QuickBooks Online vs Desktop: Which Is Right for You in 2019?

QuickBooks Online and QuickBooks Desktop are small business accounting software that differs in features and data accessibility. QuickBooks Desktop is ideal for businesses that sell products. In contrast, QuickBooks Online is best for service-based businesses that don’t spend much time in the office and need access to their data from a mobile device.

We recommend QuickBooks Online over QuickBooks Desktop because it is easy to set up and use. Plus the ability to access your data 24/7/365 from any device with an internet connection prevents you from being tied down to a desktop computer. Sign up for your QuickBooks Online account, and you can save up to 50% off.

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QuickBooks Online vs QuickBooks Desktop

Now, let’s explore these differences to help you determine which product will work best for your small business.

When to Consider QuickBooks Online

QuickBooks Online is your ideal solution if you are a service-based business that does not need inventory tracking options or does not have complex invoicing requirements. QuickBooks Online is also the best option for companies that want access from multiple devices and have more than one person who needs access or those that desire automatic updates from the cloud.

You should ultimately consider QuickBooks Online if you want the following:

• Ability to give your accountant or other users access from any location: QuickBooks Online allows you to set up a user ID and password for each person who needs to access your data from wherever they are located
• Ability to enter transactions using a mobile device, PC, or Mac: QuickBooks Online does not require software installation; therefore, you can open up a web browser from your mobile device, PC or Mac and log right into your account to quickly access your data
• Automatic, real-time updates: As you make changes to your data, QuickBooks Online updates automatically; whether there is one person in the QuickBooks file or multiple users, changes are updated in real time

If you could benefit from giving other users access to your data, the ability to access your data from any mobile device with real-time updates, then you should sign up for QuickBooks Online and take advantage of up to a 50% discount.

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When to Consider QuickBooks Desktop

QuickBooks Desktop is generally the best solution if you are a product-based business that has complex inventory tracking needs, or you fall into one of the five industries that QuickBooks Premier comes in. The industry-specific desktop versions include customized QuickBooks chart of accounts lists and products and services lists for contractors, manufacturers, wholesalers, retailers, and more.

You should ultimately consider QuickBooks Desktop if you want:

• Multiple inventory tracking options: QuickBooks Desktop offers two options for tracking inventory — the average cost method or the first in first out (FIFO) method, which is available when you purchase the Advanced Inventory add-on module; QuickBooks Online only allows inventory tracking using the FIFO method
• Batch invoicing: QuickBooks Desktop has batch invoicing capability; when the amount and type of service you are billing multiple clients are the same, this feature allows you to invoice them all at the same time
• Industry-specific versions: QuickBooks Desktop offers industry-specific features for businesses that fall into one of the following industries: general business, contractor, manufacturing and wholesale, professional services, retail, and nonprofit. QuickBooks Online does not offer industry-specific features

If you have complex inventory needs, or you provide professional services or are a contractor, manufacturer, retailer, or nonprofit organization, then you should go with QuickBooks Desktop. Sign up for QuickBooks Desktop to take advantage of special promotions offered only to Fit Small Business readers.

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QuickBooks Online vs QuickBooks Desktop Summary Table

Is QuickBooks Online or QuickBooks Desktop Best For You?

QuickBooks Online vs Desktop Primary Differences

There are a few features that QuickBooks Online includes and QuickBooks Desktop lacks, like unlimited free technical support. In addition, QuickBooks Desktop has a few features that QuickBooks Online does not, like batch invoicing and multiple inventory valuation methods.

What QuickBooks Online Has That QuickBooks Desktop Does not Have

There are several features that QuickBooks Online has that you won’t find in QuickBooks Desktop. For example, QuickBooks Online has automatic online backups, you can access your data from any platform like Windows or iOS, unlimited free tech support, and multiple inventory tracking options are just a few.

1. Automatic Online Backup and Protection

QuickBooks Online data is backed up automatically and secured by Intuit’s servers. This means that you don’t have to worry about whether your data is protected if your computer gets stolen or malfunctions, it is not stored on your computer.

2. Access Data Anytime From Multiple Platforms

QuickBooks Online data can be accessed 24/7/365 from a PC and Mac. Since all of your data is in the cloud, all you need is an internet connection and a user ID and password.

3. Unlimited Free Technical Support

With QuickBooks Online, you can contact technical support as much as you like at no additional charge. Unlike Desktop, tech support is included in all QuickBooks Online pricing plans automatically.

4. Automatic Access to the Latest Version of QuickBooks

With QuickBooks Online, you have immediate access to the latest version of the software. This means that any new features and improvements do not require an upgrade like the desktop product requires. Instead, you log into your account to access the most up-to-date version of QuickBooks Online.

5. Sample Company File Test Drive

With QuickBooks Online, you’ll get access to a sample QuickBooks Online company file that already has QuickBooks Online data in it. You can navigate through the program and practice entering transactions.

6. Multiple Inventory Tracking Options

QuickBooks Online allows inventory tracking using the FIFO method only. If you need to use another inventory method, you will have to go with QuickBooks Desktop.

What QuickBooks Desktop Has That QuickBooks Online Does not Have

A few features you will find in QuickBooks Desktop and not QuickBooks Online are: you have to install the software, it requires manual backup, you can only access your data from the computer you installed the software on, unless you purchase hosting services, and you have to pay an additional fee to upgrade the software.

1. Software Installation

Unlike QuickBooks Online, QuickBooks Desktop requires you to download software onto your computer, which also means that you are not able to access the program when you are not at your desk.

2. Manual Backup and Protection

QuickBooks Desktop data is not backed up automatically like QuickBooks Online. You will need to create a backup plan and set it up on your own. Another option is to upgrade to a QuickBooks Desktop plan that includes automatic backups and unlimited support for an annual fee of $299.95.

3. Access Data from One Platform

With QuickBooks Desktop, you can only access your data from the computer that you installed the software on, either PC or Mac. If you want the ability to access your data from anywhere like you can with QuickBooks Online, you can add on the Hosting Services that QuickBooks Online offers. Pricing varies, so you will need to contact QuickBooks directly for a quote.

4. Paid Technical Support

QuickBooks Desktop support is free for the first 30 days after you install the software. After 30 days, you can upgrade to a QuickBooks Desktop plan that includes unlimited support and automatic backups for an annual fee of $299.95.

5. Paid Upgrades

QuickBooks Desktop requires that you purchase the latest version of the software to gain access to new product features. Pricing will vary based on what version of QuickBooks Desktop you have, generally starting at $299.95.

6. Sample Company Files

Within QuickBooks Desktop, there are several sample company files for multiple industries. Like QuickBooks Online, you can practice entering transactions without using your own company file.

7. Multiple Inventory Tracking Options

Unlike QuickBooks Online, QuickBooks Desktop offers two options for tracking inventory: the average cost method or the FIFO method. The FIFO method is available when you purchase the Advanced Inventory add-on module.

8. Batch Invoicing

QuickBooks Desktop has batch invoicing capability. This feature allows you to invoice multiple customers at the same time. QuickBooks Online does not currently offer this feature.

9. Industry-specific Versions Available

QuickBooks Desktop offers industry-specific features for businesses that fall into one of the following industries: general business, contractor, manufacturing and wholesale, professional services, retail, and nonprofit. QuickBooks Online does not offer industry-specific features.

QuickBooks Online vs QuickBooks Desktop Pricing

QuickBooks Online is a monthly subscription that runs between $20 to $150, whereas QuickBooks Desktop is a one-time cost between $299 to $1,100. At first glance, you might think QuickBooks Online costs more than QuickBooks Desktop. However, remember that you always have access to the latest features in QuickBooks Online without upgrading. To access new desktop features you must pay to upgrade your software.

QuickBooks Online Product Comparison Chart

QuickBooks Online is not like QuickBooks Desktop where you make a one-time payment in full for the product. As you can see from the chart, the four plans differ not only in retail cost and number of users but also in the following key areas:

1. Accounts payable: The ability to enter and pay bills is only available with the Essentials and the Plus subscriptions. It is not available with Simple Start.
2. Inventory: Tracking and managing inventory is only available in the Plus subscription. It is not available for Simple Start or Essentials.
3. Smart reporting: A tool that allows you to generate reports on key performance indicators for cash flow, profitability and other areas of your business. This tool is only available in QuickBooks Online Advanced.
4. Accelerated invoicing: Ability to automatically import hundreds of customer invoices as opposed to manually keying them in. No other QuickBooks Online product has this feature.
5. Customer user permissions: QuickBooks Online Advanced allows you to control what users can view sensitive data such as bank account information.
6. Dedicated success manager: QuickBooks Online Advanced includes a dedicated point of contact that can assist you with questions and give you access to other resources you may need.
7. Training for staff: QuickBooks Online Advanced includes self-paced training materials to help get your staff up to speed on how to use QuickBooks.

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QuickBooks Desktop Product Comparison Chart

*Note: Although QuickBooks Desktop is a one-time purchase, you will need to purchase an upgrade at least every three years to continue using QuickBooks support, Intuit Payroll, and Intuit Merchant Services.

QuickBooks Premier and Enterprise offer industry-specific versions of QuickBooks. Enterprise allows you to include up to 30 users, which makes it suitable for medium-sized or fast-growing small businesses. QuickBooks Desktop Premier and Enterprise include industry-specific features that are not available in QuickBooks Pro or QuickBooks Mac:

If your business falls into one of the following industries, you should purchase QuickBooks Desktop Premier or Enterprise:

• General business
• Contractor
• Manufacturing & wholesale
• Professional services
• Retail
• Nonprofit

QuickBooks Mac and Pro offer similar features. The primary differences between them are the maximum number of users and the platform that they operate on. QuickBooks Pro operates on PCs and QuickBooks Mac operates on Apple computers. I recommend these two products to most small businesses because when compared to similar products you can’t beat the features these products offer for the price.

QuickBooks Mac Desktop Users

If you are currently using QuickBooks Mac and looking to switch to QuickBooks Online, you should sign up for the QuickBooks Online Plus subscription if you need to keep track of inventory and pay 1099 vendors. Our QuickBooks Online Comparison includes the cost, features and user reviews to help you determine which is right for you. You can get up to a 50% discount off your paid subscription.

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Ease of Setup: QuickBooks Online vs QuickBooks Desktop

One of the great things about QuickBooks — both Desktop and Online — is you don’t have to be an accountant to set up or use the program. Whether you are using QuickBooks Online or Desktop, this process should take no more than 20 minutes to complete, provided you don’t have any historical information to bring over.

The setup process for both QuickBooks Online and QuickBooks Desktop requires you to provide key company information as well as the option to connect your bank account to QuickBooks. Connecting your bank account to QuickBooks allows you to import your bank transactions automatically.

Follow the steps below to set up your company and connect your bank account to QuickBooks.

Setting Up Your Company

The company file setup process is the same for both QuickBooks Online and QuickBooks Desktop. The express setup takes about five to 10 minutes and requires some basic company information. The more in-depth setup may take about one to two hours, depending on whether or not you are bringing data over from another accounting system. If you’re converting from QuickBooks Desktop to QuickBooks Online, check out our step-by-step guide.

In addition to providing basic company information, you will need to answer a few questions about how you will manage your business. I recommend you spend the few extra minutes up front and complete the in-depth setup process. The more in-depth setup process will provide you with a more customized company file setup that will meet your specific business needs.

Importing Your Bank Account Transactions to QuickBooks

Once you have completed the initial setup, both QuickBooks Online and QuickBooks Desktop allow you to download your banking transactions from your bank’s website directly into your QuickBooks account. In my experience, this process is much quicker to do in the Online product than it is in the Desktop version.

Ease of Use: QuickBooks Online vs QuickBooks Desktop

Both QuickBooks Online and QuickBooks Desktop are very user-friendly. Prior to 2013, I would not have said that about QuickBooks Desktop. However, in 2013 there were some major changes to the QuickBooks Desktop interface, which made it much more user-friendly than it had been in previous versions.

The Quick Create menu in QuickBooks is divided into four sections, as indicated below:

Below is a snapshot of the Left Icon bar in QuickBooks Desktop:

If you are currently using QuickBooks Desktop, the same QuickBooks terminology will translate to QuickBooks Online. However, you will have a bit of a learning curve when it comes to navigating within the program since it is very different from QuickBooks Desktop. If you have never used QuickBooks, you will most likely get up-to-speed quickly on either product that you choose.

QuickBooks Desktop vs Online Customer Support

If you need help with QuickBooks Online or Desktop, there are several options from which to choose. You can access a knowledgebase and video tutorials available within the software. Plus, unlimited chat and telephone support are included in your monthly fee.

For assistance with QuickBooks, you can choose from one of several options:

QuickBooks In-product Help

In-product help options are resources available within both QuickBooks Online and QuickBooks Desktop under the Help menu:

• Knowledgebase (help menu): This is one of my favorite resources because it’s the quickest way to get answers to questions like, “How do I enter a check?” or “How do I create an invoice?”
• Video tutorials: A library of videos that you can access from the Help menu; these videos provide a quick way to visualize step-by-step how to do something in QuickBooks; they typically run between one to 10 minutes long

Be sure to check out 39 free QuickBooks Online tutorials by Fit Small Business. This is a free course that includes both video and written step-by-step instructions. Best of all, the tutorials are completely free.

QuickBooks Phone & Chat Support

Phone and chat support is available for both QuickBooks Online and QuickBooks Desktop. Unfortunately, the quality of support that you receive may not always be good. I’ve had better results with chat support than I have with telephone support. In addition, support for Online is always free. Desktop support is only free for the first 30 days. After 30 days, you will have to purchase one of the support plan packages.

Listed below are a couple of situations to help you determine whether to use chat support or telephone support:

• Error messages when using QuickBooks: If you’ve encountered an error message that is preventing you from using your QuickBooks file, then I would call the support line for assistance
• Billing questions: If you’ve got a billing question, then I would use chat support

How to Get Started With QuickBooks Online

We recommend trying out QuickBooks Online before you buy it. To do this, you have a couple of options from which to choose. You can access a sample company that is already populated with data. Alternatively, you can sign up for a free 30-day trial and use your own company data to get up to speed with QuickBooks.

1. Go for a Test Drive

This will give you access to a sample company file that already has QuickBooks Online data in it. You can navigate around the program and practice entering transactions like invoices and checks. Once you close out of the file, it does not save your work. Access the test drive and follow the on-screen instructions.

2. Sign Up for a 30-day Risk-free Trial

A free trial (sign up here) will allow you to:

• Create your company file using your own data
• Access all of the features available
• After 30 days, you can subscribe by providing your billing information
• If you decide not to subscribe, you will have read-only access to your data for 90 days after the trial period has ended.

Since QuickBooks Online is a cloud-based product, there is no software to install. If you don’t need to take it for a test drive and you are ready to get started with QuickBooks Online, you can get up to 50% off of a paid subscription. To get your business up and running quickly, check out our free QuickBooks Course. It includes step-by-step instructions to help you get your business set up in no time.

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How to Get Started With QuickBooks Desktop

QuickBooks Desktop does offer a free trial option. Unlike QuickBooks Online, which is cloud-based software that does not have to be installed, QuickBooks Desktop must be installed on your computer to use it. You can sign up here to download a full version of QuickBooks Enterprise for 30 days. Enterprise is the top of the line desktop product that also includes the industry-specific versions.

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QuickBooks Online vs Desktop: Which QuickBooks Do I Need

There has been and continues to be a debate as to whether or not the cloud version of QuickBooks is better than the desktop version. The desktop version has been around since the 1990s, long before software over the internet was common. Currently, QuickBooks Desktop has a few more features and functionality when you compare it to the online version.

However, new features are being added to the online version constantly, and there are features available in the Online version that are not available in Desktop. This includes giving access to multiple users so they can access your data from anywhere in the world.

Unfortunately, many bookkeepers and certified public accountants have chosen not to embrace the online version. In my opinion, this is a mistake. As a result, many small businesses that recognize the fact that the cloud is the future, not only for QuickBooks but for most software used in business like Microsoft Office, are having to replace their accountant or bookkeeper.

The answer to which QuickBooks you need boils down to what version of QuickBooks is going to serve the needs of your business best. If you can run your business using QuickBooks Online, then that is the version we recommend.

If you are a freelancer, then QuickBooks Self-Employed might be a better fit for you. Finally, if you are looking for other great accounting software options, check out our guide to the best QuickBooks alternatives.

When to Use a QuickBooks Competitor Software

While QuickBooks is the accounting software we recommend to most small businesses, it may not be right for everyone. If you’re concerned about price or have a specific need, there are a number of free and paid accounting software options that can fulfill industry-specific requirements, handle heavy invoicing, or allow you to manage accounts payable.

If you can’t afford QuickBooks, there are free accounting software options available. Be sure to select an accounting software that has basic bookkeeping features like invoicing customers and paying bills. If you need a feature and the software doesn’t have the functionality, you should consider looking at other accounting software options that are affordable and can meet your business needs.

If you’re a freelancer who doesn’t need all of the bells and whistles many accounting software products include, our best invoicing software guide is a great resource. In this guide, we included products that allow you to create custom invoices and tools to help you get paid faster. If you need accounting software that goes beyond invoicing, check out our best QuickBooks alternatives guide. We’ve included 10 free and paid options that give QuickBooks a run for its money.

If you are looking for accounting software that is customized to meet the needs of your specific industry, there are several options that you have from which to choose. If you are a nonprofit organization, restaurant owner, or in the real estate business, choosing an accounting software tailored to your industry may save you time in the long run.

Due to the type of business or local and state requirements, some businesses need software that is customized for their industry. Even so, most small businesses can use QuickBooks to keep track of their business finances effectively.

What a QuickBooks ProAdvisor Is & How to Find One

Certified QuickBooks ProAdvisors are accounting professionals who have received certification in one or more QuickBooks products. There are a number of ProAdvisors who do not like the QuickBooks Online product and, therefore, do not support it. You will find more ProAdvisors certified in the QuickBooks Desktop product line than in QuickBooks Online.

Keep in mind, ProAdvisors are not Intuit employees. They are independent contractors and, depending on experience, will generally charge $25 per hour and up for their services. The more education and experience they have, the more they will charge.

With that in mind, I recommend hiring a ProAdvisor for the following types of services:

• To review your company file setup prior to entering transactions
• To provide face-to-face training on how to use QuickBooks properly
• To perform a periodic review of your financial statements; I recommend you set this up on a monthly or quarterly basis

Check out our article on how to find a QuickBooks ProAdvisor for tips on what to look for when hiring a QuickBooks Pro. Whether you go with the online version or the desktop version, it’s important to find a certified QuickBooks Pro so you can be confident your books are in the hands of an expert.

The easiest way to find a QuickBooks ProAdvisor is to use the QuickBooks accountant directory. This site will provide a list of the QuickBooks products that the ProAdvisor is certified in, how long he or she has been in practice, and customer reviews.

Frequently Asked Questions (FAQs) About QuickBooks Online vs Desktop

In this section, we have included answers to the most frequently asked questions about QuickBooks Online vs Desktop. If you don’t see your question, head over to the Fit Small Business forum and post your question there. An industry expert like myself will promptly respond to your question.

Can QuickBooks Online be converted to desktop?

You can convert QuickBooks Online to desktop. To do so, you will need to contact the Intuit customer support team to get the ball rolling. To contact the Intuit support team, log into your QuickBooks Online account and navigate to the Help menu. The telephone number and an option to chat with support are available.

Can you use QuickBooks Online and desktop?

You cannot use QuickBooks Online and Desktop to keep track of your business. The primary reason is that they are on two different platforms and do not integrate with each other. Therefore, you will have to choose between QuickBooks Online or QuickBooks Desktop.

How much does QuickBooks Online cost per month?

QuickBooks Online comes in four versions: Simple Start, Essentials, Plus, and Advanced. Simple Start is $20 per month, Essentials is $40 per month, Plus is $70 per month, and Advanced is $150 per month. To learn more about the cost and features of QuickBooks Online products, check out our QuickBooks Online comparison guide.

Bottom Line

Whether you decide to purchase QuickBooks Desktop for its extensive inventory tracking capabilities or QuickBooks Online for its ease of use, you won’t regret it. If you decide to go with QuickBooks Online, get up to speed quickly by taking our free QuickBooks course to learn how to set things up.

Sign up for a free 30-day trial of QuickBooks Online so that you can take advantage of all of the great features we have discussed like access to your data from any mobile device, unlimited customer support and automatic backup and protection of your data.

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