Why consider switching from QuickBooks Desktop to QuickBooks Online?

Considerations before switching to QuickBooks Online

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QuickBooks Online (QBO) and QuickBooks Desktop (QBD) are popular accounting software solutions offered by Intuit. For years, QuickBooks Desktop has held its position as a go-to solution for businesses to manage their finances. However, with the increasing adoption of cloud-based services, and the discontinuation of certain QBD versions by Intuit, more businesses are turning to QuickBooks Online for its flexibility, accessibility, and ease of use. 

In this article, we will explore the benefits of using QuickBooks Online and why it may be time for your business to make the switch. By the end of the article, you will have a better understanding of the advantages of QuickBooks Online and be equipped to make an informed decision for your business. 

While both QuickBooks Online (QBO) and QuickBooks Desktop (QBD) serve the purpose of managing finances and bookkeeping, QuickBooks Online offers several advantages that make it an enticing option for businesses looking to modernize their accounting processes.

QuickBooks Online is designed to accommodate businesses of all sizes. Whether you're a small business or a large enterprise, QBO offers flexible pricing plans and scalable features. You can easily upgrade or downgrade your subscription as your business grows or changes. Additionally, QuickBooks Online provides various customization options, allowing you to tailor the software to meet your specific needs and industry requirements.

One of the significant advantages of QuickBooks Online is its accessibility. With QBO, businesses can access their accounting data from anywhere as long as they have an internet connection. Users can access their company's financial data, perform tasks, and generate reports through a web browser or a mobile app. This flexibility allows business owners, accountants, and employees to work remotely, collaborate efficiently, and access real-time information on the go.

With QuickBooks Online, you gain real-time visibility into your financial data. You can instantly access up-to-date reports, charts, and dashboards, providing a comprehensive overview of your business's financial health. Real-time insights enable better decision-making, improved cash flow management, and a deeper understanding of your company's performance. On the other hand, QBD requires businesses to manually update their data, which can lead to outdated information and delayed decision-making.

QBO is generally more cost-effective than QBD, as it does not require expensive hardware and IT support. With QBO, businesses can pay a monthly subscription fee and only pay for the features they need.

With QuickBooks Online, you don't have to worry about manual software updates or data backups. Since it is a cloud-based solution, updates are automatically rolled out, ensuring that you always have the latest features and bug fixes. 

Additionally, your data is securely stored in the cloud, and Intuit takes care of regular backups, providing peace of mind regarding data security and protection against hardware failures or disasters. 

The native QuickBooks Back Up and Restore tool has significant limitations. For example, the tool is not available for QuickBooks Simple Start, Essential, and Plus plans. A third-party backup solution like SysCloud is recommended to keep your QuickBooks Online data safe. SysCloud lets users back up multiple companies on the QuickBooks Online platform directly to the cloud and makes it available to be restored at any time. Click here to learn more.

QuickBooks Online offers seamless integration with a wide range of third-party applications, allowing you to streamline your workflow and automate various processes. You can integrate QBO with e-commerce platforms, payment gateways, payroll services, CRM systems, and more, eliminating the need for manual data entry and reducing the chances of errors. 

QBO supports multi-user access, making it easier for different team members, such as accountants, bookkeepers, and business owners, to collaborate simultaneously. You can invite users with varying access levels and permissions, ensuring data privacy and controlling what each user can view or modify.

Here’s a comprehensive table explaining the differences between QuickBooks Desktop and QuickBooks Online.

One-time purchase with additional fees for upgrades and support 

Monthly subscription fee that includes upgrades and support 

Advanced with more customization options 

Different user limits depending on subscription plan 

Can integrate with more third-party applications 

More built-in integrations with popular business applications

Requires manual backups and may be more vulnerable to data loss 

Provides automatic data backups and has advanced security features 

Before transitioning from QuickBooks Desktop to QuickBooks Online, here are some important considerations to keep in mind: 

Feature comparison: QuickBooks Desktop and QuickBooks Online have some functional differences. Review the features of QuickBooks Online to ensure that it meets your specific business requirements. 

Data conversion: Plan for a smooth transfer of your data from QuickBooks Desktop to QuickBooks Online. Understand the different steps involved from the native QuickBooks documentation. Follow the instructions carefully to ensure the accuracy of your financial records during the migration. 

Training and familiarization: QuickBooks Online has a different user interface compared to QuickBooks Desktop. Allocate time for training yourself and your team on the functionalities, workflows, and navigation of QuickBooks Online. 

Third-party integrations: Assess the third-party applications and integrations that your business relies on. Verify if those integrations are available in QuickBooks Online to ensure a seamless transition and uninterrupted workflows. 

Historical data and reports: QuickBooks Online has limitations on the amount of historical data that can be imported. Ensure that you have access to any necessary historical data and reports from QuickBooks Desktop before the migration. 

Can you use both QuickBooks Desktop and QuickBooks Online together?

Yes, it is possible to use both QuickBooks Desktop and QuickBooks Online simultaneously, but they are separate software solutions and do not directly sync or share data with each other. Some businesses may use both versions based on specific needs, industry requirements, or during a transitional period. However, managing data between the two platforms may require manual data entry or data conversion.
Moreover, they are billed as separate software solutions, and you would need to have a valid subscription for each version to use them.

Should I switch from QuickBooks Desktop to QuickBooks Online?

The decision to switch from QuickBooks Desktop to QuickBooks Online depends on your specific business requirements, growth plans, mobility needs, and budget considerations. However, QuickBooks Online has significant benefits over QuickBooks Desktop. Click here to know more.

Can I integrate QuickBooks Online with other business applications?

Yes, QuickBooks Online offers integration with numerous third-party applications, such as payment gateways, e-commerce platforms, CRM systems, and more. These integrations can streamline your workflow and automate processes. Click here to learn more.

Does QuickBooks Online back up your data?

QuickBooks Online has a native backup solution that automatically backs up data. However, it is not available for QuickBooks Simple Start, Essential, and Plus plans, in addition to other limitations. Click here to learn more about QuickBooks Online Backup.

Can I import my historical data from QuickBooks Desktop to QuickBooks Online?

Yes, you can import your historical data from QuickBooks Desktop to QuickBooks Online using the conversion tool provided by Intuit. However, it's important to note that not all data can be transferred. 

- Audit trail: The audit trail, which records the changes made to transactions and entries over time, cannot be transferred to QuickBooks Online. It's important to retain a copy of the audit trail from QuickBooks Desktop for reference or compliance purposes. 

- Payroll transactions: Payroll transactions, including historical payroll data such as employee earnings, tax withholdings, and payroll liabilities, generally cannot be directly imported into QuickBooks Online. You will need to set up payroll in QuickBooks Online and enter the necessary historical payroll data manually or consult with a payroll specialist for assistance. 

- Estimates and sales orders: Estimates and sales orders cannot be directly transferred to QuickBooks Online. You will need to recreate these records in QBO manually. 

- Some customized reports: QuickBooks Desktop allows for extensive customization of reports, including custom report templates. These customized reports and templates cannot be imported into QuickBooks Online. You will need to recreate any necessary custom reports in QBO. 

- Merchant Services and online payments: If you have integrated merchant services or online payment accounts with QuickBooks Desktop, the setup and configurations for these services will not be transferred to QuickBooks Online. You will need to set up and configure merchant services and online payments separately in QBO. 

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Switching from QuickBooks Desktop to QuickBooks Online: A Guide

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Explore the benefits of switching from QBD to QBO, including scalability, accessibility & integration capabilities. Consider important factors and read FAQs.

Switching from QuickBooks Desktop to QuickBooks Online: A Guide

Why consider switching from QuickBooks Desktop to QuickBooks Online?

Considerations before switching to QuickBooks Online

Frequently asked questions (FAQs)