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Download and use the QuickBooks Online desktop app

by Intuit•8• Updated 7 months ago
  • Stay signed in: Instead of signing in multiple times a day on a web browser, the QuickBooks Online desktop app lets you stay signed in for up to 6 months unless you sign out manually.
  • Access multiple QuickBooks Online companies: In the QuickBooks Online desktop app, you can access multiple companies simultaneously and switch between them without reloading each company.
  • Navigation map view: You have an option of using a navigation map that is similar to QuickBooks desktop.

For Windows

  • In QBO, this setting is found in the Advanced tab. This will only need to be done once and the app will recall your preference for that account going forward.
  • Switch to another company without signing out.
  • Open a new tab for each company file.
  • Access accounts in the app that have a QuickBooks Online subscription.
  • Open multiple clients accounts at once, in multiple tabs, or from a single point.
  • Access client accounts, regardless of the client’s subscription.

Learn how to download and install the QuickBooks Online app.

If you use QuickBooks Online often or have more than one account, the QuickBooks Online app makes it convenient to access your company file(s) without using a web browser. In this article, we’ll guide you through the process of downloading and using the app on your computer. Let’s get started!

  • Stay signed in: Instead of signing in multiple times a day on a web browser, the QuickBooks Online desktop app lets you stay signed in for 6 months unless you sign out manually.
  • Access multiple QuickBooks Online companies: In the QuickBooks Online app, you can access multiple companies simultaneously and switch between them without reloading each company.

If you want more answers to commonly asked questions, here's everything you need to know about the QuickBooks desktop app.

Download the QuickBooks Online desktop app

To get started, you'll need a 64-bit computer and you need to be a QuickBooks Online Advanced subscriber or an accountant with QuickBooks Online Accountant.

  1. Sign in to your QuickBooks Online Advanced or QuickBooks Online Accountant account.
  2. Select the ⚙️ gear icon, then select Get the desktop app.
  3. Depending on your settings, you may see the app install automatically and a shortcut to the app placed on your Windows desktop. If not installed automatically, QuickBooks will prompt you to save the file. If prompted, select where to save the file and select Save. Open the QuickBooks Setup file to install.
  4. A shortcut to the app is installed on your Windows desktop. The app should automatcally open after installation. If not, open the app from the desktop shortcut.
  5. On the sign-in screen, enter your user ID and password.
  6. Select Sign in.
  7. Select the company to open.
    Note: If there isn't a QuickBooks Online company linked to your user ID, an error message displays.
  8. The first time using the desktop app you’ll see an option to select how QuickBooks is displayed on the main homepage (your initially selected option can be changed later). You can assign the display settings as follows:
    • If you switch from QuickBooks Desktop and want a similar view, select Yes, let’s go.
    • If you’re already familiar with QuickBooks Online, select No, go standard view.

After you sign in, the app recognises your sign-in and opens QuickBooks Online automatically. Unless you sign out, you won’t be asked to sign in again for 6 months.

Note: When experiencing issues with the QuickBooks Online Desktop app, it's important to rule out any potential issues with the QuickBooks Online browser. If the problem persists while also using QuickBooks Online in your browser, it may not be an issue with the app itself.

  1. Sign in to your QuickBooks Online Advanced or QuickBooks Online Accountant account.
  2. Select the ⚙️ gear icon, then select Get the desktop app.
  3. Depending on your settings, you may see the app install automatically and a shortcut to the app placed on your desktop. If not installed automatically, QuickBooks will prompt you to save the file. If so prompted, select where to save the file and select Save.
  4. Move the QuickBooks App to your Applications folder
  5. Open the QuickBooks Setup file to install. Tip: Drag your QuickBooks icon to your task base for easy future access.
  6. On the sign-in screen, enter your user ID and password. Then select Sign in.
  7. If you see multiple QuickBooks Online companies, select the one you want to open.
    Note: If there isn't a QuickBooks Online company linked to your user ID, an error message will display.
  8. The first time using the desktop app you’ll see an option to select how QuickBooks is displayed on the main homepage (your initially selected option can be changed later). You can assign the display settings as follows:
    • If you switch from QuickBooks Desktop and want a similar view, select Yes, let’s go.
    • If you’re already familiar with QuickBooks Online, select No, go standard view.

After selecting your company, you’re all set.

After you sign in, the app recognises your sign-in and opens QuickBooks Online automatically. Unless you sign out, you won’t be asked to sign in again for 6 months.

Note: When experiencing issues with the QuickBooks Online app, it's important to rule out any potential issues with the QuickBooks Online browser. If the problem persists while also using QuickBooks Online in your browser, it may not be an issue with the app itself.

1. Check your computer’s app permissions

Many users think they can install apps on their computer. But this isn't always true. If you don't have permission to download apps, you won't be able to install the QuickBooks Online app. Check your computer’s settings to see if whether or not you have permission to install apps on your computer. You can ask your IT department for clarification.

2. Uninstall and reinstall the application

Uninstalling and reinstalling an application can help correct any issues that may have arisen with corrupted files or incorrect settings. This should resolve any issues that were preventing proper functioning of the application prior to uninstalling it.

3. Reach out for more help

If the app's problem isn't fixed by uninstalling and reinstalling the app, contact support for help. For more complex issues with QuickBooks Online app, you may need to get help from a professional IT technician.

Access multiple QuickBooks companies

If you have multiple QuickBooks Online companies, you can switch to another company without signing out. You can also open a new tab for each company file. You can access accounts in the app that have a QuickBooks Online subscription.

Accountants can open multiple client accounts at once, in multiple tabs, or from a single point. Accountants can access client accounts, regardless of the client’s subscription.

  1. Open the QuickBooks Online app.
  2. Select You’re viewing [company name] ▼ dropdown at top right. Then, select the company you want to switch to.
  1. Open the QuickBooks Online app.
  2. Next to the tab with your company name, select plus + to add another tab.
  3. Select You’re viewing [company name] ▼ dropdown and select the company you want to switch to.  
  4. Repeat for all companies you want to have open at the same time. 
  5. Select the X on the tab if you want to close it.

Switch your view in the desktop app

You can switch between the Standard QuickBooks Online view or the Desktop view. You can switch between standard view and desktop view from the dashboard. Here's a quick explanation of each view.

  • Desktop view: If you’re familiar with using QuickBooks Desktop software on your computer, the desktop view will look similar to what you’re used to. The desktop view shows QuickBooks Online processes like sales, expenses, payroll, and reporting in a diagram. This lets you select the pages you want to work on. This lets you select the pages you want to work on.
  • Standard view: We recommend standard view if you're new or already use QuickBooks Online.

Open multiple windows or tabs

QuickBooks lets you open multiple tabs and windows at once, so you can work on multiple projects at the same time. Any changes you make will only affect the current tab or window, and will not affect any other tabs or windows.

  1. Open the QuickBooks Online app.
  2. Select the + plus icon on the tabs bar. This will create a new tab where you can begin working.
  1. Open the QuickBooks Online app.
  2. On the navigation menu, select File.
  3. Select Open New Window. This will create an entirely separate window for whatever task you are working on.

When you have a lot of tabs and windows open, it can be hard to keep track of everything. Here’s how you can see all your open tabs and windows:

  1. Open the QuickBooks Online app.
  2. Along the tabs bar, select the window icon. 
  3. You’ll see a list of all your open windows and tabs, as well as everything currently open on each one.

Navigate with shortcuts

You can use keyboard shortcut keys to save time when navigating through the different areas in QuickBooks. If you're used to the shortcuts from QuickBooks Desktop, they also work here. To see a full list of all the available shortcuts:

  1. Open the QuickBooks Online app.
  2. In the menu bar, select Help. 
  3. Select Keyboard Shortcuts.
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