Web Hosting For Peachtree and QuickBooks

Monty DillavouWeb Hosting For Peachtree and QuickBooks
Presented by Monty Dillavou, CPA
President, e-Controller, Inc.
Contact Monty at: monty@e-controller.com

Tuesday, May 22, 2001

Visit the AccountingWEB Workshop Calendar for upcoming sessions.


Summary

e-Controller is a B2B Accounting solutions provider that specializes in services and support to small businesses and accountants who use QuickBooks and Peachtree Software. At this AccountingWeb workshop, Monty Dillavou, President of e-Controller presented information about the company's e-WebHosting System for QuickBooks and Peachtree Software.

e-WebHosting is their Internet based, secure hosting service whereby they host, via their web-enabled, secure servers, QuickBooks and Peachtree software applications along with company data files.

Simply put, this means that a QuickBooks or Peachtree user can move application and data file(s) from their local PC or LAN to e-Controller?s web-enabled, secure servers. The user can then access and work with the QuickBooks or Peachtree file via any Internet connection rather than on just the local machine. The application still looks, runs, interacts and prints the same as the user is used to.

Some of the advantages to this are access from anywhere, anytime, and users can work with their accountants in real time.

The complete workshop transcript appears below.

Topics covered in this workshop include:

  • Web enabled access to your QuickBooks or Peachtree software through your Netscape or Internet Explorer 24 hours a day, seven days a week on any computer.

  • Convient shared access between any authorized users.

  • Fully functional updated software versions at minimal costs.

  • Maintenance free; no more time consuming backups or offsite security concerns.

  • Data integrity assured by multilevel password security.


May 22, 2001 Session Sponsored by: e-Controller


Workshop Transcript

Session Moderator: Welcome everyone and thank you for joining us today! I'm happy to introduce Monty Dillavou, who will be presenting a workshop on Web hosting for Peachtree and QuickBooks. Montgomery "Monty" Dillavou, CPA, is the President of e-Controller. Monty received his Bachelor of Accountancy from New Mexico State University in 1990, and his CPA license in 1992. He is a member of the AICPA, New Mexico Society of CPAs, New Mexico Society of CPAs' Information Technology Group, and Peachtree Software's five person Advisory Board.

Monty's accounting experience includes five years at KPMG as a Comptroller, Senior Auditor, and Senior Tax Specialist; Chief Financial Office of Indian Motorcycle Manufacturing; owner of Professional Payroll Services; owner of Montgomery Dillavou, CPA, P.C.; and President of e-Controller, Inc.

We want to thank e-Controller, Inc. for sponsoring today's workshop!

Welcome Monty!

Monty, e-Controller: Hello to all of you and thanks for joining us. We are very excited about our e-WebHosting Service for QuickBooks and Peachtree software and hope you find this workshop to be informative and interesting, and more importantly, discover ways to use these applications better. My name is Monty Dillavou and I am President of e-Controller. I will be presenting today.

Before I begin, allow me to tell you the format for this presentation. I will take about the first 15 - 20 minutes to cover our e-WebHosting System, how it works, some benefits along with the costs. I will then open the workshop for discussion and questions.

Lets begin.

Monty, e-Controller: e-Controller is a B2B Accounting Solutions Provider. We offer products and services to users of QuickBooks & Peachtree Software. Our Customers are small businesses, accountants and accounting firms who service small businesses. We're not an accounting firm; we don't do taxes or management advisor services. We don't perform compilations, reviews or audits. We do QuickBooks and Peachtree and we help others; small businesses and accountants use these products better.

We are experts in QuickBooks and Peachtree software and in small business accounting/bookkeeping systems and services. We're a QuickBooks Certified ProAdvisor Center and Peachtree Authorized Resource Center.

Monty, e-Controller: Today we're going to be talking about our e-WebHosting product for QuickBooks and Peachtree Software. e-WebHosting is part on our e-Accounting system.

e-Accounting is our web-based accounting system that enables small businesses to outsource all, or a portion, of their accounting duties. e-Accounting is centered around the users of QuickBooks and Peachtree software. e-Accounting is comprised of our two products; e-WebHosting and e-Filing Cabinet.

Before we begin our discussion of e-WebHosting, allow me to briefly cover the e-Filing Cabinet component of our e-Accounting system.

e-Filing Cabinet is our web based electronic document management system that enables a client and their accountant to share and manage documents, online. Using our e-Scanner and/or the web-enabled faxing application, documents are uploaded into the e-Filing Cabinet inbox, the accountant then works with the document, such as the back statement, and then files it away in its appropriate place.

The e-filing cabinet is highly secure, just like all of our products, and is accessible from any computer that has an Internet connection. The e-Filing Cabinet is setup just like most small business accounting department filing cabinets, with folders for Financial Statements, etc. The client and/or the accountant can upload, retrieve, view, print, and search any information within the cabinet at any time, from any location. The client has full access to the cabinet or can assign security levels to other individuals or entities, such as their auditor or personnel director

Monty, e-Controller: Now, lets begin discussing our e-WebHosting. e-WebHosting is our Internet based, secure hosting service whereby we host, via our web-enabled, secure servers, QuickBooks and Peachtree software applications along with company data files. Simply put, this means that a QB or PT user can move their application and data file(s) from their local PC or LAN to our web-enabled, secure servers. Upon receiving their logon information from us, they access and work with their QB or PT file via their Internet connection rather than on their local machine. The application still looks, runs, interacts and prints the same as the user is used to.

We handle all backups and technical support issues.

The benefits of e-WebHosting to the small business QuickBooks or Peachtree user are:

1) Access to their QuickBooks and Peachtree application and records from any location, 24 hours a day, 7 days a week.

2) Simultaneously access their accounting records from multiple locations.

3) Multiple users can perform accounting functions simultaneously, eliminating the need for an internal network. Each machine simply needs an Internet connection.

4) Reduces capital expenditures on hardware. Because the application and data runs on e-Controller's servers, the user simply needs a basic PC, no need for top of the line hardware.

5) No more backups. e-Controller performs them every night.

6) No more disk swapping of backup files with their accountant or others who may need access to the accounting records. Users simply grant them access.

7) Work more closely with their accounting professional. By allowing their accountant access, users can receive consulting in real time.

8) Stronger security, data is off-site and accessed via 128-bit encrypted user ids and passwords.

9) Easily control security for different users with advanced function and screen security controls.

10) No software to install, no printers to configure.

Monty, e-Controller: The benefits of e-WebHosting to accounting professionals are:

1) Remote Printing: Print anything right at the client's office or any other printer they choose. That's right, print payroll checks right at the client's office for example.

2) Access to their client's QuickBooks and Peachtree application and records from any location, 24 hours a day, 7 days a week.

3) Simultaneously access their clients accounting records.

4) Simultaneously shadow their client's applications to provide onscreen support and consultation. (pending further development)

5) Creates more revenue streams for accounting professionals as now they can perform more functions for their clients such as billing, payroll or accounts payable

6) Consult more closely and timely with their clients.

7) No more disk swapping of backup files with their clients, no more duplicate data files. Clients simply grant accountants access.

8) Stronger security, data is off-site and accessed via 128-bit encrypted user ids and passwords.

Increased efficiency + reduced costs + more revenue streams = HIGHER PROFITS.

Monty, e-Controller: The benefits of e-WebHosting to other organizations are:

Payroll companies: Upon processing the payroll, payroll companies can now enter the accounting information directly into the e-WebHosted accounting system for their client.

Banks: Online banking can be integrated with the e-WebHosted accounting system.

e-Commerce: Online shopping carts are easily integrated with the e-WebHosted accounting system.

The setup takes us about 2-3 hours. Presently, we have a 2 week waiting list to get onto the system.

The fees for one application are as follows:

Setup is $59.90, this includes 50 megs of storage space. Additional space is $4.95 per 10 megs.

Workgroup setup is $99.95 plus $9.95 per member. Workgroups are primarily for accountants, they enable the accountant to access multiple clients.

Printers are 9.95 each

Monthly fees are $29.90

If additional space is involved, its $4.95 per 10 megs each month. If the user is part of a workgroup, its $4.95 per member each month. All users must be licensed in the application (QB and/or PT), i.e. must have a licensed copy of the software. Our users keep their copy of the software, they simply forward us their licensing information.

Users sign a minimum six-month agreement, attached to the agreement are the terms and conditions and the specifications of the service. Users pay the setup fee and first month to begin and then we charge them on the first of each month. We host 2000 and forward versions of QB.

We host Peachtree Accounting for Windows version 7, multi-user only due to licensing restrictions placed on this application by the manufacturer. The e-WebHosting System allows users to backup their company data file locally. So they have their local copy as well.

e-Controller offers all its products and services to accountants and accounting firms to use directly with their clients. We also provide our e-Accounting Service directly to small businesses and through accounting firms to their clients. Once again, our e-Accounting service is a web based accounting/bookkeeping system that enables small businesses to outsource all, or a portion of their accounting duties.

Many accounting firms do not want to be in the bookkeeping business, so they look to e-Controller to provide our e-Accounting services directly to their clients. Our staff accountants perform the bookkeeping. The accounting firms can access their client's QB/PT records & e-Filing Cabinet anywhere, anytime enabling them to focus on their core business: tax, consulting, compilations, reviews, etc.

Before I open the workshop for discussion there are two items that are confidential that I am precluded from discussing;

1) How we do it, specifics about our technology and,
2) How many customers we presently serve.

I will tell you that we are not using Citrix Metaframe and that we began offering the service to a limited number of users in late 2000 and then broadened our market in the first quarter of this year.

Now I would like to open the discussion up for questions and comments.

Brian Falony: Hi Monty. What is your service guarantee? I' m thinking in terms of uptime.

Monty, e-Controller: We guarantee 99% uptime. We offer credits back if we fail to meet this guarantee.

Rohan Chambers: Recently e-ledger announced plans to close business. Is there any possibility that this side of your business may also close in the near future.

Monty, e-Controller: No, unlike eledger we did not spend our capital on developing a new accounting application.

Monty, e-Controller: Our clients do not have to switch applications to move into a web enabled format.

Rohan Chambers: Okay!

Brian Falony: How do you address the security issue? Some of our clients are concerned about having their data on the Internet.

Monty, e-Controller: Because they are able to backup their data locally, they can always have their own backup copy. Additionally, we use advanced proxy server in conjunction with firewall security.

Brian Falony: I'm thinking more in terms of hackers getting access to their data.

Monty, e-Controller: All info is 128 bit encrypted.

Session Moderator: I hear the security question a lot. Are there any documented cases of accounting records in any online service being broken into?

Monty, e-Controller: I have heard of none.

Brian Falony: I haven't either. The perception is out there however and must be dealt with.

Monty, e-Controller: Yes we here at e-Controller agree and we are always taking steps to improve our security.

Bonnie Light: How does this effect the data enter time.

Monty, e-Controller: Bonnie that's a very good question. let me begin by saying that we have clients use good old AOL dialup connections and they are running just fine. Our servers are, of course on high speed connections and many of our clients use DSL, ISDN, T1 etc. But the large majority of our clients are using dialup.

Monty, e-Controller: What these clients are most impressed with is the speed of the application. Because the QB or PT application is running on our high-end servers the processing time is fascinating.

Users can pull reports that used to take a couple of minutes now they pull up in a few seconds.

Brian Falony: Define for me "just fine" I access our firm's computer through AOL from home and notice significant slowdowns using Word and Excel.

Monty, e-Controller: Brian, Just fine means there is a slight delay, less than a half second.

Bonnie Light: Does the size of the QuickBooks file matter.

Monty, e-Controller: No, in fact, the larger the file the better it will run on our servers than on the users local PC or LAN. e-WebHosting's greatest impact is to the accounting firms:

Imagine being able to access all of your clients records in real time from any location. Imagine being able to process or accounts payable checks right at your office and print them at your clients office.

Ryan: So I can print and save files locally?

Monty, e-Controller: yes

Brian Falony: Any plans to allow clients to store other documents in their e-file cabinet like Intuit does?

Monty, e-Controller: our e-Filing cabinet is for any and all document. Clients can demo QB or PT online

Ryan: How do I get there - When can I schedule maybe a demo?
Monty, e-Controller: They can go to e-quickbooks.net or e-peachtree.net

Brian Falony: Is there an indexing system in the e-file cabinet?

Monty, e-Controller: Brian, Yes, there is an indexing system.

Ryan: I was disappointed with the online version of QuickBooks because it looked nothing like the version I bought from the store - does your online application look exactly like what I buy in the store?

Monty, e-Controller: Ryan, yes it looks and runs just like QB because it is QuickBooks

Paul: Can you still import and export data out of Peachtree if needed?

Monty, e-Controller: Paul, Yes, the import export features of Peachtree still work the same. All the features of QB and PT and the same in our e-WebHosting system. Its is simply running through the user's Internet browser

Ryan: Do I just get the application or do I get a desktop? And can I add other applications?

Monty, e-Controller: Ryan, You get the application along with a desktop Yes, we can add other applications on your desktop, such as Office, Outlook, etc.

Paul: If I stop using the service do I have to re-key all of my data into my clients Peachtree system?

Monty, e-Controller: Paul, no, if you stop using our e-WebHosting service you simply make a backup locally, restore it locally and continue on

Brian Falony: I know you can't tell how many clients you have but what is your total capacity. Present capacity is 5,000 concurrent users. Once this concept is introduced, it's pretty easy to grasp quickly.

Monty, e-Controller: It's even quicker to begin using Here at e-Controller, we are committed to the highest quality service.

Beatrice Gilmore: You mentioned that you host Peachtree Accounting for Windows Release 7.0, do you host Peachtree Complete Accounting for Windows also? If so, what releases?

Monty, e-Controller: The Windows version is all we host. The complete is the multi-user version, this is the one we host.

Paul: How is this service different from Web Peachtree in Version 8.0?

Monty, e-Controller: Peachtree for the web is merely a synchronization feature. People working at different locations are not using the same data file at the same time and, people working at different locations cannot perform all the functions of Peachtree. There is no remote printing only certain locations can print checks for example.

Paul: So three locations could not use Peachtree for the web? Can I have access to all my clients without my clients seeing each other's files in real time?

Monty, e-Controller: Yes, for our accounting firm clients we setup private workgroups these workgroups allow the accounting firm to see all of their clients, however the clients only see themselves.

Guest: Can reports etc. be printed in accountants' office?

Monty, e-Controller: yes, the application still prints the same as if it were running locally

Bonnie Light: Could you e-mail me a detailed price listing for QuickBooks.

Monty, e-Controller: Bonnie, yes I can. please contact me afterwards. The prices are very simple and outlined above for any of you who need further information.

Monty, e-Controller: We are very excited about our WebHosting product because it helps so many QB and PT users.

Session Moderator: Monty - thank you so much for a great workshop! And thank you to everyone for joining us today!

Monty, e-Controller: I want to thank all of you for joining us today. If you want to contact us here at e-Controller, you may reach us at 888-521-1040.

Session Moderator: Thank you once again to e-Controller for sponsoring this workshop!


Biography

Montgomery "Monty" Dillavou, CPA, is the President of e-Controller. Monty received his Bachelor of Accountancy from New Mexico State University in 1990, and his CPA license in 1992. He is a member of the AICPA, New Mexico Society of CPAs, New Mexico Society of CPAs' Information Technology Group, and Peachtree Software?s five person Advisory Board.

Monty?s accounting experience includes: five years at KPMG as a Comptroller, Senior Auditor, and Senior Tax Specialist; Chief Financial Office of Indian Motorcycle Manufacturing; owner of Professional Payroll Services; owner of Montgomery Dillavou, CPA, P.C.; and President of e-Controller, Inc.

E-mail: monty@e-controller.com
Web site: www.e-controller.com

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