QuickBooks Deskop vs QuickBooks Online

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marmathsen

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Seattle, Washington ...ish
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Electrical Contractor
Hey All,

My 2018 version of QuickBooks Premier Contractor Edition is about to loose support so I'm looking at my options.

I have used QB Desktop since 2005 and it's worked fine. I tried QB online about 6 years ago and couldn't get it to work well for me because of a few things I was used to in the desktop version like progress billing and customized forms. I really like the idea of being able to use any device from any location to access QB and not have a dedicated computer for it. I also know the net cost for QB Online nets out higher than the desktop version over a 3 year period.

We're a small shop (4 people) and I do all my estimating, bidding, invoicing and payroll through QB desktop.

Do any of you currently or have previously used QB online?
What do you feel are the pros an cons especially in comparison with the desktop version?
What other input do you have that I should consider

FYI - I'm not interested in using an unsupported version of the software as I know some of you do. Mostly I loose my ability to do direct payroll deposits with unsupported versions.

Thanks in advance for any input

-Rob
 
I never used the online version and quite frankly I had no reason to. I believe the desktop version will allow 2 or 3 copies to different machines that you may have.

I also have heard bad things about the online version but that was awhile ago
 
I use the online version but that was suggested by my accountant. I am a one man shop as well so that may make a difference.
 
Dodging the question :LOL:-
I use QB desktop, bought the last upgrade from Amazon at a substantial discount.
You don't need a dedicated PC for QB, it's just another program.
I don't like that much of my info being Up There; but then I do a backup every time I do something and store monthly copies off-site.

Unless an office is crunched for cash (license and computer), I can't see much advantage to the online version.
 
zbang said:
You don't need a dedicated PC for QB, it's just another program.
Click to expand...

This is kinda what I meant. I need a dedicated local computer to install it on. This day and age I've grown accustomed to being able to accessing any of my files, photos, etc while I'm out in the field.

zbang said:
I don't like that much of my info being Up There; but then I do a backup every time I do something and store monthly copies off-site.
Click to expand...

I abandoned that concern a long time ago. Right about the time Equifax reported someone stole information from about 143,000,000 people.

Although I think a very valid concern is that my choice (or any business' choice) to use Online accounting software potentially puts all of my 500+ clients' information at risk without their knowledge or input. I certainly would assume Intuit uses best practices when it comes to security since they have so much to lose. But then again.... Equifax.



Rob
 
AFAIK latest desktop versions still have same core functions they have had for years. You have a company file but can not run it on multiple devices unless there is a device that is hosting that file and always is accessible to those other devices. Do need to set it up in a multi-user mode and likely pay for a license for each user.

Even for a one man operation if you want to be able to create invoices at the job site or process a credit card payment via the QB software on job site, you pretty much need to bring a laptop with you that has the program and the active company file on it or a way to access the server with said company file.

Lesser expensive on line versions make invoicing and payments simpler to do in the field, even with a smartphone, but have other limitations of what they can do, without upgrading to a more expensive version anyway.

If you find you seldom need to invoice while on the job or collect while on the job might not be worth the online version costs at all, even the lesser expensive on line versions cost more than desktop version usage over three years of support you get with the desktop version.

There is time tracking apps that do integrate with desktop and I believe even receipt capture apps that can help with purchasing receipts though just take a photo of receipt and it can automatically compare to similar receipts from past and make entries to same expense categories as before from my understanding - haven't tried it yet, about to transition to new desktop version from a 2007 version I still am using.
 
marmathsen said:
I need a dedicated local computer to install it on
Click to expand...
I think we're mixing the meanings- a "dedicated PC" generally means one used solely for that function and must not be used for anything else. QB does not need that.

As for "cloud" backups- I backup to local disk, external disk, then to gdrive. Even though QB files are already encrypted, if hackers can find that, then decrypt, they'll still be disappointed :LOL: .
 
I have never used the online version but did look into it a while back. I quickly decided it wasn't for me since it will not accept a direct import of .IIF files. Several of my suppliers send me IIF files for all invoices. This allows me to import directly in to QB without manually entering each one.

Previously the desktop version was less expensive if you didn't need to update to the newest version often. I believe all versions are subscription based now so you are stuck paying an annual fee no matter which you choose.

I run payroll through Quickbooks. It less expensive for me to purchase a new version of QB from Amazon or Costco every year that included 1 year of payroll than pay QB for the annual payroll fee.
 
Ravenvalor said:
I am still leary about anything being on the cloud.
Click to expand...

You mean like email, banking information, credit card information, Amazon account, etc. I mention these tongue in cheek because as I eluded to earlier, our information is already "online", as in, there for the taking by a competent, motivated hacker. In most of these cases, by setting up your account you're merely activating access by you but the respective companies already have your information on their network. Obviously this isn't the place to go down a rabbit hole of cybersecurity but so long as you're using good security practices (unique complicated passwords, password manager, 2 factor authentication) you're likely not any (much) more at risk than if it didn't set up your account.

Again, Equifax lost (at least) hundreds of thousands of peoples VERY personal information. And many of those people likely didn't even know who Equifax was much less have an "account" that they log in to.

Unfortunately I this this is one of those areas where you're much better off accepting the fact these are modern day concerns and educating yourself and practicing safe policies rather than not doing anything and thinking you're safer.

zbang said:
I think we're mixing the meanings- a "dedicated PC" generally means one used solely for that function and must not be used for anything else. QB does not need that.
Click to expand...

Agreed, I think I could have been more clear. I think for me it's more about the fact that I need to come back to the office to access it and it lives on a local computer. The locally installed model of computing is starting to be an outdated model.

Just like my comment above, the software industry is changing whether we want it to or not. Almost every software company is moving to service models (paid monthly, annually etc.) and away from one time purchases and local installs.

zbang said:
As for "cloud" backups- I backup to local disk, external disk, then to gdrive. Even though QB files are already encrypted, if hackers can find that, then decrypt, they'll still be disappointed :LOL: .
Click to expand...

Similar to my policy.

Although I was a little shocked when my CPA was able to use a "little program" to crack my QuickBooks password because he couldn't get a hold of me to give him the password. :oops:

Obviously QB doesn't do THAT good of a job with security. My password should not be easily discovered with a "little program".
 
curt swartz said:
I have never used the online version but did look into it a while back. I quickly decided it wasn't for me since it will not accept a direct import of .IIF files. Several of my suppliers send me IIF files for all invoices. This allows me to import directly in to QB without manually entering each one.
Click to expand...

I do the same, so this is important to me.

curt swartz said:
Previously the desktop version was less expensive if you didn't need to update to the newest version often. I believe all versions are subscription based now so you are stuck paying an annual fee no matter which you choose.
Click to expand...

They do still offer a one time option, at least from Intuit directly. Not sure if they sell this option through other vendors though.
 
QuickBooks Desktop Pro 2021 Accounting Software for Small Business with Shortcut Guide [PC Download] ($380) (I think they support 3 years back; I bought 2020 last year because support for 2017 ended; don't remember how much the payroll module was. Got everything on amazon/download.)

A 1-yr sub is $200.
 
curt swartz said:
I have never used the online version but did look into it a while back. I quickly decided it wasn't for me since it will not accept a direct import of .IIF files. Several of my suppliers send me IIF files for all invoices. This allows me to import directly in to QB without manually entering each one.

Previously the desktop version was less expensive if you didn't need to update to the newest version often. I believe all versions are subscription based now so you are stuck paying an annual fee no matter which you choose.

I run payroll through Quickbooks. It less expensive for me to purchase a new version of QB from Amazon or Costco every year that included 1 year of payroll than pay QB for the annual payroll fee.
Click to expand...
With desktop versions any the subscription services you use will eventually expire, you can continue to use the software as long as you have a computer that will run it. If you don't use their on line payroll or credit card services maybe some other online services but those two probably the biggest demand services, the main accounting software has no definite expiration date. You can still manually enter payroll figures, what you subscribe for mostly simplifies witholding and maybe filing the witholding returns. You can also take credit card payments via other methods and manually enter those payments into QB. Downloading banking/credit card purchase information and automatically generating transactions from that information may be something included in the services as well. All of which can also be manually entered.
 
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