QuickBooks Online vs Desktop: Which Is Right for You?
A key difference between QuickBooks Online and Desktop is that you can access QuickBooks Online from any computer or mobile device connected to the internet, and it’s easy to share data with your accountant. QuickBooks Desktop, which must be installed on your computer, offers faster navigation and data input but a limited ability to share access:
QuickBooks Online is best for companies that need to give multiple people access to the program, including outside accountants
QuickBooks Desktop is best for experienced bookkeepers in specialized industries who spend most of their time in an office and want a fast program that doesn’t depend on internet speed
When to Use QuickBooks Online
QuickBooks Online offers more time-saving automation features than QuickBooks Desktop and integrates with third-party payment processors, allowing your customers to pay their invoices directly online. However, cloud-based accounting isn’t QuickBooks Online’s only strength. It’s powerful software that can serve companies in a wide variety of industries.
Aside from being our pick for the best accounting software for small businesses, QuickBooks Online is also our choice for the overall best farm accounting software and is included in our lists of the best church accounting software and best nonprofit accounting software.
QuickBooks Online Is Better For:
Invoicing customers: One of the reasons QuickBooks Online is our choice for overall best invoicing software is its ability to automatically calculate sales tax to apply to an invoice based on your customer’s address.
Businesses that prefer cloud-based accounting: You can access QuickBooks Online from any computer or mobile device connected to the internet, and it’s easy to share data with your accountant.
Ecommerce businesses: QuickBooks Online seamlessly integrates with many eCommerce platforms in addition to its robust inventory management feature, making it our pick for overall best eCommerce accounting software.
Businesses with multiple users: You should consider QuickBooks Online if you need to provide access to your books to more than one person, including an outside accountant, such as a tax professional. With QuickBooks Desktop, you have to pay additional fees if you need extra users.
When to Use QuickBooks Desktop QuickBooks Online to Desktop is preferable for managing complex accounting needs, as its features are generally more developed than those of QuickBooks Online. QuickBooks Desktop excels with its industry-specific editions that include custom workflows and reports tailored to specific industries.
You should give QuickBooks Desktop serious consideration if your business is a retailer, manufacturer, wholesaler, professional service provider, construction contractor, or nonprofit. QuickBooks Desktop is also our choice for the best accounting software for farmers working with an independent bookkeeper or tax preparer.
QuickBooks Desktop Is Better For: Managing books across multiple businesses: QuickBooks Desktop allows you to manage the books for an unlimited number of companies as long as you don’t need consolidated financial statements. We chose QuickBooks Desktop as our overall best multi-company accounting software.
Businesses needing intensive inventory accounting: Both Online and Desktop offer inventory accounting, but QuickBooks Desktop has more in-depth inventory management tools. For instance, it allows manufacturing companies to track their products using inventory parts and assemblies.
Users who prefer desktop software: If you want access to your accounting program without an internet connection, QuickBooks Desktop is more suitable for you.
Specialized industries: QuickBooks Desktop Premier includes five industry-specific editions: general contractor, manufacturing and wholesale, retail, nonprofit, and professional services.
