Many businesses choose an accounting software and stick with it for years, sometimes decades. It can seem easier to stay with a familiar system than to learn something new, even when better tools come along.
But sometimes the decision gets made for you.
If you’re running QuickBooks Desktop, that’s exactly what’s happening.
Intuit is winding down QuickBooks Desktop support and pushing customers toward QuickBooks Online.
If you’re currently using QuickBooks Desktop, here’s what you need to know and what you need to do.
What’s the Difference Between QuickBooks Desktop and Online?
The difference between QuickBooks Desktop and QuickBooks Online is that one operates from your computer, while the other runs in the cloud. It is similar to having files on your desktop computer versus in an online folder.
QuickBooks Desktop lives on one computer. You install it, your data sits in a local file, and you’re generally the only one who can access it (unless you set up a more complicated network configuration).
QuickBooks Online lives in the cloud. You log in through a browser from any device, anywhere. Your data updates in real time, and anyone on your team with the right permissions can access it at the same time.
How Do I Know Which Version of QuickBooks I Have?
You use QuickBooks Desktop if: you open QuickBooks by clicking an icon on your computer and it looks the same every time. If you’re on Windows Desktop, you can find your version by opening the software and pressing F2 (or Ctrl+1) on your keyboard. This opens the Product Information window, which shows your version and year. If you’re on Mac Desktop, go to the Help menu, then select Product Information.
You use QuickBooks Online if: you log in through a web browser and your screen updates or looks slightly different every few months.
How Do I Know If My Version Is Still Active?
Intuit stopped selling new subscriptions of QuickBooks Desktop Pro Plus, Premier Plus, Mac Plus, and Desktop Enhanced Payroll to new U.S. customers on September 30, 2024. Existing subscribers could keep renewing, but the door closed for anyone new.
Since then, Intuit has started sunsetting old versions of Desktop software by ending support.
- Desktop 2021 lost support in May 2024.
- Desktop 2022 lost support in May 2025.
- Desktop 2023 lost support in May 2026.
- Desktop 2024 will lose support in September 2027.
QuickBooks Enterprise is the only Desktop product that is still actively sold and supported.
You can technically still use QuickBooks Desktop if support ends. But the software will no longer update which can create vulnerabilities and lead to loss of access to tools.
If you’re using a software version that has or is losing support, it is time to update your system.
Why This Change Is a GOOD Thing
While the news that you have to change software might come with a jolt of frustration or stress, we’re here to tell you that this is nothing to be concerned about.
This move will ultimately benefit your business.
At CFO2U, we welcome the change and encourage customers to move from QuickBooks Desktop to QuickBooks Online.
We regularly advise clients that QuickBooks Online is the best option because of its many benefits.
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- Easier Users Access: You can use QuickBooks Desktop anywhere, anytime, and easily share access with other team members who aren’t in your physical office.
- More Accurate Data: Real-time updates mean you always have the most up-to-date information.
- Better Reporting: QuickBooks Online offers cash flow reporting not available in Desktop software.
- Higher Security: QuickBooks Online automatically saves and backs up your data.
- No Risk of Data Loss: When operating on QuickBooks desktop, you risk losing all of your data if something happens to your computer. QuickBooks Online saves all data in the cloud.
- More Integrations: QuickBooks Online connects with 750+ apps that can support your business.
Desktop computer programs are quickly becoming outdated. Cloud-based options like QuickBooks Online are the new norm and becoming essential for modern businesses.
What Should I Do If I’m Using QuickBooks Desktop?
Once you know your version, it’s time to build a migration plan.
- Check your support deadline. Match your version and year against Intuit’s support timeline so you know exactly how much runway you have.
- Back up your current data. Before anything else moves, make sure your existing Desktop file is backed up and saved somewhere outside the software itself.
- Decide what historical data needs to move. Not every transaction, report, or old file needs to carry forward. Figure out what your business actually needs going forward versus what can be archived.
- Choose your migration timeline. Give yourself weeks, not days. A rushed move increases the risk of lost data, broken integrations, or gaps in your books.
- Bring in a professional to manage the move. A clean migration means your historical data, reports, and account structure all transfer correctly, without creating extra work to fix mistakes later. This is where our team at CFO2U comes in. We handle QuickBooks Desktop-to-Online migrations regularly and can walk you through it step by step.
The most important thing to remember is: don’t wait until the support cutoff to act.
A rushed, last-minute migration can cause you to lose historical data, break integrations, or end up with weeks of downtime.
Migrating early gives you room to do it right.
Related: 6 Expensive QuickBooks Mistakes You Might Be Making
CFO2U Is Here to Help You Update Your QuickBooks Software
Migrating from QuickBooks Desktop to QuickBooks Online is a good thing for your business.
You will end up with easier access, higher security, improved reporting, and an overall better user experience. And the migration process doesn’t need to be a challenge.
CFO2U is here to help you make the move.
Our team includes QuickBooks Certified ProAdvisors who are experienced with migrating QuickBooks Desktop to Online. We can make the move without losing your data or creating downtime in your record-keeping. Our bookkeeping team can also assist with any additional training you or your team needs to get the most out of your new software.
Don’t wait until your software is outdated. Schedule a call with our team to plan your QuickBooks migration today.
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