Your accounting records contain customer details, bank information and your whole financial picture. Protecting them does not need to be complicated. These steps stop most problems. This article is general guidance, not a security audit.
1. Use strong, unique passwords
Use a password manager and a long, unique password for your accounting software. Never reuse the password from your email or social media.
2. Turn on two-factor sign-in
Two-factor authentication adds a second step, such as a code from an app, so a stolen password is not enough. AvrioBooks offers two-factor sign-in and session controls on the Premium plan. See how to turn on two-factor authentication.
3. Give people only the access they need
Use roles with per-feature permissions. A bookkeeper does not need to change the plan, and a team member who raises invoices may not need to see bank balances. See invite users and set roles.
4. Never share one login
Each person should have their own sign-in, so you can see who did what and remove one person without affecting the others. Invite your accountant as an Advisor instead of sharing your password.
5. Remove leavers promptly
When someone stops working with you, remove their access the same day. See remove a team member.
6. Review the audit log
An audit log shows who changed what and when. Look at it regularly, and after any change you did not expect. The audit log is on the Premium plan. See read the audit log.
7. Watch for phishing
- Be wary of emails asking you to sign in via a link. Go to the site directly instead.
- Check unexpected invoices or bank detail changes by phone, using a number you already have.
- Never give your password or a two-factor code to anyone who asks.
8. Keep your own copies
Export key reports regularly, such as the profit and loss, balance sheet and aged receivables, to PDF, Excel or CSV and store them somewhere safe. If you ever stop using a service, you still have your records. In AvrioBooks, if a plan ends your books become read-only and your data is never deleted.
9. Secure your devices
Keep your computer and phone up to date, use a screen lock and avoid using shared computers for accounting.
A short checklist
- Unique password in a password manager.
- Two-factor sign-in on.
- Roles checked, with nobody over-privileged.
- Leavers removed.
- Reports exported monthly.
How AvrioBooks helps
AvrioBooks has roles and per-feature permissions, two-factor sign-in and session controls and an audit log. See our security page, and approval workflow accounting software.
Frequently asked questions
Do I need two-factor authentication for accounting software?
It is strongly recommended. It adds a second step so a stolen password is not enough. AvrioBooks offers it on the Premium plan.
How should I give my accountant access?
Invite them as an Advisor with the permissions you choose, rather than sharing your login.
What should I do when someone leaves?
Remove their access the same day.
Can I keep my own copies of my records?
Yes. Export reports to PDF, Excel or CSV, and keep them somewhere safe.
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