Quickbooks online or desktop?

Question

My wife is going to start doing our books. She has bought Quickbook Destop 2016 for a Mac computer. Each time we talk to the quickbook support team, they are pushing us to buy the online version. Who uses Quickbooks desktop version and who uses the online version? Pros and Cons?

Linda Weygant · Answer

I use both as my clients use both.

As a professional, I cannot stand QB Online.  This may be because I've used QuickBooks since it was QuickBooks for DOS, but the online version is nowhere near as intuitive as the desktop version.

I hate QuickBooks Online's absolute boner for bank account interface and auto-classifications of transactions.  If you don't turn this option on, it practically begs you to do so every time you log on, even offering to let you sleep with its wife if you'll just, for the love of all that's holy, let it talk directly to your bank.  I hate auto-download functions, so maybe it's just me.

For the desktop version, you decline it once and it's done.

The payroll functionality in Online is clunky, hard to customize and generally a real PITA.  It wants to do too much for you which, for me, just doesn't work.  I have clients where I change their payroll every month in order to customize it to their cash flow and the Online version resists me with the heat of a thousand suns when I want to change gross amounts or tax withholdings.

The desktop version is a docile puppy in this regard and does whatever I tell it.

The navigation in Online makes no sense (to me).  There's a menu on the left, some really critical "additions" in a little cog wheel at the top and I find myself clicking and cursing and hitting back buttons continually while working in it.  Makes me want to charge my Online clients extra just for the annoyance of working in this piece of crap.  In the Online version, you have "pages" of transactions, which makes it tough to find a transaction you may be looking for.  The Desktop version is one continuous scroll through an account.

The desktop version has several different options for navigation, all laid out in a nice concise pattern.  There's a menu option along the top or a menu option along the left side or a landing page that you can click icons on.  All of which you can turn off so that you use only one form of navigation.

QB Online hijacks your money for the rest of your life, takes you and your wallet into a back alley and leaves you bloody and bleeding.  You are unable to ever switch back to desktop once you convert to online and as soon as you quit paying, you lose all access to your data.

QB Desktop is a buy it and forget it proposition (unless you need payroll services or support services, then it's only good for about 3-4 years before they EOL those services and force an upgrade).  I have clients that still use the QuickBooks version they bought in 1999.  Works just fine for their purposes.

If you have multiple entities, you have to buy a subscription to QB Online for each entity.

For Desktop, you can have multiple files on your computer for the same price.

QB Online, for some reason, didn't work on tablets for the longest time.  I think they've fixed it, but it's still not great.  QB Desktop will never work on a tablet unless you set up a VPN to your computer.

QB Online is obviously great for sharing data and accessing it in the cloud.  Desktop will never be there.  That's the only benefit to Online.

Just my .02.  Other opinions may vary.

Tom Spaeth · Answer

As a total non-professional who has used QuickBooks for PC for 20 years and also have used online. Don't do it. AS in following their advice. There is a large push that us consumers will loose one day call software as a service. It is a lot cheaper to run software off of servers and never have to send anything to the client. You just bought QB 2016. You can use that for years. Or with QB online you can basically be forced to buy QB 2017/2018/2019 etc. They make so much more money from their online versions because you get locked into having to use their service.

Now the real issue. As Linda said the online version sucks. The only pro is you can get to it from anywhere. Only good if you wanted to have some virtual help. The Cons - Everything else. It sucks and it's worthless. If you are used to running reports in the desktop version the online version will make you want to break your computer into small little parts.

Some other time I will tell you what I really think.

Rogers Smith · Answer

Agree with @Linda Weygant and @Tom Spaeth. I was romanced to try QBO, and I did not like it one bit. Very limited in reporting and quirky format. Went back to the desktop version.

Andrew B. · Answer

Stick with the desktop version and back your QBW files up to the cloud for safe storage.  DO NOT move to their cloud version.  They strongly suggest moving to their cloud product for one reason...REVENUE!  It guarantees them a fixed revenue and more control over everything.  With the legacy product, they sell you software, you run it locally and they lose control of you and have to chase you for years to sell you a newer version upgrade.  This cloud model is a home run for them.  They are in total control...you don't pay they cut you off.  So, stick with the locally run version.  There are difference between both versions, but I think you continue winning with what you have.

Zach Savage · Answer

I agree with everyone else, Desktop over Online a million times.  One thing to add that I didn't see mentioned.  In online you can only have one window or report open at a time where in desktop you can have as many as you want.  I constantly find myself going back and forth between windows, whether that's multiple reports, a transaction list and the main report, reconciliation window and register, or any other combo.  In the online version you need to back out of the report you are in and start over to view a new report, and can't have more than one open or switch between the 2. There is rarely a time when I'm in the books and I only need one window.  Desktop version for sure.

Jana Cain · Answer

I use both desktop and QBO depending on the client need. I am a "virtual" bookkeeper, as I do not have the desire or flexibility to travel to clients to work on their books. Therefore I require my clients to use QBO if they want me touching their files. At the CPA's office, though, we use desktop. I work on all of his bookkeeping clients at his office and we set them up on desktop.

If you're not seeking to have others access your files, definitely stick with desktop. It's just plain easier to figure out. If I were a full-time bookkeeper and were willing to travel just to do the books, I'd be fine with desktop only. But since I don't, I'm not.

Soh Tanaka · Answer

I am sticking with the QB Desktop version as long as I can. Let's be honest here, it's not like we need to access the information while we are outside of where the computer is. Yes, in theory, it's easier to have your CPA access to the content, but that's a once-a-year thing for most of us. It took just a few minutes to provide the information to my CPA from my QB Desktop.

The biggest problem for me with QBO is the cost. It's almost $1,000 per year. Once the cost is almost the same as the desktop version, I may switch.

Gita Faust · Answer

If you have multiple EIN then use QuickBooks Desktop. All QuickBooks Desktop versions are on an annual subscription since 2022. Now the question is can you access it online: you can for an additional monthly fee.

QuickBooks Online is not as bad as everyone is saying. I am not saying because I am a Solution Provider but from experience. You just have to learn how to use it to optimize and streamline your procedures.

Years ago, I did say QBO was no good, but they have updates along with new features, that make Accounting and Bookkeeping easy.

Like anything else, with a new shine object, you have to put in the time and resources to learn how to use the software and view reports on a weekly basis.

When someone recommends only one software or version, they tend to only work with one. But as a consultant, I look at your needs and wants and then recommend the software.

Niki Mosier · Answer

I used QBOHero to convert to the online version and it's been so much easier for me!

Quickbooks online or desktop?

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