This is a companion piece to the article titled Should you Use QuickBooks Online for your Business.
The previous article discusses the differences between the Online and Desktop versions of QuickBooks.
As I have stated before, both versions have pros and cons for using them, just like any software you are currently using. Please note some of the features discussed in this article may have changed and you should always confirm what you read here with Inuit before making a final decision.
Let’s explore a bit more about when you should be using the Desktop version.
On a Network
If you are on a local network with more than one person accessing QuickBooks at a time, you may be better off using the local desktop version. This will allow you to work on the file without worrying about any Internet down time, and take regular local backups of your data (QBO does not have a backup feature).
Using payroll works better on the desktop version over the Online one. You can make changes to any employee, with the online version you need to call Support to do something like fix a birthday.
I have used both for payroll with over 5 employees and I still find the desktop version just works more smoothly and quicker.
The desktop version has the full inventory module, while the Online version does not. You cannot build products or track inventory on the online version.
If you need to track or build inventory for your buisness, then the desktop version if definitely the one to use.
Not Using Downloaded Bank Transactions
If you are not downloading your bank transactions into Quickbooks, then you should stay with the desktop version. I think that is one of the best features of QBO. It downloads your bank and credit card transactions very smoothly and can save time by having bank entries done very quickly.
Don’t Need Remote Access
If you do not need remote access to your Quickbooks data, or need an accountant to have remote access, you can stick with the desktop version. This is another one of the big features of having QBO, but if you are not going to use it then you can stay with the desktop version.
I’m a big believer in not fixing something that isn’t broken.
If you are using the desktop version and it is working for your needs, then there is no need to switch to Quickbooks Online. You may get a lot of pressure from Inuit or even you accountant to switch, but you may be better of staying with what you have.
While there are some good features of QBO, if you need to use Inventory and Payroll heavily, you should use the desktop version. QBO works well for service based businesses that do not need to track inventory or payroll.