- QuickBooks Desktop and QuickBooks Online compared
- The support deadline Desktop users need to know
- When Desktop Enterprise still makes sense
- When QuickBooks Online is the better home
- Questions to settle before you switch
- What Online Advanced adds for growing teams
- My advice on QuickBooks Desktop or Online
- Frequently asked questions
QuickBooks Online suits most small and growing businesses: it's cloud-based, has a 30-day free trial, and its Advanced plan supports up to 25 users with AI tools for projects and insights. QuickBooks Desktop now mainly means Desktop Enterprise, built for manufacturers and wholesalers with complex inventory across locations and up to 40 users. If you're on an older Desktop version, Intuit's support rules are the reason to decide now.
The Desktop versus Online question has changed because Intuit has changed what it sells. I read Intuit's QuickBooks Desktop page, its QuickBooks Online page and its QuickBooks Desktop service discontinuation policy.
QuickBooks Desktop and QuickBooks Online compared
| QuickBooks Desktop | QuickBooks Online | |
|---|---|---|
| Where it runs | Installed software, can host cloud access | Cloud, in a browser |
| Main product now | Desktop Enterprise | Plans up to Online Advanced |
| Users | Up to 40 on Enterprise | Up to 25 on Advanced, plus 3 accountants |
| Built for | Manufacturers and wholesalers with complex inventory | Service businesses and growing teams |
| Reports | 200+ customisable reports on Enterprise | Custom KPIs and dashboards on Advanced |
| AI | Not covered on the pages I read | Intuit Intelligence, Finance AI, Project Management AI |
| Trial | Not listed | 30-day free trial |
The support deadline Desktop users need to know
Intuit's discontinuation policy says older versions such as QuickBooks Desktop 2023 stopped getting support after May 31, 2026. Running an unsupported version means losing access to Intuit services, security updates and customer support, which is why Intuit urges an upgrade.
The same page says Intuit will keep supporting subscription renewals for existing QuickBooks Desktop Plus customers, while encouraging a move to Desktop Enterprise. Its Desktop page now leads with Desktop Enterprise, Online Advanced and Intuit Enterprise Suite, and says Intuit manages migration from start to finish for Desktop customers moving to Intuit Enterprise Suite.
When Desktop Enterprise still makes sense
Desktop Enterprise is aimed at manufacturers and wholesalers. Intuit says it manages inventory across multiple locations, offers 6X the list capacity of Desktop Pro or Premier, scales to 40 users, and includes multi-entity management, built-in payroll and more than 200 customisable reports, including job costing. It can also host cloud access if your team works remotely.
When QuickBooks Online is the better home
QuickBooks Online suits businesses that want their books anywhere and AI doing more of the routine work. Online Advanced supports up to 25 users with access for 3 accountants, 45 custom workflows, Excel sync and batch invoices, while Intuit Intelligence adds Finance AI and Project Management AI. Intuit pitches Online Advanced at service-based companies that want to close their books faster.
Questions to settle before you switch
- Which Desktop version and year are you on today?
- Do you manage physical inventory across several locations?
- How many people need to log in, including your accountant?
- Do you need to work from anywhere without remote desktop tools?
- Who will move your data, and when in your financial year?
If you're also reviewing who looks after your books, my guide to choosing an outsourced accounting firm helps, and this piece on AI for month-end bookkeeping shows what automation can take on.
What Online Advanced adds for growing teams
Online Advanced is where Intuit puts its newest features. Its page lists custom roles and permissions for up to 25 users, Excel sync, batch invoices and expenses, continuous books quality checks, Priority Circle support and training, and new construction and project financials. If you're leaving Desktop because you've outgrown it, that's the plan Intuit points you to, and it's the one to trial first.
My advice on QuickBooks Desktop or Online
If you're a service business, a freelancer or a small team, move to QuickBooks Online and use the 30-day trial to run one month in parallel. If you're a manufacturer or wholesaler with complex inventory, look at Desktop Enterprise. Whatever you choose, don't stay on a Desktop version that has lost support.
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Frequently asked questions
Is QuickBooks Desktop being discontinued?
Intuit's policy says older versions such as QuickBooks Desktop 2023 stopped getting support after May 31, 2026. It continues to support renewals for existing Desktop Plus customers and to sell Desktop Enterprise.
Can I still buy QuickBooks Desktop?
Intuit's Desktop page leads with QuickBooks Desktop Enterprise, aimed at manufacturers and wholesalers.
How many users does QuickBooks Online allow?
Intuit says Online Advanced supports up to 25 users, with access for 3 accountants.
How many users does Desktop Enterprise allow?
Intuit says up to 40 users.
Does QuickBooks Online have a free trial?
Yes. Intuit offers a 30-day free trial of QuickBooks Online.
Will Intuit help me move from Desktop?
Intuit says it manages migration from start to finish for Desktop customers moving to Intuit Enterprise Suite.
Does QuickBooks Desktop Enterprise include payroll?
Intuit's policy page says Desktop Enterprise includes built-in payroll, along with inventory and multi-entity management.
