Monthly Archives

January 2016

What’s Your 2016 IT Budget?

By | Technology Spending | No Comments

Do you know how much your business will spend on technology in 2016? Probably more than it should.

It’s estimated that as much as 70% of companies’ technology spending is misallocated. Technology and applications on the market are increasing at an alarming rate, and you can’t justify hiring a full-time CIO, so how do you know your IT budget fits your business needs? You’re a small business owner, not an IT expert! Nor should you need to be. That’s where we come in.

IT Spending Audit

Is your business leasing printers? Working from old laptops and desktops? Paying for SEO or outdated web hosting products? You’re very likely overpaying for technology that isn’t really working for you. If you’re a non-profit, did you know there are thousands of software products out there that you could be using for free? Let us guide your business through a free IT health check and spending audit. We’ll comb through your hardware, software and service contracts and provide you with recommendations for saving money or optimizing your use of the technology you already own.

IT Procurement & Implementation Assistance

If your business is new or you’re looking to implement new technology in 2016, we can also help evaluate and negotiate IT solutions on your behalf. We’re seasoned experts at translating tech jargon into plain English, and we can interpret all those lengthy terms of service before you sign off on a project. We’ve even got you covered during your implementation because we offer technical project management to ensure you end up with what you asked for.

Interested in working with us? Let us know how we can help!

How to Integrate Google Apps and QuickBooks to Email Attachments

By | Google Apps, How To, Integration, QuickBooks | 9 Comments

After a recent Google Apps implementation, our client let us know she was unable to email directly from QuickBooks using her new email address. She was attempting to connect to QuickBooks using the default Gmail settings, but the system kept prompting her for a password. After a frustrating call with Intuit, she resorted to downloading each PDF individually and attaching manually via Gmail until we came to the rescue to figure it out.

To connect your Google Apps for Work email account to QuickBooks Pro 2015, here’s what to do:

Note: There is one potential downside to this approach. You’ll have to enable users to sign in from what Google considers “less secure apps.” You can enforce this for all users (essentially allowing anyone to authenticate from any app) or you can enable it, so each user can turn it on for their account specifically. We recommend the latter if you have a bunch of users who do not need to email from QuickBooks.

Have your Google Apps Administrator enable or enforce Less secure apps in your account.

  1. Sign in to the Google Admin console
  2. Click Security > Basic settings.
  3. Under Less secure apps, select Go to settings for less secure apps.
  4. In the subwindow, select the Allow users to manage their access to less secure apps radio button (this option allows each user to toggle their access on or off) OR select Enforce access to less secure apps for all users (this option allows all users to sign in through less secure apps).
  5. If you choose Allow users to manage their access to less secure apps, you’ll have to have each user needing QuickBooks email access do the following:
    1. Go to the “Less secure apps” section in My Account.
    2. Next to “Access for less secure apps,” select Turn on.

Change preferences for sending forms in QuickBooks.

  1. Click Edit > Preferences.
  2. In the list at the left of the Preferences window, click the Send Forms icon.
  3. In the Send email using section, select Webmail.
  4. Click the Add button. QuickBooks opens the Add Email Info window.
  5. In the Email Id field, enter your email address.
  6. In the Email Provider field, choose Others.
  7. In the Server Name field, enter “smtp-relay.gmail.com” (without quotations).
  8. In the Port field, enter 587.
  9. Ensure the SSL box is checked.
  10. Click OK.
  11. Click OK again to exit the preferences window.
  12. Test using a QuickBooks form!

We hope this solution saves you some time integrating Google Apps/Gmail with QuickBooks. Need help with this or anything else technology related? Leave us a comment or contact us.

Port & Starboard LLC specializes in technology consulting for small businesses. We can help with any technical problem, big or small. We specialize in web hosting, business application implementation (Salesforce.com, Xero, Google Apps and WordPress are a few of our favorites), technical project management IT procurement and training. We’re also based in Virginia Beach. If you’re local, let’s meet for coffee and talk about your business!