Fear of the unknown is one of the biggest challenges that people have . A common source of anxiety for entrepreneurs is sending data-sensitive financial files online. This is especially true when the exchange could increase the risk of your information ending up in the wrong hands. Below are tips to introduce you to file sharing tools, help reduce risks, and increase your comfort in collaborating with your accountant online.
- Ask if your accountant uses a secure file exchange portal. A growing number of virtual accountants are adding this benefit for their clients. The objective is to store files online over secure internet channels. Instead of sending files by email, files are uploaded to a secure site that requires a username and password and is only accessible by you and your accountant.
- Create a password for documents and files that you share. If you will be sending files by email, consider password protection. Programs such as QuickBooks, for example, can be setup to require a password when you log-in. This increases security in the event that someone intercepts the your attachments.
- Sign up for your own secure file exchange service. Companies such as YouSendIt and LeapFile provides the flexibility of being able to send large files and files of various types. These features are important especially when you need to send copies of software files to your accountant.
- Consider remote access to your computer. Desktop sharing is quickly becoming a favorite among people who work from home and those with a small office space. If you want a simple means of collaborating and output in real time, this may be a good solution. Another perk of site-to-site sharing is you never have to share office space, only computers.
- Save to portable media such as a flash drive or CD-Rom. The drawback to using this method is it takes more time to get your file to your accountant. This could be a problem if you need updates for time sensitive projects. If you’re in no hurry then these are both safe and reliable options.
- With all the hype about online collaboration, onsite accounting is an alternative that many people overlook. This remains one of the best options if none of the other choices appeal to you. The biggest drawback you may face is finding someone local to add to your team. If your office space and equipment are limited, this may pose a challenge but you can resolve this by having a set time and a dedicated work station for your accountant to be onsite.