QuickBooks Desktop is usually preferred if you are looking for industry-specific features or have more complex accounting needs. QuickBooks Enterprise is best used in any small to mid-sized business that requires a large amount of transactional data. QuickBooks Accountant is specifically designed for accounting firms and bookkeepers, with the goal of handling accounting transactions for companies that are not their own. The Accountant’s version provides bookkeeping services that can import accountant copy files from clients, batch enter transactions, and run a working trial balance report. QuickBooks Enterprise is intended for use by larger-small businesses and can be used by manufacturing and distribution businesses with its advanced inventory features. QuickBooks Online is for more accounting-focused businesses looking for a web-based system, and/or a business that wants access to the large app-based ecosystem QuickBooks offers.
QuickBooks Online is optimized to be as user-friendly as possible and very easy to navigate. The side menu categorizes features for easy access, for example, aggregating sections for employees, their taxes, and compliance details under the Payroll category. It takes a bit of time to click around and understand what are operating expenses where everything is, but a quick run-through is more than enough to familiarize yourself with what QuickBooks Online can do. The two iterations of QuickBooks’ accounting software shine in different areas. Whereas one is completely online and cloud-based, the other operates locally on your computer.
When is QuickBooks Desktop better than QuickBooks Online?
From mobile to desktop, you can access QuickBooks Online on virtually any device. More importantly, you don’t have to stay holed up in a back office to balance books and manage finances. QuickBooks Online is easier to learn and use on a daily basis with the accessibility of offers across multiple devices and the number of available automations and applications. However, the program is more “generic” and won’t give you the most industry-specific capabilities. It also lacks the level of customization that some companies may prefer. This price for payroll starts at an extra $45/month plus $4/employee/month.
However, QBO restricts access to up to two accountants or accounting firms. It is worth noticing that an accounting firm can add their team members, and this does not impact the user limit because it happens from within the firm’s access. When subscribing to a QuickBooks Online plan, you can elect to purchase add-on services and enhancements to better suit your needs, found at
The software-only QBDT versions are fully functional and useful at the time you purchase them. However features present in editions older than three years are subject to planned obsolescence, removal, and discontinuation to “incentivize” you to purchase a new release. All QuickBooks Enterprise plans are available only via monthly or annual subscriptions, depending on your plan.
How do I switch from QuickBooks Desktop to QuickBooks Online?
Now, Premier Plus and Enterprise packages are available on a subscription-basis only. If you’re a QuickBooks Online user who wants these Desktop features, many third-party apps offer them for an extra charge. QuickBooks might encourage its users to switch from QuickBooks Desktop to Online, but it hasn’t issued any statements about discontinuing Desktop entirely. But based on the tech industry’s growing emphasis on cloud storage over local storage, it’s hard to imagine that downloadable programs like QuickBooks Desktop will still be relevant a decade down the road.
- It also has barcode scanning capabilities — business owners can download the QuickBooks Desktop mobile app and use their mobile device as a scanner.
- That’s because it’s one of the leading accounting software programs for managing payroll, operations, accounts receivable and numerous other financial functions.
- QuickBooks Desktop also offers easy integration with QuickBooks Payments so you can accept online payments from customers.
QuickBooks Online files are also easier to share because you only need to invite a ProAdvisor to your company file, and they’ll have 24/7 access to your books. Many or all of the products featured here are from our partners who compensate us. This influences which products we write about and where and how the product appears on a page. We believe everyone should be able to make financial decisions with confidence. The Ascent is a Motley Fool service that rates and reviews essential products for your everyday money matters.
For any area that QuickBooks Online falls short in, the QuickBooks Apps store has hundreds of apps and add-ons available. These add-ons typically allow for non-financial functionality that QuickBooks doesn’t provide in their base package. This includes expense management, time tracking, CRM, and cash flow forecasting.
QuickBooks Online is accessible from any device with an internet connection, while QuickBooks Desktop is installed locally
However, QuickBooks Online is the better choice for most companies, especially those with remote accountants and multiple employees. QuickBooks Desktop is preferable for companies wanting to manage their books without an internet connection. It’s also the better option for businesses requiring complex inventory accounting features.
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QuickBooks Pro is geared toward small to medium businesses and starts at $41/month for a single user. QuickBooks Pro 2023 must be purchased through a reseller or a phone call with QuickBooks Sales. I think most of us can agree we are in the age of artificial intelligence.
Cost considerations depend on individual business needs and preferences. For both QuickBooks products, Intuit QuickBooks mobile apps are offered for Apple iOS and Google Android devices. This means that QuickBooks Desktop users are limited to one hosting provider — the computer on which the software is installed — or a handful of licensed computers. QuickBooks Online can be accessed from any internet-connected device, including a mobile device with the QuickBooks app installed, after you enter a valid username and password. If your home or office has a slow or unpredictable internet connection, QuickBooks Desktop can ensure you can reach most of your data even if the internet goes down overnight. The downside to locally stored data, though, is that you can only access it from where it’s stored.
Can I switch from QuickBooks Online to QuickBooks Desktop?
Like its desktop counterpart, there are multiple editions of QuickBooks Online aimed at serving different purposes. Unlike QuickBooks Desktop, QBO is only available in a subscription-based format regardless of the edition you choose. Thanks to the cloud, https://accountingcoaching.online/ you can also access QBO from the convenience of your smartphone or tablet. This means you can check in and manage your books from anywhere in the world, whether you’re relaxing on a beach in The Bahamas or enjoying a hot chocolate at a ski lodge.
It’s important to note that QuickBooks Desktop and QuickBooks Online are two separate products, and data in the two versions do not automatically sync. A company should work with either QuickBooks Desktop or QuickBooks Online to avoid data discrepancies. After that date, you won’t be able to access QuickBooks add-on services like Online Banking, Online Backup, Live Support and QuickBooks Desktop Payroll Services from any version of the desktop software. The dashboard is super intuitive with large, easy-to-understand charts, and the mobile app is similarly easy to use.
You don’t have to worry about losing everything in a fire or an unforeseen event. Katherine Haan, MBA is a former financial advisor-turned-writer and business coach. For over a decade, she’s helped small business owners make money online.