Choosing the right accounting software is crucial for business success. QuickBooks, developed by Intuit, offers two primary versions: QuickBooks Online (QBO) and QuickBooks Desktop.
Both provide excellent accounting tools, but they serve different business needs and operate on distinct models.
Key Differences at a Glance
QuickBooks Online is cloud-based with monthly subscription pricing, while QuickBooks Desktop is locally-installed with a licence pricing model. This fundamental difference affects accessibility, features, and overall cost. Let’s explore which version might suit your business requirements better.
Comparison Table: QuickBooks Online vs Desktop
| Feature | QuickBooks Online | QuickBooks Desktop |
|---|---|---|
| Access | Cloud-based, accessible anywhere | Computer-based, limited to installation |
| Pricing Structure | Monthly subscription | Annual licence or subscription |
| Mobile Access | Full mobile app support | Limited remote access options |
| Automation | Strong automation features | Fewer automations |
| Updates | Automatic, continuous | Manual or annual with subscription |
| User Interface | Modern, simpler to learn | Traditional, steeper learning curve |
| Integrations | 650+ app integrations | 200+ integrations |
| Industry-Specific | Limited customisation | Specialised industry versions available |
QuickBooks Online: Cloud-Based Flexibility
QuickBooks Online offers accessibility from anywhere with internet connection, making it ideal for businesses with remote teams or those who need on-the-go access.
The monthly subscription model of QBO provides flexibility for growing businesses, with plans ranging from £25-£150 per month (additional £45+ for payroll).
Strengths of QBO
- Easy to learn with intuitive user interface
- Mobile access through well-designed apps
- Real-time bank synchronisation and automatic transactions
- Online payment processing for invoices
- International invoicing capabilities
- QuickBooks Capital for business lending options
- Automatic updates without additional fees
Limitations of QBO
- Lacks sales order functionality
- Fewer customisation options for reports
- No lead management system
- Missing some advanced features Desktop users might expect
QuickBooks Desktop: Comprehensive Power
QuickBooks Desktop provides robust accounting tools with more comprehensive features for businesses with complex accounting needs.
It’s available in three versions: Pro (small businesses), Premier (medium businesses), and Enterprise (large businesses), each offering progressively more features and user capacity.
Strengths of Desktop
- More comprehensive reporting options
- Industry-specific versions through Premier and Enterprise
- Sales order functionality
- Lead management capability
- More customisation possibilities
- Potentially more secure as data stays local
Limitations of Desktop
- Requires Windows operating system (Mac users need QuickBooks for Mac)
- Steeper learning curve
- Limited mobility without additional hosting services
- Fewer automations than Online version
- Annual updates may require additional purchase
Pricing Comparison
The cost of QuickBooks varies significantly between versions, with different structures making direct comparisons challenging.
| Plan | Price (UK) | Users | Key Features |
|---|---|---|---|
| Simple Start | £12/month | 1 | Basic features, VAT returns |
| Essentials | £20/month | 3 | + Bills, multi-currency |
| Plus | £30/month | 5 | + Stock, budgeting, project tracking |
| Advanced | £55/month | 25 | + Advanced reporting, training |
QuickBooks payroll costs an additional £4-£8 per paid employee per month depending on the plan chosen.
QuickBooks Desktop Pricing
| Version | Price (UK) | Users | Renewal |
|---|---|---|---|
| Pro | £399/year | 1-3 | Annual subscription |
| Premier | £649/year | 1-5 | Annual subscription |
| Enterprise | From £1,100/year | Up to 30 | Annual subscription |
The one-time quickbooks software price may seem higher initially, but could prove more economical for businesses using it long-term with minimal users.
Feature Deep Dive
Accounting Capabilities
Both QuickBooks Online and Desktop operate on double-entry accounting principles and support both accrual and cash-basis methods.
QuickBooks Desktop offers more detailed reporting and handles more complex accounting scenarios, making it suitable for businesses with sophisticated financial tracking needs.
Invoicing
QuickBooks Online provides modern, clean invoice designs that are easy for customers to understand and pay, with online payment options integrated directly.
Desktop’s invoicing looks more traditional and can appear cluttered, though it offers more customisation options for businesses requiring specific formatting.
User Experience
The quickbooks desktop interface is comprehensive but has a steeper learning curve, while QBO’s
modern interface prioritises simplicity and accessibility.
For businesses with limited accounting experience, QBO’s intuitive design could save significant training time and reduce errors in financial management.
Support and Resources
Both versions have been criticised for customer support quality, though quickbooks support doesn’t require additional payment with Online versions.
Quickbooks contact options include phone support, community forums, and help articles, though wait times can be long and email support is not available.
Industry-Specific Considerations
For Retail Businesses
Retail businesses often benefit from QuickBooks Desktop Premier’s inventory management capabilities and sales order processing.
However, retailers with multiple locations might prefer QBO’s accessibility and real-time synchronisation across all shops.
For Service-Based Businesses
Service providers typically find QBO’s clean invoicing and mobile access valuable for on-site client work and service tracking.
The quickbooks online payroll integration also streamlines staff management for service businesses with multiple technicians or consultants.
For Manufacturing and Wholesale
Complex inventory management and job costing make quickbooks enterprise versions particularly valuable for manufacturing businesses.
The industry-specific features of Desktop Premier and Enterprise provide tailored solutions for production tracking and wholesale distribution.
Integration Capabilities
QuickBooks Online boasts over 650 app integrations, connecting with popular business tools for CRM, e-commerce, time tracking, and more.
Quickbooks desktop offers approximately 200 integrations, which may be sufficient for businesses with established workflows not requiring extensive third-party connections.
Making Your Decision
When considering is quickbooks worth it, evaluate your business’s specific needs against the strengths of each version.
The right choice depends on factors like mobility requirements, accounting complexity, budget constraints, and growth projections.
Choose QuickBooks Online if:
- You need anywhere, anytime access to accounting data
- Your business values automation and bank synchronisation
- You prefer monthly payments over larger annual costs
- You want regular, automatic software updates
- Mobile access is essential to your operations
Choose QuickBooks Desktop if:
- You need comprehensive, complex accounting features
- Your business requires industry-specific functionality
- Sales orders are critical to your operation
- You prefer locally-installed software for security reasons
- Your internet connectivity is unreliable
Conclusion
Both quickbooks intuit products offer excellent accounting capabilities, but they serve different business needs and preferences.
QuickBooks Online provides mobility, modern interface, and subscription pricing ideal for small growing businesses valuing flexibility and simplicity.
QuickBooks Desktop delivers comprehensive features, customisation, and potentially lower long-term costs for established businesses with complex requirements.
FAQs About QuickBooks
Is QuickBooks free to use?
No, is quickbooks free is a common question, but all versions require payment. Intuit offers free trials for both Online and Desktop versions.
How much does QuickBooks cost per month?
How much is quickbooks per month depends on the version – Online ranges from £12-£55 monthly, while Desktop is purchased annually (equating to £33-£92+ monthly).
Can I use QuickBooks Desktop on multiple computers?
Yes, but you’ll need to purchase additional user licences or choose a version supporting more users like Premier or Enterprise.
Does QuickBooks Online work without internet?
No, cloud based quickbooks requires internet connection. For offline work, Desktop is the better option
How do I contact QuickBooks support?
Quickbooks contact information is available through their website. Support options include phone, chat, and community forums depending on your subscription level
Can I switch from Desktop to Online or vice versa?
Yes, data can be transferred between versions, though some customisations and specific features may not convert perfectly.
Are QuickBooks reviews in the UK positive?
Quickbooks reviews UK are generally positive, with users appreciating the VAT handling and HMRC compliance features specific to UK businesses.
What is QuickBooks payroll?
Quickbooks payroll is an add-on service for both versions that automates salary calculations, tax deductions, and payment processing for employees.
Is QuickBooks suitable for small businesses?
Yes, quickbooks small business accounting software is designed specifically for small to medium enterprises, with scalable options as businesses grow.
How do I download QuickBooks Desktop?
To download quickbooks desktop, purchase a subscription through Intuit’s website, then follow the provided installation instructions for your licence.
