities in France. Otherwise, withdrawing money from an ATM that has a partnership with your bank or credit union is probably the best option for cash. Paris has a BNP on practically every corner.

Final note: You can't apply for a new card in the Aviator series or any other card branded for AAdvantage miles with Barclaycard as these were previously US Airways miles co-branded cards that were converted, but they do offer this travel rewards card: Barclaycard Arrival Plus World Elite MasterCard. Instead, I recommend the Citi® / AAdvantage® Executive World Elite™ MasterCard®. It's the only card that provides American Airlines Admirals Club® membership. I'm located in Phoenix, which is a major AA hub so I fly them almost exclusively, but there are certainly other co-branded credit cards with no foreign transactions fees tied to other airlines.

Tuesday, September 27, 2016

Import Old Bank & Credit Card Transactions from PDF Statements into QuickBooks Online

QuickBooks Online (QBO) downloads the last 90 days of transactions when you first connect an account. This is great when adding a relatively new account. But what if you create a new QBO account for a business that has been open for many months or over a year that you want to "catch up" on? Some banks will only allow you to do download up to a certain amount of transactions: 90 days, 6 months, only a year. You can buy software to scan PDF statements into QBO, but that can be very expensive. It may be cheaper to just pay a bookkeeper to key in the data! But if you are looking for a free way, except for your time, of getting these transactions imported into QBO, I have a solution for you.

  1. Download your bank or credit card statements in PDF format, if you don't already have them.
  2. Open each statement using Nitro PDF Reader. It's free.
  3. Convert to a text (.TXT) file. This should open up automatically in Notepad on a PC using the default settings. 

  4. Create a new Excel worksheet with columns: Date, Amount, Description.

  5. Depending on the format of each bank or credit card's statement, you can usually start by pasting in groups into each column. In my test with Capital One, my text file listed the transactions in numerical sequence, but the date was together with the description separate from the amounts. So I just keyed in the dates manually from the pasted descriptions and formatted the column as *M/DD/YYYY. For the amount column, I formatted as a general number to remove the $ sign. But I had to create another column temporarily to change charges to negative amount (=B2 * -1), for example, and then copy down. Then, I copied and pasted only the values back into the original column. Payments and credits have to be positive amounts. Finally, I just highlighted and hit backspace to remove the sequence number and dates from the description, but it wouldn't hurt to leave them.
  6. Save Excel file in CSV format.
  7. Import into QBO using File Upload option in dropdown menu. Add the account or select the account if you already have it in QBO. It should recognize the Date and Description columns, but you may have to tell QBO which column to use for the Amount. Keep the selection for 1 column. Click Next and verify what will be imported. Click Next again and you're done! 

I prefer to do one statement at a time copying the Excel template and saving for each month. That way, I can confirm the imported transactions show correctly in Banking after each import. And if I make a mistake, I can exclude and delete the last ones I imported, fix the file, and import again. But if you verify the transactions in Step 7 before the final Next, you should not have to do this. 

Then, all you have to do is categorize and add or match to existing transactions, such as payments from a checking account already in QBO. You can speed things up by creating rules for transactions with similar descriptions so that QBO recognizes them and automatically adds them. 

Friday, July 8, 2016

Save Attachments to Customers and Vendors in QuickBooks Online

I'm So Attached to You!

You provided the feedback and they listened! Yes, it's true. Using the gear icon in the upper right-hand corner of QuickBooks Online (QBO) there is an extremely important and useful feature under Your Company called Feedback. There is a dedicated team at Intuit that reviews feedback provided via this channel, buckets the most popular submissions, and then budgets the implementation of features slated for future updates. It's also a great place to provide Praise to the team for listening to us when our desperately needed features or fixes are implemented. So keep providing your feedback to make this product even better!

Attachments in QBO is a much needed function for a cloud-based software. Having the ability to snap photos from the mobile app or scan receipts saved as PDFs that can be attached to transactions in QBO is essential for record-keeping. Being a completely paperless business, I scan everything into specific folders in Google Drive, with my current year receipt folder synced to my desktop into which I use a scanner that saves PDFs. But that's a whole other process which I was go over in a later post!

One of the latest updates to QBO has been the addition of attachments to Customers and Vendors. When you edit a customer (or client, donor, or other type you have set up in the settings), there is now an attachments tab. Here you can either click in the box/icon or drag and drop files to attach one or more files. You can attach practically anything: contracts, Excel spreadsheets, photos, you name it. And there is a generous 25MB limit for all the stuff you can attach to one customer. I thought this limit was above and beyond what was need to attach just one PDF receipt to an expense, but being able to attach multiple files is necessary in a lot of cases, such as attaching contracts, outlines, photos, etc. to estimates or merchant processing receipts, delivery tickets, etc. to invoices and sales receipts, which can then selectively be sent to a customer via email. I could see how attachments could be useful for vendors too, such as adding sales tax exemption certificates, W-9s for 1099 contractors, and so forth.

Unfortunately, the ability to add attachments to Accounts wasn't added in this update. I have been asking for this option and consider it the most important since I would like to be able to attach PDFs of bank statements or credit card statements that have been used for reconciliations. Or maybe you would like to attach loan statements or bills of sale for long term liabilities or fixed assets. Hopefully, Intuit is working on this functionality. If not, please send your own feedback so that they know this is important enough to add sooner than later. Currently, I am just uploading PDFs to the Attachment center and then editing them to say "Statement" in the Notes. This way, I can at least sort by the Note column to find all my statements, but it is still a pain to have to do this along with sorting by Name to find a particular statement.

Thursday, July 7, 2016

Send Invoice from QuickBooks Online using Images in Gmail

Save and Share Link

Intuit is constanting working hard and adding new features to QuickBooks Online (QBO) on a frequent (almost monthly!) basis. I have been really happy with sending invoices from within QBO as it allows my clients to enter a payment online either via credit card or bank draft, as I also have a QuickBooks Payments account linked to QBO. One of the great features of sending an invoice this way is the ability to view activities related to the invoice, such as any questions asked by me or my client and best of all, when my client has viewed the invoice (date and time!). Sometimes though, my client hasn't viewed an invoice, but this may be because they didn't even see it. And this can happen as the invoice sent from within QBO comes from Intuit's own email server with the email address "". This has the potential of falling into one's spam email box. However, Intuit may have resolved this issue by registering this email address with service providers so that it doesn't get associated as spam. It could be that a client is just ignoring the email, knowing that it is an invoice just based on the subject. In any case, there is a solution.

There is a new option when saving an invoice in QBO called Save and Share Link.
This allows you to copy a unique URL that can be used anywhere you want. And when a client clicks on it, QBO still tracks the activity as if was sent via Intuit's email server. By clicking on the Copy link and close button, the URL is saved to the clipboard so that you can paste it later elsewhere.

I use Google Apps for Work, so my primary email address uses my domain but I send and receive emails via Gmail. I could just easily past this URL into an email, but I think it is not really clear as to what page that URL redirects to, being so long and just a jumble of words and numbers. Therefore, I like to use images, such as buttons or pictures. But unfortunately, you can't just click on the image and add a URL, like you can with a line of text. You just get picture options.

There is a little trick to associate an image with a URL. Click on the image, hold down the left button of your mouse, and drag ever so slightly until the image is highlighted.

Then, you can click on the Link option in the editing toolbar at the bottom and insert a URL.

And now the image or picture is clickable and will take the user to the link so that they can view the invoice as if it came directly from QBO. 

You can use whatever image you want, anything that will capture the attention of the recipient and make them click on it. And of course, you can put whatever subject you want in the email that you think will entice the recipient to open and view the email, like Urgent or Important

Or course, you don't have to use Gmail to share the link, as you can use whatever email provider that you have. And it may be that you can insert a URL into an image much easier using other email providers. Or maybe not all, as what happened when I tried doing this in Yahoo Mail. It's been a while since I have used Outlook, so I am not sure how that will work there. But feel free to leave a comment based on your own experience!

Monday, June 13, 2016

Go Get Geek! Top 100 ProAdvisor and Top 10 ProAdvisor of the Year 2016!

3760 Sixes Road, Suite 126  Canton, GA  30114 (404)381-8691
Press Release:
Go Get Geek! was named a 2016 Insightful Accountant Top 100 ProAdvisor and ProAdvisor of the Year 2016 Top Social Media Resources award winner.
Insightful Accountant recently named its exclusive list of 2016 Top 100 ProAdvisors.   In order to be considered for this exclusive recognition, the finalist must go through a thorough review including an open nomination, open voting and candidates must complete a lengthy application for review by Insightful Accountant.
Bill “Muph” Murph, Sr. Technical Editor of Insightful Accountant stated, “The Top 100 ProAdvisor recognition and Category awards, including ProAdvisor of the Year, is the only recognition of its kind.  The ProAdvisors who make the Top 100 are the cream of the crop.  Those who win the various categories and ProAdvisor of the Year are the “sweet cream”. “
The Top 100 ProAdivsor recognition, category awards and the ProAdvisor of the Year award winners all compete through an objective points based program that takes into consideration (among other qualifications) QuickBooks certifications, education level completed, types of work performed, types of clients served, numbers of clients served and the level of engagement advisors have with the products and services represented in the Intuit Ecosystem.  Gary DeHart, Founder and Publisher of Insightful Accountant, said, “If a business has a Top 100 recipient as an advisor, they have a true professional they are working with.  If their advisor ever wins our ProAdivsor of the Year or a category award, they can rest assured they have found the best of the best and should hold onto that advisor as long as they can.”  
The 2016 Top 100 list can be found HERE
The 2016 Category award winners and ProAdvisor of the Year can be found HERE

Insightful Accountant will begin looking for the 2017 Top 100, category winners and the coveted ProAdvisor of the Year in the late fall of 2016.  If you are a ProAdvisor, you need to throw your hat in the ring for consideration so that you too can be recognized for your achievements.    

Friday, March 25, 2016

Turbo Tax Online vs. Download / CD

Choose the right product to file taxes.

This was my first year filing taxes using the Online product. For many years, I would buy the CD or in recent years, download the software and complete both business and personal returns. What attracted me to try the online version this time was the pricing which was 20-30% lower than the CD/Download product. And via my preferred airline's shopping portal, I would also get 400 miles. I figured I had nothing to lose by going through the wizard as nothing would be charged until I was ready to file. The deal was sealed when TurboTax recognized my Intuit ID so that I was able to log in and I even had the ability to upload last year's personal return done on my computer via the downloaded product. I did not use TurboTax for my business return, as the cost is so much higher for this version, only available as a download, versus the ones for personal returns and I find it pretty easy to just manually fill out the 1120S form from the IRS. But I did use the Premier online edition so that I could bring in investment data from Fidelity. TurboTax made it very simple to suggest this upgrade based on my choices going through the wizard.

I was surprised at how fast the navigation was from section to section in the wizard, very similar to the downloaded product but it just seemed to be a whole lot faster. I was able to switch from section to section very easily and every time, TurboTax was really smart about double-checking with me to make sure that I wasn't missing any possible deductions when completing a section. The only "glitch" and I think this had more to do with Fidelity than with TurboTax, was that the imported stock information was bucketed to the wrong boxes in TurboTax. So, I still had to refer to the paper tax statement from Fidelity to add/change information. E-filing for both federal and state was breeze and worth the money since it didn't take long and I received confirmation from both agencies that my return was accepted (no errors). I think this was the fastest it ever took me to do my taxes and a lot of it had to do with the nice comparison in each section of what amounts I had for last year versus the previous year. Don't get me wrong, the online version is very similar to the downloaded product in many ways; it just seemed a lot faster since I didn't have to download, install program and get updates. 

Now if only TurboTax Business had an online version that would import my data from QuickBooks Online and it was priced lower, I would be golden.

Friday, March 18, 2016

Cool Features in QuickBooks Online that are Not Even in QuickBooks Enterprise

Here is a list of some of my favorite things that are in QuickBooks Online. These features are not even available in the highest version of QuickBooks, Enterprise Solutions (QBES)!

Email Memorized Reports on a Schedule

Memorized reports are great, but when you can have them emailed to yourself or a group of people on a regular schedule, you look very professional. You can put whatever subject and/or note for the body in the email and even attach the report as an Excel spreadsheet.

Automatic Download of Bank and Credit Card Transactions
QuickBooks Enterprise allows for downloading transactions in what is called Bank Feeds, but you still have to click on the Update button whenever you want to get newly posted transactions. When I tried this recently, I got a blank pop up about "Update Branding Files" which then timed out with a server error. Frustrating, not to mention that I have to put in my pin or password to the bank/credit card account every time I update. Not very practical when only the owner has access to the accounts and doesn't want to give that info to a bookkeeper.

QuickBooks Online saves your login credentials and allows you to easily change them if you get a new account or change your password. It also updates all your accounts overnight or when the bank or credit card accounts post new transactions. You can also organize the order in which the accounts appear on the Banking page by editing the Bank accounts on the right of the Home page (pencil icon). Rules are even more sophisticated because you can create one with splits, with a % of the amount downloaded to more than one category (account).

Automatic Download of Merchant Service Deposit
If using QuickBooks Payments, you still have to click on Record Merchant Service Deposits in QBES in order to bring in the batch of credit card payments. QBO does this automatically so that when the downloaded deposit comes through via Banking, it is matched.

Multiple A/R and A/P Lines in a Journal Entry
What's never been allowed in QuickBooks for Desktop, is the ability to put multiple accounts receivable or accounts payable lines in one journal entry. You have to do separate journals for each one. QBO lets you do as many as you want in just one journal entry.

Quick Loading and Easily Switch Between Companies

I've timed how long it takes to and launch and log into a QBES company file (not a large one) and it takes longer than QBO. Granted I have fast internet, but with QBO, you can quickly switch between company files without having to re-enter your password. In QBES, you can't have 2 company files open in the same year version of the software without restrictions. With QBO, I have multiple users in Chrome so that I can have more than one company file open at a time in multiple windows with full access (not limited by the primary/secondary restrictions as in QBES). But it is so easy to switch back and forth between customers or clients, especially in QuickBooks Online Accountant (QBOA).

No More Annoying Pop Ups!

I hate them when surfing the internet so I really hate them in QBES. There are tons of them and I am always reminded of them when I set up a new company file for a client. At least in QBO, I get a nice Tasks section with a link to view reminders on the Home page and error messages are in red on existing pages, a much more pleasing experience since we are accustomed to pop ups being obtrusive.

No More Annoying Single User Mode Restrictions!
In QBO, I can make any changes without having to ask anyone else in the account to log out. In QBES, there are so many instances where things can only be done in single user mode. This is very impractical especially in a version where you can have up to 30 users working simultaneously for a large company.
Rename Your Customer List

In QBO, you can rename your Customers to Clients, Donors, Guests, Members, Patients, or Tenants. It would be nice if we could have a custom option though to call them whatever we want. I could imagine some very creative descriptions for customers. 

Mobile App

There is no longer a mobile app for QuickBooks for Desktop. There was one at one time but it's gone and it's not coming back. End of story. There is an iOS and Android app for QBO. I use the Android one and it is great for creating sales receipts. Linked with QuickBooks Payments, I can create a receipt and charge a client's credit card and send it to them via email. This is very convenient. Access to data anytime, anywhere, and on any device is a necessity these days. 


Since attachments in QBES uses a folder in the same location as the company file (if not using a Google Drive or Dropbox folder), anyone that has access to QuickBooks can delete or move this folder, thus unlinking or destroying all attachments. There is also no way to select all documents in the doc center and download them for safekeeping, which would be nice considering that this folder isn't backed up into the cloud, unless set up outside of QuickBooks. In QBO, I love the Attachments page. It not just shows me the transaction linked to an attachment, but I can click on that link and it will open that transaction. I can select an attachment and create an invoice or expense transaction that will become linked to it. I can also select multiple attachments and export them, but since they are inherently stored in the cloud, I don't have to worry about losing them. I can even add attachments to downloaded transactions, which can't be done in the bank feeds of QBES.

Online Customer Invoice Activities

I love it when I send an invoice to a client and then in QBO I can see the date and time my client viewed it. I can also write a message to my client linked to the invoice, which sends them an email with the option to reply back. It's like a mini CRM for tracking activities linked to a job. 

Automatic Recurring Sales Receipts

With QuickBooks Payments, QBO lets you create monthly sales receipts that will automatically charge the customer's credit card on file and send the receipt via email. What a time saver!

QuickBooks Online is all about automation, convenience, and simplicity! I am sure there are many more features to mention, and I will certainly update this page when I can think of more.

Tuesday, January 19, 2016

QuickBooks Online: Security, Inventory, and Other Concerns

There is a lot of buzz among my colleagues about the climate change surrounding the QuickBooks ecosystem including the desktop and online versions. Intuit Sync Manager is going away for desktop (QBD) and the mobile app is already gone. Some of the oldtimers continue to poo poo QuickBooks Online (QBO), maybe out of reluctance to embrace change or maybe from fear of losing years of QBD knowledge and expensive technical support engagements. I have always valued having to constantly learn new things, which I thought was typical for my profession as a QuickBooks ProAdvisor, so it seems counter intuitive to deny the facts of the future and spread misconceptions and mistruths of a product. Don't get me wrong, I still think that QuickBooks Enterprise Solutions (QBES) is Intuit's best product, and it will remain the best fit for many of my clients. But since I am always touting the benefits of QBO, I get attacked on a regular basis for any of my comments. Well, maybe that is just fear-based too as the weak are always trying to sabotage the strong, right?

Ok, that's my rant opener for the year, but actually, I have been quiet for so long because everything has been going so well! I have been able to help more clients by being more productive and keeping it simple. I have either been helping QBES clients sort out and tackle complex tasks like building assemblies, setting up multiple warehouse locations, and handling other inventory hurdles one step at a time or helping QBO clients get set up and streamlined with the "simple" processes of matching transactions, reconciling, and entering tricky transaction. I love solving problems and the goal is always to make it work with what you've got and constantly come up with solutions. I've done that with my own business with patience and perseverance and I'm happy to share that expertise with my clients. I may talk a lot more about QBO but that is because they are constantly updating the product on a regular basis, sometimes every month! So, here are some new updates I am excited about:

 One of the biggest concerns for those even considering QBO is security. In this day and age when credit card numbers are getting stolen from hacks into merchants and cloning, having your financial data in the cloud is concerning. I just read an article recently that Intuit was considering moving more of its applications to Amazon Web Services (AWS), but was holding off because of features not yet available. I can't find that article, but here is indication that eventually QBO may be on AWS, if it isn't already. What has happened recently, however, is a new verification process when logging into any Intuit cloud application from a new device (or browser). I have seen this so far with QBO, TurboTax Online, and It now asks for verification via a 6 digit pin number sent via text or email, depending on what is on file. As annoying as some may find this process, I applaud Intuit's commitment to security and making it even more difficult for hackers to access any of my online accounts.

Inventory is probably one of the biggest topics when comparing QBO to QDT. And it seems to be the area where updates are happening the most in QBO. We now have SKU, Categories, Quantity Available or Out of Stock, and Pictures. The latest is a survey on how you can help improve inventory tracking. Intuit takes feedback seriously so I highly recommend taking it, especially to indicate the next 5 areas they should work on. Mine were Sales Orders, Price Levels, Shipping, Assemblies, and Location and multi-warehouse tracking. This is what Premier and QBES users require and would be a game-changer if in QBO.

Another wished-for update that would address another major concern, outages, would be the ability to continue to work even if QBO's servers go down. QBO has gone down three times for me (while working in it) in the past couple years and only for a relatively short period of time (hours at the most), most recently last week on the morning of January 13th. While not major for my type of business, as it just means that I work on other stuff, this can be a major problem for multiple users working at the same time every minute of the day. While the QuickBooks Online App for Windows stores a cached copy of QBO data, it still can't be used if QBO's servers go down. Send your feedback (via the gear icon in QBO) to get this rolling!