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Download and use the QuickBooks Online Advanced desktop app

SOLVEDby QuickBooks4Updated November 19, 2021

If you’re a QuickBooks Online Advanced customer, there’s a new option for accessing your account with exciting new features, especially if you access QuickBooks multiple times per day or have more than one Advanced account. We’ll go through the features of the desktop app and also walk you through how to download and use it.

Learn about features of the desktop app

Using the QuickBooks Online Advanced desktop app instead of using QuickBooks in a web browser offers these benefits:

  • Stay signed in: Instead of signing in multiple times a day on a web browser, the QuickBooks Online Advanced desktop app lets you sign in once and stay signed in for 6 months unless you sign out manually. 
  • Navigation map view: If you’ve migrated your QuickBooks Desktop account to QuickBooks Online Advanced, you’ll have the option of using a navigation map that is similar to what you’re familiar with in QuickBooks Desktop. 
  • Access multiple QuickBooks Online Advanced companies: In the QuickBooks Online Advanced desktop app, you can access multiple companies simultaneously and switch between them without reloading each company. 

Download the QuickBooks Online Advanced desktop app

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

Note: If you’re switching from QuickBooks Desktop to QuickBooks Online Advanced, you can select Download the app after your data is uploaded. Then skip to step 3 below.

  1. Sign in to your QuickBooks Online Advanced or Accountant account. 
  2. Go to Settings ⚙. Then select Get the desktop app.
  3. Depending on your settings, you might see the app install automatically.  Or you might be prompted to save the .exe file.
    •  If you’re asked, choose where you want the file saved on your computer and select Save. Then, open the QuickBooks Advanced Setup file to start the installation.
  4. During installation, a shortcut to the app is installed on your desktop. After the app is installed, it should open automatically. If it doesn’t, open the app from the shortcut. 
  5. On the sign-in screen, enter your user ID and password. Then select Sign in
  6. If you see more than one QuickBooks Online Advanced company, select the company you want to open.

    Note: If there is no QuickBooks Online Advanced company associated with your user ID, an error message will display.

  7. The first time you use the Advance desktop app, you’ll see an option to select how QuickBooks is displayed on the main homepage. (you can change this later)
    • If you’re switching from QuickBooks Desktop and want a similar view, select Yes, let’s go
    • If you’re already familiar with QuickBooks Online, select No, I already know how to use QuickBooks Online
  8. After selecting your company, you’re all set. 

Now that you’ve installed the Advanced desktop app, use the shortcut on your desktop to access your QuickBooks account. After you’ve signed in once, the app recognizes your login credentials and launches QuickBooks Online automatically. Unless you manually sign out, you won’t be asked to sign in again for 6 months.

Access multiple QuickBooks Online Advanced companies

If you have multiple QuickBooks Online Advanced companies, you can switch from one company to another from a single point without signing out. Or, you can work seamlessly in the Advanced desktop app by opening a tab for each company. Keep in mind that you can only access accounts in the app that also have a QuickBooks Online Advanced subscription.

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

Access multiple accounts from a single point

  1. Using the desktop shortcut, open the QuickBooks Online Advanced desktop app.
  2. Select the You’re viewing [company name] ▼ dropdown. Then, select the company you want to switch to. 

Access multiple accounts from multiple tabs

  1. Using the desktop shortcut, open the QuickBooks Online Advanced desktop app.
  2. Next to the tab with your company name, select the plus + icon to add another tab.
  3. Then select the You’re viewing [company name] ▼ dropdown and select the company you want to switch to.  
  4. Repeat for all the 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 Advanced desktop app

If you were a QuickBooks Desktop user, you can view your account with a navigation map that is similar to what you’re familiar with in QuickBooks Desktop. The map view displays QuickBooks Online processes like sales, expenses, payroll, and reporting in a flow diagram, giving you quick navigation to the pages you want to work on.

If you want to switch between the navigation map view and the QuickBooks Online dashboard view, select either Map view or Dashboard view in the app. 

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