ADS Solutions Wholesale Distribution Software Blog

Signs Your Business Has Outgrown Quickbooks

Signs Business is Outgrowing Quickbooks

Quickbooks is an excellent choice for many startup businesses. But for active, growing businesses, the honeymoon can be short-lived when Quickbooks begins to slow down as transaction volume rises. Aside from speed and performance issues, there are many other tell-tale signs that your business is outgrowing Quickbooks. Operational efficiencies, inventory and warehouse problems, lack of 3rd party software integration, and cost are the most compelling reasons why businesses leave Quickbooks for specialized software like Accolent ERP.

Quickbooks was designed to be generic accounting and bookkeeping software for a wide variety of businesses. And it does a very good job at that. However, it lacks the features and functionality that businesses like distributors need to operate efficiently and profitably.

If you’re wondering whether it might be time for you to consider an alternative to Quickbooks, download our “25 Signs That You’ve Outgrown Quickbooks” infographic:

Let’s take a look at some of the signs that your business might be outgrowing Quickbooks.

1. Your Costs Are Skyrocketing Due to a Lack of Control



Profitability You’re leaving money on the table if you don’t have advanced pricing features to optimize pricing and help you get the highest prices while still retaining your customers.
Powerful pricing tools You need to be able to use multiple contracts, specify contract hierarchies, matrix pricing, quantity breaks, special pricing and still minimize your pricing maintenance.
Business Intelligence You’re not taking advantage of modern technology tools to analyze results, visualize your data and drive data-driven decision making.
Matrix Inventory You might be wasting money because your inventory is not optimized.
Inventory Tracking is Innacurate Frequent stock-outs could be driving up shipping costs and degrading customer service.
Costly overhead of outdated systems Legacy systems are difficult and expensive to maintain compared to current Cloud-based technologies that are more affordable to maintain.
Unnecessary write-offs Your software isn’t designed for your specialized workflow, causing extra steps, lost sales and unnecessary write-offs.
Cash Flow Issues Moving to a Cloud solution with a SaaS subscription avoids big upfront expenditure for software and servers and helps your cash flow.
High HR Costs Your staff is inefficient, makes unnecessary mistakes, and fumbles around with paper systems and spreadsheets.

2. Employees and Processes are Inefficient



Mobility and Access A fully integrated system with tablets that team members can use in the field or warehouse speeds processing and increases efficiency.
Month-End Closeouts Take Too Long You struggle with inconsistent record keeping. You require one centralized data source, so month-end close-outs can take hours instead of days.
Employees Can’t Pull Reports You’d benefit from libraries of pre-programmed reports as well as easy-to-use report builders that will allow team members to quickly and easily get the information they need.
Spreadsheets and Manual Methods Your software doesn’t support electronic documentation, so everything has to be done by paper. An automated AP system can eliminate the need for paper in your accounting systems.



3. Badly Needed Features



BoM You need a Bill of Materials that allows for unlimited levels of nested BOMs to track your processes and costs including labor.
Customer Service Warranty and Service Procedures Are Confusing.
E-Commerce You’re losing traction because you’re not selling online, or your site is not optimized for Google searches.
EDI You need EDI automation to reduce human error and allow orders to be seamlessly integrated across departments.
Kitting You need to sell products as kits or kit parts.
Landed Cost You’re paying welfare dollars to the IRS because your accountant is advising you that you need to group multiple expenses as a landed cost.
Lot Tracking You need to comprehensively track lots and serial numbers.
Multiple Units of Measure You buy in one unit, and sell in others.
Parts Tracking You don’t have a good way of keeping track of all parts related to each product you sell.
3rd Party Freight Billing You want to directly bill some shipping costs to your customers’ FedEx & UPS accounts.

4. You Can’t Manage Your Warehouse Effectively



Picking Efficiency You need inventory by location, pick tickets generated based on location to increase picking efficiency, and packing/shipping.
Warehouse Transfers You need to account for warehouse transfers, or set up discrete business units by warehouse.
Generate and Print Barcodes You’d like to scan and print barcodes to increase the efficieny of all of your processes.
Wireles Scanning You want to take advantage of wireless scanning devices for picking, packing, shipping PO receiving, put-away and physical inventory.

5. Lack of Integrated Systems



Visibility Across Departments You need real-time inventory and GAAP-compliant accounting across your whole business.
Too Many Systems You are trying to maintain data in multiple systems and it’s time-consuming and inaccurate. You require a database that updates in real time and keeps all of your inventory and accounting current.
POS System Is Disconnected You’re spending way too much time reconciling POS systems. Automation can help you eliminate wasted time, and increase the accuracy of your reporting.

6. Limited Flexibility

Integrates With Leading Solutions You see many new fancy tools come on the market Like Avalara (Sales Tax) or Basware (AP Automation), yet Quickbooks cannot integrate with them.
Scalable, Load-Balanced, Secure Platform Cloud applications are taking over – you’re concerned about future-proofing your business’ investment in software and systems.

7. Speed



Batch Process Orders and Invoices It’s taking too long to process orders, picking, packing shipping and invoices, one by one. You need robust batch processes.
Import from Prior Orders Sales people get bogged down because they can’t quickly create new orders from past orders or quotes.
Your System Is Slow or Unstable Legacy databases don’t adapt well to modern hardware – you need software built on SQL, which runs in the AWS platform, is stable, robust and the industry-standard.
Quick Customer Snapshots: Purchase History, Aging You’d love to be able to quickly pull up an AR aging report.
Rapid Order Entry and Sales Processing You’re frustrating your customers because it takes too long to process orders. Accolent ERP is optimized for fast order entry!
Synonyms, Alternate Product Descriptions You need to be able to quickly look up products by short names, vendor product codes or manufacturer product codes.

Now that you’ve got a pretty good idea that you need an alternative to Quickbooks, let’s examine your options. You can do nothing, which brings the worst possible outcome, because your frustrations and problems will only mount over time. Lost revenues due to inventory and warehousing problems quickly add up. As your transaction volume continues to increase, Quickbooks will only become slower. No, doing nothing at all is not an option.

Alternatives for Companies Outgrowing Quickbooks

1) You can move to a legacy on-premise specialty solution if you’re a distributor or manufacturer.

2) You can move to the Cloud.
Ahh.. now that sounds more like it. Moving to Cloud-based software future-proofs your investment and provides flexibility as your business grows. Most web-architected ERP systems are built to integrate with other best-of-breed 3rd party software, furthering your ability to protect your software investment as your needs change. Next, Cloud-based software solves mobility shortcomings, access and IT cost concerns. Finally, business software like Accolent ERP is hosted on AWS, and AWS is a leader in safety and security. In fact, your software and data are more secure with AWS than on your own internal servers. Read this article regarding safety concerns over ERP software.

You’ve Seen the Signs That It’s Time for New Software

Selecting and implementing new business software takes time, planning and effort. But the longer you wait, the worse your inventory, warehousing, cost, and operations problems become. We have a very simple process in place that can help you decide if Accolent ERP might be a good solution for you. Contact us today for a demo.


The Value of VARs

Value Added Resellers (VARs) Value of VARsoffer significant value to businesses when selecting and implementing ERP software. VARs can help clarify functional requirements, identify software solutions, implement those solutions efficiently, and make sure staff receives ample training. They can help businesses create unique, custom reports that guide management to the best business decisions. In short, the value of VARs is high. VAR’s implementation services can shave weeks, months, and even years off any ERP implementation. That’s real value!

What is a VAR?

A VAR (Value Added Reseller) is a company that buys software directly from a software vendor, then adds features or services and sells it to a business as a complete, turn-key solution. Sound like a scam? Quite the contrary. VARs add significant value. By using a VAR, the price that a company would pay for ERP software is likely no higher than if it were to be purchased directly from the vendor. In addition to paying competitive prices for software, your business stands to gain from the VAR’s experience, insight, and professional implementation and training services. For every dollar a business pays a VAR in services, they’ll likely save ten.

Why Can’t We Implement Our ERP Software Ourselves?

You certainly can, and many of our customers do – quite successfully; however, not all businesses are able to serve up a full-time or even a part-time implementation coordinator to ensure their implementation runs smoothly. Frequently, overworked department heads try to spearhead an ERP implementation in addition to the demands of their day jobs. For those that are tech-savvy, have experience with data conversion, and are willing to oversee their staff’s training, this arrangement can work. But for the vast majority of firms, contracting with a VAR to lead ERP an implementation greatly improves their chances of completing their implementation on time and under budget.

Are VARs Expensive?

On average, for every dollar a company spends on ERP software, it spends a dollar to two on professional services. Many VARs offer different types or levels of implementation services, from the bare basics of helping get your data converted to a complete hand-holding from start to finish.

What Else Does a VAR Do?

By working with an experienced consultant who has helped hundreds of companies like yours, VARs also offer insights into standard business processes that your company might benefit from. For example, our professional services partners have worked with distribution and light manufacturing companies for years, and can offer examples of how others in your industry have cut warehouse costs, cleaned up their AR, automated their AP, etc. In addition, VARs can help with implementing other add-on integrated software solutions that can extend the functionality of your ERP software. For example, Accolent ERP has integrations with applications for AP automation, business intelligence, CRM, freight carriers, online spend management, sales tax, etc. Some can offer advice about how to manage your IT spend and are very knowledgeable about how to leverage technology to your advantage. So even though you might contract with the VAR for a limited scope like ERP implementation or data conversion, you end up gaining a lot of additional information that can help you succeed.

What to Look for in a VAR?

The best VARs are focused on your budget, your needs, and your success. Shy away from VARs that have a one-size-fits-all approach, and look for VARs that have several tiers, or implementation ‘styles’. Be clear about how much time you or your staff can allocate to your implementation so your consultant can give you an accurate quote.

Prior to the explosion of cloud software, VARs traditionally served their own geographical regions, and as a result, your company was pretty much guaranteed to be on the same time zone as your consultant. That is no longer the case. With cloud software, it really doesn’t matter what coast your VAR is on, as long as it is able to support you during your business hours.

How to Find a VAR?

To find an Accolent ERP professional services partner (VAR), please contact us.