Bookkeepers: Do I need QB Desktop to work on a clients books kept on Desktop or can I use QB Online?

mrsrich · ‎August 19, 2017

I'm just starting out with my own bookkeeping business from home. I'm trying to understand if I need QB's Desktop in order to work with a client who currently uses the Desktop version. Or can they share their QB's file and I work with it in QB's Online?

Rustler · ‎August 20, 2017

@ mrsrich

You can not mix and match at all.

QBO- you can be invited to sign in as the accountant, then you can log in to your clients books when ever you want.

QBDT - You either use a remote log in software, which requires that the client computer be on and no one else using it (I do not know how that works in a multi user environment), or they send you an accountants copy (assuming you have the accountants version of QBDT) you work in it, save it and send it back - they then import the copy you return and your entries are entered.

You can not accurately create a QBO file from desktop, load it in QBO (assuming you have another subscription to do so) work on it, export to desktop and they import the changed file - just does not work.

There is a different skill set too between QBO and QBDT, basic fuctions are the same but names are often changed to protect the innocent as they say. And desktop is much more functional than QBO.

QBDT - you need the same year QB as the client has, unless you have the accountant version, in which case the accountant version can work in a file that is one year older and still save the accountant changes in that one year older format.

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Teri · ‎August 20, 2017

QBO and QBDT are different programs with many different functions so you cannot access one via the other.

You would either need your own QB or to be able to access theirs. There are many remote access options but

I'm no expert on that so I'm sure someone else will provide a more complete response to explain the options.

Rustler · ‎August 20, 2017

@ mrsrich

You can not mix and match at all.

QBO- you can be invited to sign in as the accountant, then you can log in to your clients books when ever you want.

QBDT - You either use a remote log in software, which requires that the client computer be on and no one else using it (I do not know how that works in a multi user environment), or they send you an accountants copy (assuming you have the accountants version of QBDT) you work in it, save it and send it back - they then import the copy you return and your entries are entered.

You can not accurately create a QBO file from desktop, load it in QBO (assuming you have another subscription to do so) work on it, export to desktop and they import the changed file - just does not work.

There is a different skill set too between QBO and QBDT, basic fuctions are the same but names are often changed to protect the innocent as they say. And desktop is much more functional than QBO.

QBDT - you need the same year QB as the client has, unless you have the accountant version, in which case the accountant version can work in a file that is one year older and still save the accountant changes in that one year older format.

GeneralCents · ‎August 20, 2017

Hi! Some things to consider as you progress in your business.

1. Become a QB Pro Advisor - it is worth the investment and it gives you more credibility with your clients and you'll learn much more about the functionality of each vesion of QuickBooks and QuickBooks Online

2. You'll have access to the Desktop Accountant version which can help if someone is using the desktop version and you'll also get access to a QB Online accountant version. These have more tools to help you work with clients

3. Depending on the client's business, they may be a prime candidate to convert their desktop version to the online option which will be more efficient for you since you want to work from home

4. There are many advantages to using QB Online over the Desktop version for most businesses

5. Make the process as efficient as you can for your clients

Have a great day!

jac1961 · ‎November 05, 2020

I read the information and it is great. I have one question where do I find the Desktop version under my QBO Pro Advisor account?

IamjuViel · ‎November 05, 2020

Greetings, @jac1961.

@Rustler and @Teri are correct! You'd want to make sure that you have downloaded and installed the QuickBooks Desktop for Accountant version. Also, you can find your ProAdvisor license number and other info in CAMPS. You can check this article for more detailed steps: Download QuickBooks Desktop for ProAdvisors.

However, if you're trying to complete your QuickBooks Desktop certification, you can follow the steps below:

Login to your QuickBooks Online ProAdvisor account.
Go to the ProAdvisor menu.
Choose the Training tab
Scroll down to the QuickBooks Desktop Training and Certification section.

Keep me posted if you have other questions about managing your ProAdvisor account. The Community and I are always here to lend a hand.

jac1961 · ‎July 27, 2021

Thank you! I am new to QBDT.

I have all but 1 client in QBO.

I appreciate your quick reply.

Tori B · ‎July 27, 2021

Hi there, @jac1961.

You're most welcome. I hope that we were able to answer all of your questions.

Please feel free to reach back out to us if you ever need a helping hand. Take care and have a wonderful week!

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Bookkeepers: Do I need QB Desktop to work on a clients books kept on Desktop or can I use QB Online?