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Quickbooks Online vs Quickbooks Desktop: Which One Is Better

QB online vs Desktop

Pros and Cons of QuickBooks Online vs. Desktop

Accounting software like QuickBooks monitors many small and medium-sized business owners’ revenue and expenses. It is developed by Intuit and provides options for handling tax, business, and personal affairs. There are different subscription tiers available for QuickBooks Online. Companies can use QuickBooks to automate a variety of activities, including accounting, payments, and invoicing. These features facilitate the management and monitoring of firm finances.

This article will cover the pros and cons of QuickBook’s two different products, QuickBooks Desktop and QuickBooks Online. We will lay out both perspectives for you, QuickBooks Oline vs. Desktop and QuickBooks Desktop vs. Online in 2022.
The web-based version of the well-known desktop accounting program is called QuickBooks Online. It offers a user-friendly interface, multi-user plans, and rich reporting capabilities. Although the new QuickBooks Online Advanced plan makes the program adaptable for larger enterprises, QuickBooks Online is primarily meant for small businesses. The software provides many features, including powerful bookkeeping, online payroll, appealing invoicing, and more than 650 integrations.

Locally installed software called QuickBooks Desktop is a favorite of accountants and business owners. QuickBooks Desktop Pro, QuickBooks Desktop Premier, and QuickBooks Desktop Enterprise are the three distinct versions of the software. Pro is geared toward small businesses, Premier for medium-sized enterprises, and Enterprise for large corporations. This is the fundamental distinction between the three. As a result, each plan advances in terms of the features and users that are accessible.
QuickBooks Desktop is only compatible with Windows operating systems.

You can go through the differences between the two products regarding prices and features and analyze which software is better for you and your company.

Pros and cons of QuickBooks Online.

Web-based QuickBooks Online was first created for tiny businesses that wanted simple online access. It has now developed into a reliable small business accounting program that is simple to use and can be instantly accessed from any location on any device.
The QuickBooks Multicurrency functionality is one of the most notable aspects of QuickBooks Online. If you conduct foreign business, you should make use of this function. With the Essentials, Plus, and Advanced memberships, multicurrency is possible.
Given below are the pros and cons of QuickBooks Online.

pros and cons of quickboook online

Pros and Cons of QuickBooks Desktop

Small to midsize businesses searching for the dependability of a desktop software solution can use QuickBooks Desktop. QuickBooks Desktop is also an excellent choice for specialized companies like nonprofits, shops, and general contractors looking for a more sector-specific solution.
Windows is intended to run QuickBooks Desktop. It provides the majority of the critical functions of accounting software.
Three separate bundles are offered to users. The most extensive package includes improved granular user rights and automated data encryption backups.

pros and cons of quickboook desktop

Differences between QuickBooks Online and QuickBooks Desktop


Here is the comparative QuickBooks Online pricing and QuickBooks Desktop pricing.

Difference between price of QuickBooks Online and QuickBooks Desktop?


Difference between features of QuickBooks Online and QuickBooks Desktop?

Integration with other software

Depending on your industry, the ability to interact with other programs may be helpful, while it may be essential for others. This is one area where the two products differ significantly.

QuickBooks Online

QuickBooks Online integrates with over 500 third-party apps across multiple categories, including Payments, CRM, Project Management, Payments, Payroll, Invoicing, Inventory, and Time Tracking. It not only has more integrations, but it also has superior integrations. QuickBooks Online’s integrations address business requirements and provide different payment gateway solutions.
In comparison, QuickBooks Desktop has few payment gateways, making it difficult for modern merchants to receive online invoice payments.
You may effortlessly connect to any third-party app from within the app, saving you a significant amount of time.

QuickBooks Desktop

QuickBooks Desktop integrates with over 200 third-party programs, making it one of the better-integrated desktop application solutions. However, it pales in comparison to QuickBooks Online’s more than 500 possibilities.

Switch from QuickBooks desktop to QuickBooks Online.

If you prefer the ease of access and superior integration, you would like to convert your accounting software to QuickBooks Online. Thus, we have compiled FAQs that concern numerous folks, like why you should switch from QuickBooks Desktop, when is the ideal time, and how hard is it to convert to a different product.
The official QuickBooks site and support page can give you a comprehensive view of the process and its product.

When should you switch from QuickBooks Desktop to QuickBooks Online?

According to the QuickBooks site, access to add-on services for QuickBooks Desktop for Windows 2019 will be withdrawn after May 31, 2022. This contains all QuickBooks Desktop Pro, Premier, and Enterprise Solutions v19 versions. If you do not use any QuickBooks Desktop 2019 add-on services, your software will continue functioning normally. You will be unable to subscribe to live technical assistance or any of the other Intuit services that are compatible with QuickBooks Desktop. In addition, discontinued versions will not receive the most recent security fixes and updates.

Why should you switch from QuickBooks Desktop to QuickBooks Online?

After May 31, 2022, your access to QuickBooks Desktop Payroll Services, Live Support, Online Backup, Online Banking, and other services via QuickBooks Desktop 2019 software will be withdrawn. This also means that you will no longer receive essential security updates from June 1, 2022. Install any security updates that arrive before this date.

Products affected by service discontinuation:

  • QuickBooks Desktop Pro 2019
  • QuickBooks Desktop Premier 2019 (General Business, Contractor, Manufacturing & Wholesale, Nonprofit, Professional Services, and Retail)
  • QuickBooks Enterprise Solutions 19
  • QuickBooks Premier Accountant Edition 2019
  • QuickBooks Enterprise Accountant 19
  • QuickBooks Desktop for Mac 2019

How to switch from QuickBooks Desktop to QuickBooks Online?

QuickBooks Online includes features such as automatic bank account updates, access to your books from any computer with an internet connection, and much more.
How long does it take to In most circumstances, you may switch to QuickBooks Online in under an hour. The longer it takes, the greater your corporate file. Here are the steps you can follow for a short and quick switch to QuickBooks Online:

  1. Get your desktop file ready.
    In QuickBooks, press F2 (or Ctrl+1) to open the Product Information window. Check your current version and release. You will have 60 days to move your data from creating your QuickBooks Online account.
  2. Move the QuickBooks Desktop file to QuickBooks Online.                            If your QuickBooks version is 2018 or older, use the QuickBooks Desktop file restoration tool to upgrade your file. You can then move your data to QuickBooks Online.

If you are using QuickBooks Desktop Pro or Premier:

  • Sign in as an admin to the company file you need to import.
  • Go to Company, then select Export Company File to QuickBooks Online.
  • Select Start your export.
  • Sign in as an admin to your QuickBooks Online company.
  • Select Choose online Company and choose the QuickBooks Online company you want to replace with your company file.
  • Select Continue.
  • If you track inventory in QuickBooks Desktop:
  • Please select Yes to bring them over, then enter the as of date.
  • Select No if you want to set up new items later in QuickBooks Online.
  • Enter Agree in the text field, then select Replace.
  • Select Yes, go ahead and replace the data, then select Replace.

If you are using QuickBooks Desktop Enterprise:

  • Sign in as an admin to the desktop company file you want to move.
  • On your keyboard, press Ctrl + 1 to open the Product Information window.
  • Press Ctrl + B + Q, then select OK to display the export window.
  • On the export window, select Get started.
  • Sign in as an admin to your QuickBooks Online company.
  • Select an online company, then select the QuickBooks Online company you want to replace with your company file.
  • Select Continue.
  • If you track inventory in QuickBooks Desktop:
  • Select Yes to bring them over, then specify the as-of date.
  • Select No if you want to set up new items later in QuickBooks Online.
  • Enter “Agree” in the text field, then select Replace.
  • Select Yes, go ahead and replace the data, then select Replace.

3.Prepare to use QuickBooks Online

  • Connect your bank or credit card account.
  • Create and send invoices to your customer.
  • Note: If you track sales tax, set up location-based sales tax in QuickBooks first.
  • Track your bills and learn how to pay them in QuickBooks.


As we end this article, we hope we have imparted you with sufficient information on QuickBooks products so that you can make an informed decision. QuickBooks Online is more straightforward, with more automation, connectors, and improved invoicing. The disadvantages include missing sales orders, lead management, and other complexity devoted Desktop users may miss.

You should use QuickBooks Online if:

  • Easy-to-interpret software is what you need.
  • You need to use mobile apps enabling remote accounting access.
  • Automation and integrations that will save time are what you require.
  • You strive to make online invoice payments via payment processing integration.
  • International invoicing is essential.

The software has extensive capabilities, distinctive touches (such as lead management and sales orders), industry-specific editions, and the possibility to be more secure. The disadvantages of the QuickBooks Desktop are that it lacks the mobility of QBO, has few automation and payment channels, and has a steep learning curve.

You should use QuickBooks Desktop if:

  • You desire locally installed accounting software.
  • You require the QuickBooks Premier or QuickBooks Enterprise capabilities that are industry-specific.
  • Sales orders are necessary.
    Your accounting is extremely extensive.

The final choice will depend on which product suits your business the best.

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