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Level 2

Quickbooks Desktop vs. Quickbooks online

Pros and Cons of Quickbooks Desktop vs. Quickbooks online. Also information regarding remote access for quickbooks desktop. Does anyone do this? We need to be able to use quickbooks while it is accessed by other employees elsewhere. 

2 Comments 2
QuickBooks Team

Quickbooks Desktop vs. Quickbooks online

Your concern ends here, @AOMalley2.


Allow me to provide some information about the difference between QuickBooks Online (QBO) and QuickBooks Desktop (QBDT)


The main difference between QBO and QBDT is their accessibility. QBO allows you to access your file anywhere as long as you have an Internet connection. While the Desktop version, the company data can only be accessed on the computer or network where the file is installed.


I'm adding this article for more information: Compare QuickBooks Online to Desktop.


On the other hand, you can invite your employees as a user so they'll have access to your company file. Here's how:


  1. Open your QuickBooks Desktop company file.
  2. Go to the Company menu, then select Set Up Users and Passwords.
  3. Select Set Up Users and click Add User.
  4. Click Next to see each user access roles and select Selected Areas of QuickBooks.
  5. Click Next and you'll see on every area the No AccessFull Access, and Selective Access radio button.
  6. Just click Selective Access, then choose the sub-options.
  7. Follow the on-screen prompts to walk you through the rest.


You might also want to read this article to guide you on how to add, edit, and troubleshoot QuickBooks Desktop Pro and Premier User login and restrictions: QuickBooks Desktop Users and Restrictions.


Please let me know if you need clarification about this, or there's anything else I can do for you. I'll be standing by for your response, @AOMalley2.

Fiat Lux - ASIA
Level 15

Quickbooks Desktop vs. Quickbooks online


QB Desktop offers more features than QB Online. But if your team has no experience with accounting systems, QB Online is a better choice.




If you choose QB Desktop, you can put your file(s) on an authorized QB hosting or setup a simple private cloud at your own premise. Your team in the local office can work in multiuser mode simultaneously with your remote team. You can also still purchase the one time license for QB Desktop 2021 if required to save your budget.

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