I'm a newly qualified bookkeeper and I'm after some advice about using Quickbooks and Sage software for multiple clients.
I've purchased both QB Pro 2013 and Sage 50 and I've completed my ICB computerised Level II so I'm raring to go and have even just secured my first client.
I am however concerned that I have not fully understood the best way to use the software for multiple clients. My understanding is that through the use of 'backup and restore' I can use both for multiple clients. However reading through other posts on the forum I see that there are discussions about buying software specifically for use with multiple clients which is quite a bit more expensive.
So I guess I'm just looking for some reassurance that my initial understanding is correct and that what I have is sufficient and that no other licenses are required.
Both bits of software I've bought will be installed on one PC and will be a single user only.
In theory Sage for single client should be used for one client only and if you want to use for multiple clients then a licence must be purchased for that.
In practice some people chose to do as you are suggesting but it is risky as occasionally the back ups are corrupt and you may lose everything.
I personally joined the accountants club and purchased a 25 client licence which works well for me
I read the Sage licence a while ago and I think it said that you could use it for one company at a one time. I guess they changed the terms and conditions at some point.
You DO NOT want to backup and restore data.
There are a whole load of attachments in the sage data set VAT returns, attached documents, Bank statement reconciliation reports and so on. If you backup and restore you will merge all these files from all your clients together and you will end up leaking information form one to the other, they would probably be upset to read other companies bank recs or vat returns or to know theirs had been similarly leaked..
What you want to do is to create a new separate data set in a new location for each client and keep them all separate.
-- Edited by BruceDenney on Monday 2nd of December 2013 03:25:14 PM
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I have a better understanding now and although not the answers I was hoping for I at least feel reassured that I'm better informed.
I wonder if you could just elaborate on 'What you want to do is to create a new separate data set in a new location for each client and keep them all separate'. I'm not 100% on what this means. Thanks again.
I think the best thing to use for multiple companies with Sage is Sage Client Manager which is designed for this purpose. However, it is extremely expensive and probably not worth it if you only have a few clients. As Bruce said, definitely do not rely on backup and restore as this is a recipe for disaster in my opinion.
The Sage multi-company licence states as follows:-
The Sage multicompany licence, lets you store data for a number of companies. Depending on what type of multicompany licence you purchase, you can store data for up to an unlimited amount of companies.
Stardoe wrote:Pretty sure this is expensive though.
eye wateringly so...
My practices ban on all Sage products until they remove the client tax remains in place and so far so good.
If only everyone would do this then they would be forced to stop crucifying small accountancy and bookkeeping practices with their ridiculous pricing structure.
Not that I would ever go back to Sage now anyway as there is so much better software out there.
p.s. Mary, my practices primary software is VT.
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Shaun
Responses are not meant as a substitute for professional advice. Answers are intended as outline only the advice of a qualified professional with access to all relevant information should be sought before acting on any response given.
I had looked at Sage Client and it is stupidly expensive. In my naivety I figured this was really aimed at large accountant firms and surely for us small bookkeeping practices there is a more sensible product available - which of course there is but now I realise its still expensive compared to other products.
Its a bit annoying really as it feels like I've just spent a lot of time getting qualified and learning a system I will now not not use because of the unrealistic cost (not to mention the money I've just spent on a copy!) and now have to spend further time familiarising myself with another application altogether. I guess its my own fault for not asking the obvious question sooner.
Sorry, I'm having a whine! While I'm glad to have gotten it off my chest so to speak (thanks for listening), I think maybe I'll stick to Quickbooks while checking out VT, Xero etc.
"What you want to do is to create a new separate data set in a new location for each client and keep them all separate"
When you have a multiple company licence instead of having a single directory with a single set of data in it, you have multiple directories each with it's own separate independent data set in it.
This is how the DemoData and the PracticeData are also managed, they are separate data sets in separate directories to your live data.
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For just about anything Sage :- switch to renting, pay-as-you-go sage support, sagecover, upgrades, application integration, reports, layouts, analysis or any other help making life with sage easier/less time consuming Contact me.
I have sage client manager, payroll and sage accounts all for 25 companies, payroll is unlimited users and I pay £140 a month which I don't think is that expensive -I also have full sage support for both and updates when they come out
