For many businesses, QuickBooks Desktop has been a reliable tool for managing finances. But as technology evolves, more companies are migrating to cloud-based solutions like QuickBooks Online. This shift isn’t just a trend—it’s a practical move that can benefit your business in several ways.
Let’s explore five key reasons why your company should convert QuickBooks desktop to online.
1. Access Your Data Anytime, Anywhere
One of the biggest perks of QuickBooks Online is its accessibility. With QuickBooks Desktop, you’re tied to a single computer or office network. If you’re traveling or working remotely, getting access to your company’s financial information can be a hassle.
But once you migrate QuickBooks Desktop to Online, you can access your data from any device with an internet connection. Whether you’re on a laptop at a coffee shop or using a smartphone on the go, your financial data is always just a click away.
This flexibility is especially important for businesses that have team members working from different locations or for those who need to make decisions on the fly.
2. Automatic Backups and Updates
When you’re using QuickBooks Desktop, backups and updates are your responsibility. It’s easy to forget to back up your data or update your software, which can leave your business vulnerable to data loss or security threats.
By converting QuickBooks Desktop to Online, you no longer have to worry about these issues. QuickBooks Online automatically backs up your data, ensuring you never lose important financial records. Plus, the system updates itself, so you’re always using the latest version with the newest features and security patches.
No more worrying about system crashes or outdated software—QuickBooks Online has it covered.
3. Collaborate with Your Team and Accountant Easily
Collaboration can be a headache when using QuickBooks Desktop. If your accountant or team members need access to your QuickBooks file, you have to share it manually or give them access to your computer. This can slow down workflows and create unnecessary delays.
Once you transfer QuickBooks Desktop to Online, you can easily collaborate with your accountant or team members in real-time. You can grant multiple users access to the system, allowing everyone to work on the same data at the same time, no matter where they are.
This smooth collaboration makes it much easier for your accountant to manage your books, provide advice, and help you plan for the future.
4. Cloud Solutions Offer Better Security
Security is a top priority for any business, especially when it comes to financial data. QuickBooks Desktop keeps your data stored on a local computer, which can be risky if your computer crashes, gets stolen, or is damaged in some way.
By moving to QuickBooks Online, your data is stored securely in the cloud. Cloud services offer better protection against cyber threats, such as hacking and viruses. The data is encrypted, meaning it’s much harder for unauthorized users to access.
Plus, in case of an emergency, like a computer crash, your data remains safe and accessible from any other device. No more worrying about lost financial records.
5. Integration with Other Cloud Services
Another great reason to convert QuickBooks Desktop to Online is the ability to integrate with other cloud services. QuickBooks Online connects with a wide range of apps, from payment processors to inventory management systems. This makes your workflow smoother, as you can automate many tasks that would otherwise take hours.
For example, QuickBooks Online works seamlessly with payroll services, inventory tracking, and even CRM (Customer Relationship Management) tools. If you’re already using a cloud service like NetSuite or other financial tools, QuickBooks Online will fit right in, improving how your systems work together.
The days of manually entering data or using disconnected systems are over. With QuickBooks Online, everything is connected, making business operations easier to manage.
How to Convert QuickBooks Desktop to Online
Now that you know the benefits, let’s talk about how to convert QuickBooks Desktop to Online. Thankfully, the process is straightforward, and QuickBooks provides plenty of guides and support to help you through it.
- Prepare Your Data: Before you begin, make sure your QuickBooks Desktop data is up to date. This includes reconciling accounts, reviewing unpaid invoices, and ensuring your inventory is accurate.
- Sign Up for QuickBooks Online: Create an account on QuickBooks Online if you don’t already have one. You can choose from several pricing plans depending on your business needs.
- Export Your Data: In QuickBooks Desktop, there’s an option to export your data directly to QuickBooks Online. Follow the prompts to transfer everything, including your chart of accounts, customer and vendor lists, and transactions.
- Review Your Data: After the migration, review your data to make sure everything transferred correctly. Look for discrepancies or missing information, and contact QuickBooks support if you need help.
- Invite Your Accountant: Once you’ve migrated QuickBooks Desktop to Online, you can easily invite your accountant or financial controller to access your books directly. This simplifies the process of managing your finances going forward.
Conclusion
Converting QuickBooks Desktop to Online offers multiple benefits for businesses of all sizes. From the flexibility of accessing your data anywhere to enhanced security and real-time collaboration, moving to the cloud makes good business sense.
Cloud migration may seem intimidating at first, but the long-term benefits make it worth the effort. And with a partner like Hundred MS, you can get expert support in financial services, including managing QuickBooks Online or even transitioning to a more powerful system like NetSuite if your business outgrows QuickBooks.
If you’re looking for a detailed guide, our previous post, How to Move QuickBooks Desktop Payroll to QuickBooks Online Payroll, covers a similar process for payroll migration. It’s a good resource if you’re also moving your payroll functions.
