Blog

Where QuickBooks Falls Short Part I

Posted by Frank Gerome

Jun 1, 2017

QuickBooks is one of the most popular small business accounting systems on the market. There
is no denying the success of the product with over 3.5 million users. For the money, QuickBooks
provides good value and a reasonable assortment of features to meet the needs of most small
businesses and startups. However, it does have limitations that prevent the accounting software
from meeting the needs of many mid-size companies and organizations. SMB Suite
has helped many companies that were using QuickBooks and looking for a new accounting
software. Some of the specific challenges these companies faced were:

1. User Count Limitations
2. Need for Enhanced Internal Controls
3. Lack of Integration Between other Software
4. Inability to Customize for Specific Needs

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1. You Are Growing and Need a Scalable Solution
Depending on the version of QuickBooks you are using, you could be limited to under twentyfive
simultaneous users with the Online Edition. Performance could still be an issue. Microsoft
Dynamics GP can scale to over 1,000 concurrent users. Performance scales are based on
reliable performance of Microsoft SQL Server database engine.

2. Internal Controls Have Become Increasingly Important To you
As your business grows, the owner can’t be involved in every transactions so more internal
controls are needed. Microsoft Dynamics GP has audit trails that provides a record of “who”,
“what”, and “when”.

3. You Need Workflow Tools for More Control and Efficiency
As your company grows, you need to handle documents electronically to save time.
QuickBooks provides no workflow tools. Microsoft Dynamics GP users can monitor and act on
workflow transactions in GP, Outlook, and SharePoint Server.

4. QuickBooks Inventory Functionality is Not as Robust as You Require
For example, QuickBooks does not support serialized inventory, multiple warehouses, bar
coding, or demand forecasting. Microsoft Dynamics GP does have these capabilities.

5. Advanced Warehousing and Distribution Functionality is Required
This is an extension of the inventory limitations found in QuickBooks. There is no autogeneration
of purchase orders when stock falls below pre-established minimum. Within
QuickBooks you are limited to 100 price levels for customers, leading to manual overrides
and errors. Microsoft Dynamics GP supports RMAs, demand forecasting, blanket purchase
orders, lot tracking, and more.

6. You Have Expanded Internationally
QuickBooks cannot mix-and-match international versions, has no language option on user
interface, and it supports only one currency. Microsoft Dynamics GP works around the world
and supports multiple currencies.

7. You Need Better Integration with Microsoft Office and Other Applications
QuickBooks has limited integration with Microsoft Word and Excel. Microsoft Dynamics GP is
fully integrated with Microsoft Office. The user interface is very similar to Outlook. Reporting
and analysis interfaces with Microsoft Excel.

8. You Need Additional Financial and Operational Reports Beyond What QuickBooks Provides
QuickBooks does not handle defined reporting periods. The financial statements out of
QuickBooks are hard-coded and generally cannot be changed. QuickBooks does not
support statistical information or KPIs. Microsoft Dynamics supports Unit Accounts so you can
track units, head counts, square footage, or what you need specific to your business.

9. Your Client Needs More Robust CRM
Typically CRM in small business should include records of all customer interactions. This can
lead to greater customer satisfaction and increased revenue and profitability. QuickBooks
CRM is limited to five users and has no support for sales management or contract
management. Microsoft Dynamics GP has an integration solution – Microsoft Dynamics CRM.

10. You Require Exceptional Functionality at an Affordable Price
QuickBooks cost can be higher than perceived. You have 100% annual upgrade cost in Pro
and Premier editions. Cost of licenses in Enterprise Solutions that may not be needed.

There is a lot of cost in work around if QuickBooks isn’t doing just what you want it to do.
Microsoft Dynamics GP is affordable and has the option to be a hosted solution. You can
also utilize light users for some employees that might not need a full user license purchase.