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How Cloud Accounting May Improve Virtual Office Management


Many of today's small businesses find great advantages when adopting a virtual office environment. Rather than maintaining one centralized business location, employees are given the opportunity to work from home and connect via computer. Virtual offices can stretch across the country, or even exist within a small geographic area while still providing benefits to both employees and employers. Yet certain business functions need to be managed differently in a virtual environment. When it comes to accounting, a cloud system can improve virtual office management, especially for tasks such as expense tracking and financial report consolidation.

Access from Anywhere

Cloud accounting software is accessible wherever an internet connection can be found. Multiple users will log in to the same system on their smart devices or the web browser on their laptops and input accounting data. This ensures that the latest consolidated financial information is made available to management. Thus, cloud accounting can improve a small company's ability to respond to issues or questions about their business. Critical decisions can be made quickly using the most current data.

More employers are letting their employees work from home

Updated Software for All Users

Cloud systems will push out software updates to all users simultaneously, regardless of location. This means everyone is working with the latest technology at the same time. Once a cloud system is adopted, managers don't even need to worry about communication prior to a system change or update. These are taken care of by the cloud service provider and pushed out seamlessly.

Data Security

Concerns about data security arise when companies allow employees to work remotely. Every cloud software user has access with their individually maintained computer. They may or may not have the most advanced virus protection. To secure accounting data, a cloud system will initiate automatic backups, ensuring that data is never lost in the event of a computer crash. Data security is also a priority for today's cloud providers and the systems carry a high level of protection. These benefits give small businesses the ability to manage a virtual office and are included in the monthly fees paid for the system.

Virtual Office Collaboration

Although small businesses find many positives to virtual office management, working collaboratively from remote locations may pose some challenges. A cloud accounting system is just one more tool that can help promote cohesion and keep everyone on the same page. Managers no longer need to wait for information to be delivered offline and input into a centralized system. With cloud accounting, all employees are looking at the same system and utilizing the same reporting features. Expense reporting is also standardized.

Virtual offices can be a great recruiting tool for the growing number of those employees who prefer a work-from-home lifestyle. The best talent in the industry may stretch across the country and to hire the right people, managers may consider setting up a virtual office. By using a cloud accounting software, small businesses can standardize company accounting practices and ensure all financial data is collected in a secure online environment.


This website contains articles posted for informational and educational value. Paychex is not responsible for information contained within any of these materials. Any opinions expressed within materials are not necessarily the opinion of, or supported by, Paychex. The information in these materials should not be considered legal or accounting advice, and it should not substitute for legal, accounting, and other professional advice where the facts and circumstances warrant.