A First Look at ChronoBooks

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Vendor Corner

ChronoBooks is a new app that allows QBO Users to backup, restore and copy their QuickBooks Online data. 

So, you maybe asking, "Why do I need an app to backup QBO, doesn’t Intuit continually backup every QBO file?"

Intuit actively markets QuickBooks Online, telling you that you don’t need to worry about backing up, as you did with QB Desktop, because they're backing up your QBO data.

The problem is that Intuit’s backups are designed around "disaster recovery" in case something were to happen to one of the server locations that support QBO. Intuit’s backup copies of your QBO data are not under your control and you have no elective options to restore data at will.

I know what you're thinking, "What about downloading a copy of your QBO Data – Intuit gives you that option." 

That's very true also. But what good is a copy of your QBO Data? You have no ability to restore it or to upload it into another QBO company. Further, there is no application that can read the proprietary format of a QBO Data download.

Now, it's true you also can download QBO data into a QB Desktop file. Of course, that assumes you still have QB Desktop and if you weren't getting rid of desktop why did you move to QBO in the first place. 

Even if you downloaded the data into Desktop, will it really be the same? After all, the two products use different accounting basis for inventory. Sometimes, Intuit Data Services has to get involved to convert your file, and some QBO to QBD users have reported they still didn't get a "pristine file."

So, how can you have a reliable QBO Backup you can control and restore?

Previously, there was an app named SafetyNet by Jobber that gave you the ability to backup your QBO data, or at least portions of it. I even wrote an article about it. 

But for some odd reason, it just wasn't well received. People didn't sign up for it and Jobber discontinued the app.

In other words, so long SafetyNet, the party's over."

But now, just recently released, we have ChronoBooks.

I first heard about this product at "Scaling New Heights," when the developer, Nate Tippie, contacted me. Since then, I have spent more than a few hours with Nate and his product. I'm excited to share this new app with you.

ChronoBooks offers continuous backup of your QuickBooks Online Data using something called Webhook technology. A webhook – sometimes called a web callback or HTTP push API – is a way for an app to provide real-time information. A webhook delivers data to other applications as it happens, meaning you get data immediately.

Unlike the typical QBO App, where developers need to poll (or query) for data every time in order to get data updates, the new webhooks technology is much more efficient than the traditional API methodologies.

What this means for you is that your ChronoBooks backup is never more than just a few minutes old at any given point.

Of course, what good is a backup if you can’t restore it? With ChronoBooks, you can restore your QuickBooks Online data to any time you want (since you started using ChronoBooks for your QBO Backup).

You can even make a copy of your QBO Data, with ChronoBooks, in a format that you can control. This means you can easily start another QBO company file simply by restoring the copy to any new QBO account after you have set it up and associated it with your ChronoBooks. 

Once you go through the process of signing up for ChronoBooks and get connected to one or more of your QBO Companies, you'll be ready to start by making an initial manual backup. In a sense, this becomes your initial archive. From that point on, unless you disconnect your Chronobooks from QBO, the incremental backups are running to keep your two sets of data in-sync. 

Some of you may be wondering just how complete a backup you'll be getting with ChronoBooks. You may have heard there were limitations with SafetyNet due to the design of Intuit's QBO Accounting API "design schema."

The QuickBooks Online Accounting API can perform a variety of tasks and operations under the standard schema. The schema defines the normal operations and XML command configurations used to access the table data within the QBO Database.

Typical schema-based queries take the form of navigational XML commands issued to QuickBooks Online, which then returns record sets that qualify for the query results.

Unfortunately, QuickBooks Online does not make all areas of the accounting data available using the design schema, because Intuit has chosen to restrict certain data, or has yet to develop and authorize schema changes to make some data accessible via the API.

But ChronoBooks has found a way around the limitations within the Accounting API "design schema." The QuickBooks Online API provides accessibility to QBO “tables and views” as well as something called “stored procedures.”

Most developers limit their app products to using only "table data," but some also include "views" that are data sources that are read-only. One category of views as they relate to QBO are the Tax Codes and Tax Rates. 

But as I just mentioned, the QuickBooks API also offers something called "stored procedures." Because views generally restrict access to "read only," it's possible to creatively use stored procedures to update data available from a view. 

In addition, stored procedures allow access to information in a format that normally would be "report-like within QuickBooks Online. One such stored procedure is the General Ledger Detail.

ChronoBooks makes use of these stored procedures and, specifically, the SP for General Ledger Detail in order to secure information not otherwise accessible via QBO tables linked via webhooks.

This means that ChronoBooks can securely include information like payroll and sales tax transactions in its backup that typically would not be accessible.

You may be wondering what the future holds for ChronoBooks. Work currently is in progress on three new features, Compare, Alerts and Local Backup. 

Nate told Insightful Accountant that, "While we are rolling out each of these features one by one, I feel confident that they should all be cranked out within the next 90 days."

The Compare feature allows you to compare your historical data in terms of variances, especially in regard to close periods. You'll be able to view when and how a specific aspect of your data changed in the current QBO company file from the historical back ups held in chronological order by ChronoBooks. 

The Alerts feature really is an expansion of the Compare feature. Alerts allow you to set thresholds for variances so that your notified whenever materials changes occur in past periods. 

Local Backups provide you with a set of your QBO data that can be routinely exported to your Dropbox. The data is stored in a standard format you can use and is password protected.

As with many new apps, the developer's intent is to offer a Partner Program for QuickBooks ProAdvisors, accountants, bookkeepers and consultants. Nate presently is in the process of working out the full details of that program; but he has recently added a sign up option for ProAdvisors at the lowest price ChronoBooks offers.

Be sure to look for the 'I am a QuickBooks ProAdvisor" check box when you initiate your subscription.

ChronoBooks also is offering a free trial. Just go to the ChronoBooks website for more details or to sign up.