QuickBooks Online vs Desktop: Choosing the Best Accounting Software

QuickBooks Online vs Desktop: Choosing the Best Accounting Software

As a small business owner, keeping track of your finances is crucial for success. This is where QuickBooks comes in – the well-known accounting software that helps you manage your bookkeeping and financial reporting easily. But with two options available – QuickBooks Online and QuickBooks Desktop – which one should you choose? In this blog post, we’ll compare both versions to help you make an informed decision on which one suits your business needs best. So, let’s dive into the world of QuickBooks Online vs Desktop!


What is QuickBooks?


QuickBooks is an accounting software developed by Intuit, designed to help individuals and small businesses manage their financial tasks. It offers a range of features such as invoicing, billing, payroll management, and inventory tracking. QuickBooks has two versions: Online and Desktop.


QuickBooks Online is cloud-based software that allows users to access their account from anywhere with internet access. This version also offers automatic updates and backups, making it easier for users to keep track of their finances.


On the other hand, QuickBooks Desktop is installed locally on your computer system. It provides more advanced features than the online version but requires manual updates and backups.


QuickBooks is a user-friendly software that can help you streamline your financial tasks efficiently. Whether you choose the online or desktop version depends on your business needs. So take time to evaluate QuickBooks Online vs Desktop both options before deciding which one suits your business requirements best!


QuickBooks Online vs Desktop


QuickBooks is a popular accounting software that enables businesses to manage their finances efficiently. However, when it comes to choosing between QuickBooks Online vs Desktop, business owners often find themselves in a dilemma.


QuickBooks Online is cloud-based and accessible from anywhere with an internet connection. It offers real-time data updates, automatic backups, and easy collaboration among team members. On the other hand, QuickBooks Desktop requires installation on a specific computer or server but provides robust features like advanced inventory management and customization options.


One significant difference between the QuickBooks Online vs Desktop two versions is pricing. While QuickBooks Online operates as a subscription-based model with monthly fees based on user count, functionality level, and add-ons; QuickBooks Desktop requires users to purchase licenses upfront.


Another factor to consider while making this decision is security and reliability. With online version your data stored in Intuit’s servers whereas desktop version stores all of your financial information locally on your device or network file server.


Ultimately the choice comes down to individual business needs in terms of budget constraints, feature requirements, accessibility preferences etc.


Pros and Cons of QuickBooks Online


QuickBooks Online is a cloud-based accounting software that offers numerous benefits to small business owners. One of its biggest advantages is the ability to access your financial data from any device with internet connectivity, making it ideal for those who work remotely or need to stay on top of finances while on-the-go.


Another advantage is cost-effectiveness; users can choose from several subscription plans based on their specific needs, which makes it a more affordable option compared to QuickBooks Desktop. Additionally, QuickBooks Online offers automatic backups and updates, saving users time and hassle.


However, there are also some drawbacks to using QuickBooks Online. One potential issue is slow loading times due to reliance on an internet connection. Another downside could be limited features in certain subscription plans – some advanced features may only be available in higher-priced subscriptions.


Because QuickBooks Online stores data in the cloud rather than locally on your computer like QuickBooks Desktop does, there may be security concerns around sensitive financial information being stored online.


Pros and Cons of QuickBooks Desktop


QuickBooks Desktop is a reliable and feature-rich accounting software that has been around for decades. It offers several advantages to businesses, but also comes with its own set of downsides.


One of the main benefits of QuickBooks Desktop is its robustness. This software can handle large amounts of data and transactions without any lag or performance issues. Additionally, it provides more advanced features than QuickBooks Online, such as inventory tracking and job costing.


However, one downside to QuickBooks Desktop is that it requires installation on a specific computer. And cannot be accessed from anywhere with an internet connection like QuickBooks Online. This limits remote access and collaboration capabilities for businesses that require employees to work remotely or travel frequently.


Another disadvantage is the need for regular updates, backups, and maintenance which can take up valuable time from business owners or accountants who use this software.


While there are some drawbacks to using QuickBooks Desktop compared to other cloud-based accounting solutions like QuickBooks Online – it remains a popular choice among small businesses due to its reliability, advanced features, and extensive customization options available through add-on applications.


Which QuickBooks is best for my business?


Choosing between QuickBooks Online and Desktop can be a difficult decision for any business owner. Both versions have their own unique pros and cons that need to be carefully considered before making a final decision.


First, consider your business needs. Do you require multiple users or access from different locations? If so, then QuickBooks Online may be the better option as it allows for unlimited user access from anywhere with an internet connection.


However, if your business requires advanced inventory management features or customized reporting options, then QuickBooks Desktop may be the way to go. It also offers more robust payroll processing capabilities compared to its online counterpart.


Another factor to consider is cost. While both versions offer subscription plans at similar price points, QuickBooks Desktop does require additional costs such as software upgrades and maintenance fees.


Ultimately, choosing from QuickBooks Online vs Desktop which version of QuickBooks is best for your business depends on your specific needs and preferences. Take the time to evaluate each option thoroughly before making a decision that will impact your financial processes in the long term.


How to convert from QuickBooks Desktop to Online


Converting from QuickBooks Desktop to Online can seem daunting, but it doesn’t have to be. First, ensure that your company file is compatible with QuickBooks Online by checking the system requirements. Then, create an account in QuickBooks Online and select “Import Data” from the gear menu.


Next, select “QuickBooks Desktop” as your source and follow the prompts to upload your company file. During this process, review and edit any errors or discrepancies that may arise.


Once complete, you’ll need to set up users and permissions in QuickBooks Online to match those in Desktop. If you use payroll services through Desktop, you’ll also need to transfer that information over.


Make sure all transactions are up-to-date before transitioning fully to QuickBooks Online. It’s recommended that you keep both versions running for a while until you’re confident everything has transferred correctly.


Converting from QuickBooks Desktop to Online requires attention to detail but can ultimately streamline your accounting processes and provide greater flexibility for remote work.




After weighing the pros and cons of QuickBooks Online vs Desktop, it’s clear that each software has its own advantages and disadvantages.


QuickBooks Online is a more modern solution with anytime, anywhere access to your data, automatic backups, unlimited users (depending on the plan), and frequent updates. It’s ideal for small businesses that need flexibility or have employees working remotely.


On the other hand, QuickBooks Desktop offers more advanced features like batch invoicing and job costing. It also doesn’t rely on internet connectivity for use which may be advantageous for businesses in remote areas without reliable internet connections.


Ultimately, the decision between QuickBooks Online vs Desktop comes down to your business needs. Consider factors such as budget, size of your business, location of employees or users accessing the software, desired features/functionality needed to run your business effectively.


If you are currently using QuickBooks Desktop but want to switch over to online version. Then there is an option available for a quick conversion process from desktop version to online with minimal trouble.


In conclusion we hope this article helped you in understanding both versions of QuickBooks so you can make an informed decision when choosing accounting software for your business!


Also Read: FreeTaxUSA vs TurboTax: A Comparison of Popular Tax Software Options

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