Technology Tips for Bookkeepers — FinePoints Bookkeeping

You can almost always start your bookkeeping business with the computer you already own! Please don’t feel the need to buy fancy tech if you can’t afford it.

However, if you’re at a place to do some upgrades, in this article we will give you some tips for what to look for in a computer and monitor, as well as, other technology you may not have even thought of.

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Choosing a Computer for My Bookkeeping Business

Some things to consider when picking a computer for your bookkeeping business is plenty of storage, a good battery life, quality customer support, a number pad for ease, and a VPN (virtual private network) to secure online transactions and protect your clients’ sensitive financial information.

Price: $500-$950
RAM: 8-16GB
Internet: per QBO, 3 Mbps or higher (faster is better)

Laptop vs. desktop: I recommend a laptop (for portability) with a docking station set up (for comfort working at home).

Mac vs. PC: Personal preference, QuickBooks Online is web-based, so it will work on either. Safari doesn’t work as well as Chrome for QBO. If you (or your client) uses QB Desktop, you’ll need to have the corresponding version of QB (Mac/PC) or you can use Parallels to run Windows on a Mac.

Brand: Pick your favorite of the reputable brands. I’ve been happy using Dell and Toshiba. Asus and Lenovo are two brands I’m looking at for my next computer.

Gaming computers: I’ve heard this as a great option if you want more processing strength, but they can have louder fans.

My recommendations for computers:

What I have: Asus Vivobook 17.3 Laptop

Higher-priced option: Macbook Air

Mid-priced option: HP 14" HD 8G Laptop Light-Weight

Budget-friendly option: HD 14" 4G Laptop Light-Weight

Choosing the Right Monitor

Two monitors are highly recommended by people that have them! This provides efficiency and comfort while working (anecdotally, I’d say 75% of people have monitors hooked to their laptop).

For two monitors, sizes vary from 22 inches into the 30-inch range
Even inexpensive monitors will do the trick, look for sales or second-hand.
One large curved monitor is also becoming very popular

My recommendations for monitors

What I bought: Sceptre Curved 30" Gaming LED

Higher-priced option: Dell 27" Ultrasharp

Mid-priced option: ASUS TUF Gaming 32" Curved

Budget-friendly option: Sceptre 24" Ultra-Thin LED

Other Tech to Consider as a Bookkeeper

As a bookkeeper, there are several technologies that you should consider to streamline your work and improve your productivity. One of the most important technologies to consider, and maybe the most obvious, is a cloud-based accounting software, such as QuickBooks Online, so that you can access financial data from anywhere with an internet connection and collaborate with your clients in real-time.

However, there are some additional things to consider getting as a bookkeeper that can help you do your job more effectively. Let’s look at some of these together.

Number pad on the keyboard

A number pad on a keyboard is an essential tool for bookkeepers, as it allows you to quickly and efficiently enter numerical data. The number pad is typically located on the right-hand side of the keyboard and features a layout similar to that of a calculator. This design allows bookkeepers to input large amounts of data with ease and accuracy.

What I have: number pad

Folding desk

As a bookkeeper, you know how important it is to have a workspace that is organized and functional. A folding desk may not be the first thing that comes to mind when you think of a bookkeeping workspace, but it can offer numerous benefits.

One of the most significant benefits of using a folding desk for bookkeeping is its versatility. Folding desks can be easily moved and stored, which is perfect if you need to free up space in your home office. Plus, if you ever need to work on the go, a folding desk can easily be transported to a new location.

What I have: folding desk

Office chair

Investing in a quality office chair can bring numerous benefits to your work life. First, it can improve your overall health and comfort. Sitting for long periods of time can lead to back pain, neck pain, and other discomforts. A good office chair should support your posture and provide proper cushioning to relieve these issues.

In addition to physical health benefits, a quality office chair can also improve your productivity. When you're comfortable, you're able to focus more on your work without being distracted by discomfort or fidgeting. The right office chair can also provide adjustable features such as height, tilt, and lumbar support to cater to your specific needs and preferences.

What I have: office chair

Laptop stand

A laptop stand can be a great addition to a bookkeeper's workspace. By elevating the laptop to eye level, it can help improve posture and reduce strain on the neck and shoulders. This is especially important for bookkeepers who spend long hours in front of a computer.

Additionally, some laptop stands come with built-in cooling fans that help prevent overheating and improve laptop performance. This can be particularly useful for bookkeepers who use resource-intensive software programs or who have multiple tabs and windows open at once.

What I have: laptop stand

Wireless keyboard and mouse

A wireless keyboard and mouse can be an excellent tool for bookkeepers in a number of ways. For starters, it can help reduce clutter on a desk or workspace, allowing for greater organization and efficiency. Additionally, wireless keyboards and mice offer greater flexibility in terms of placement and movement, since they don't require a physical connection to the computer.

This can be especially helpful for bookkeepers who need to move around frequently or work in different locations throughout the day. With a wireless keyboard and mouse, they can easily move from one workspace to another without having to worry about disconnecting and reconnecting cables.

What I have: wireless keyboard and mouse

USB bluetooth adapter

A USB Bluetooth adapter can be a valuable tool for bookkeepers. It allows bookkeepers to transfer data wirelessly between their computer and other devices such as smartphones, tablets, and other computers. This can save time and increase efficiency, as there is no need to physically connect the devices or transfer files using external storage devices. Here is an article that breaks down the best bluetooth adapters.

USB bluetooth option: USB bluetooth adapter

Wireless printer

Wireless printers eliminate the need for cumbersome cables and cords, making it much simpler to set up a workspace that is both functional and aesthetically pleasing. Additionally, wireless printers allow bookkeepers to print from a variety of devices, including laptops, tablets, and smartphones, without having to physically connect each device to the printer.

They often come with a range of features that can streamline the bookkeeping process, such as automatic double-sided printing, scanning, and copying. All of these benefits combine to make a wireless printer an essential tool for any bookkeeper looking to improve efficiency and productivity in their work.

What I have: wireless printer

Headphones or earbuds

By using headphones or earbuds, bookkeepers can block out distractions and focus on their work with greater concentration. This can lead to increased productivity and accuracy when working with financial data.

They can also be helpful for bookkeepers who need to communicate with clients over the phone or through video conferencing. With good quality headphones, bookkeepers can clearly hear and communicate with others without the need for them to repeat themselves, reducing the risk of miscommunication.

What I have: headphones

Earbuds option: earbuds

Backup system

With a backup system, bookkeepers can rest assured knowing that their data is being automatically backed up in real-time, ensuring that they always have access to the latest version of their files. The backup system I recommend is Carbonite because its easy-to-use interface and customizable backup settings make it simple for bookkeepers to tailor the backup process to their specific needs.

Note: If you’re using QuickBooks Online, it is already backed up on the web, so you wouldn’t necessarily need an alternate backup system.

What I recommend: Carbonite

Password protection

Bookkeepers handle sensitive financial information that must be kept confidential and secure. This is where a password manager like LastPass (my recommendation) comes into play. By using LastPass, bookkeepers can store all of their login credentials in one secure location, eliminating the need to remember multiple passwords. This not only saves time, but also minimizes the risk of password theft or hacking. Additionally, LastPass offers features such as password sharing and two-factor authentication, which adds an extra layer of security to protect bookkeepers' sensitive data.

What I recommend: LastPass

Need help getting started with your bookkeeping business? Download the decision tree chart here to help you take the right steps at the right time!

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