QuickBooks Online Desktop App vs. Web Browser: Which One to Use?
Download QuickBooks Online Desktop App: A Complete Guide
If you are a small business owner or an accountant who uses QuickBooks Online often or has more than one account, you might want to consider downloading and using the QuickBooks Online Desktop App. This app is a cloud-based accounting software that you can access from your Windows or Mac computer, without opening a web browser. In this article, we will explain what the QuickBooks Online Desktop App is, what features and benefits it offers, how to download and install it, how to access multiple QuickBooks Online companies with it, how to switch from QuickBooks Desktop to QuickBooks Online Desktop App, how it compares to the QuickBooks Online browser version, and what users think about it. By the end of this article, you will have a clear idea of whether the QuickBooks Online Desktop App is right for you and how to get started with it.
What is QuickBooks Online Desktop App?
The QuickBooks Online Desktop App is a desktop application that lets you access your QuickBooks Online account from your computer, without opening a web browser. It is similar to the QuickBooks Online browser version, but it offers some advantages, such as:
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Staying signed in for 6 months unless you sign out manually, instead of signing in multiple times a day on a web browser.
Using a navigation map that is similar to what you are familiar with in QuickBooks Desktop, if you have migrated from QuickBooks Desktop to QuickBooks Online.
Accessing multiple QuickBooks Online companies and switching between them without reloading each company.
To use the QuickBooks Online Desktop App, you need a Windows 64-bit computer or a Mac computer with a supported browser (see .
Features and benefits of QuickBooks Online Desktop App
The QuickBooks Online Desktop App offers all the features and benefits of the QuickBooks Online browser version, plus some additional ones. Here are some of the main features and benefits of the app:
Income and expenses: You can track your income and expenses, categorize them by type, connect to your bank accounts, import transactions, reconcile accounts, attach receipts, and run reports.
Invoicing and payments: You can create and send invoices and estimates, customize them with your logo and colors, track their status, accept online payments, send reminders, apply discounts and credits, and manage sales tax.
Tax deductions: You can maximize your tax deductions by tracking your mileage, home office expenses, vehicle expenses, and other deductions. You can also generate tax reports and export them to TurboTax or your accountant.
Reports: You can run over 230 customizable and industry-specific reports to get insights into your business performance, cash flow, profitability, expenses, sales, taxes, inventory, projects, and more.
Receipt capture: You can capture receipts using your phone camera or email them to your account. The app will automatically match them to existing transactions or create new ones for you.
Sales and sales tax: You can track your sales and sales tax, create sales receipts, track inventory, manage customers and vendors, and sync with popular e-commerce platforms like Shopify and Amazon.
Projects: You can organize your work by projects, track your time and expenses, assign tasks to team members, bill clients by project, and run project profitability reports.
Payroll: You can pay your employees and contractors, file and pay payroll taxes, offer benefits like health insurance and 401(k), and track time and tips.
Multiple users: You can invite up to 25 users to access your account, depending on your subscription plan. You can also set user permissions and roles to control what they can see and do.
App integration: You can connect to over 800 third-party apps that integrate with QuickBooks Online, such as PayPal, Square, Stripe, Gusto, Expensify, TSheets, Zapier, and more.
Security and backup: You can rest assured that your data is secure and backed up in the cloud. The app uses 128-bit SSL encryption, multi-factor authentication, firewall protection, and automatic updates.
How to download and install QuickBooks Online Desktop App
Downloading and installing the QuickBooks Online Desktop App is easy and fast. Here are the steps you need to follow:
Go to the and click on the Download now button for Windows or Mac, depending on your operating system.
Save the file to your computer and open it once the download is complete.
Follow the on-screen instructions to install the app. You may need to accept the license agreement and choose a location for the app.
Launch the app from your desktop or start menu. You will see a sign-in screen where you can enter your QuickBooks Online username and password. If you don't have an account yet, you can click on Create an account to sign up for a free trial or a subscription plan.
Once you sign in, you will see your QuickBooks Online dashboard on the app. You can start using the app as you would use the browser version.
How to access multiple QuickBooks Online companies with the app
If you have more than one QuickBooks Online company or account, you can access them all with the QuickBooks Online Desktop App. Here is how:
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To add a new company or account to the app, click on Add another company at the bottom left corner of the app. You will be prompted to sign in with your username and password for that company or account.
To switch between companies or accounts on the app, click on the company name at the top left corner of the app. You will see a list of all the companies or accounts that you have added to the app. Click on the one you want to access.
To remove a company or account from the app, click on Edit list at the bottom left corner of the app. You will see a list of all the companies or accounts that you have added to the app. Click on the X icon next to the one you want to remove.
How to switch from QuickBooks Desktop to QuickBooks Online Desktop App
If you are currently using QuickBooks Desktop and want to switch to QuickBooks Online Desktop App, you can do so by following these steps:
Make sure that your QuickBooks Desktop is updated to the latest version. You can check for updates by going to Help > Update QuickBooks Desktop.
Create a backup of your QuickBooks Desktop company file by going to File > Backup Company > Create Local Backup.
Create a free trial or a subscription account for QuickBooks Online by going to .
In your QuickBooks Desktop, go to Company > Export Company File to QuickBooks Online.
Sign in with your QuickBooks Online username and password when prompted.
Select whether you want to import your inventory or not. If you choose yes, make sure that your inventory valuation method in QuickBooks Desktop is FIFO (first in first out).
Select whether you want to import payroll data or not. If you choose yes, make sure that you have an active payroll subscription for QuickBooks Online.
Select the QuickBooks Online company that you want to import your data to. If you don't have one, you can create one by clicking on Create a new QuickBooks Online company</stro