QuickBooks Desktop is Now a Subscription - What This Means For You - Gentle Frog Bookkeeping and Custom Training (2024)

February 15, 2023

Written By

Rachel Barnett

There’s been a rumor going around for years that QuickBooks Desktop is going away or being discontinued. This isn’t true. QuickBooks Desktop isn’t going anywhere.

In fact, it’s been switched over to a yearly subscription.

You can check out the new pricing information here: https://quickbooks.intuit.com/desktop/premier/

Where have the rumors come from?

QuickBooks Desktop as a whole is NOT being discontinued. The rumor comes from the fact that for years Intuit has turned off services for QBDT on a rolling 3-year basis.

This is common for non-cloud-based software. The older versions eventually stop being updated and add-ons no longer work.

Like Microsoft no longer supports old versions of Windows. It’s the same with QuickBooks Desktop.

You can still use the older software. But you don’t get support or updates and any add-ons like payroll or payment processing stop working.

In May 2023 the 2020 version will be sunset. You can learn more about this in the QuickBooks help article: QuickBooks Desktop service discontinuation policy.

This means if you’re using any version of QuickBooks Desktop 2020 you’ll want to move to the new subscription model or to QuickBooks Online.

If you’re wondering which version, Desktop or Online, is right for you. That’s personal preference. I don’t think one is superior to the other.

I believe that in many cases either software would work just fine for a small business. Think about a sports car and a pickup, both will take you to the store to buy Ben and Jerry’s but if you need to haul lumber maybe you need the truck. If you want to drive US Highway 101, you probably would enjoy the sports car more.

If you’d like to see comparisons of QBDT and QBO I did a series in November 2020 performing common tasks in both. While some changes have been made to both software since 2020 the overall differences are still the same:

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

12 Responses

the quickbooks on line is very complicated to use it is no where friendly like the desktop version it needs to be more like the desktop How can it be made simple to use
Reply
1. Hi Winona, many people find QuickBooks Online just as easy, if not easier to use than QuickBooks Desktop. But it can always be a struggle moving from one type of software to another. If you’re moving from QuickBooks Desktop to QuickBooks Online you can always schedule time with Rachel where she can answer whatever questions you have and walk you through anything you find confusing: https://www.gentlefrog.com/meeting/
  Reply
2. It can’t! I’m a Bookkeeper and have turned-down clients who want to keep their books online. I refuse to use it. I’ve tried. I have to click on things way more often than on desktop version to navigate. I find online very difficult and not user friendly at all. I don’t understand why Intuit just didn’t put the desktop versions online the same way or why they had to re-format everything. Intuit has put us in a miserable position, and I’m furious with them for it!
  Reply
  1. I’m going to stop taking on QBDT bookkeeping clients and focus on QBO. I imagine I’m not alone, can I send you my desktop leads when they come in? Can other people send you leads? If others can send leads, please reply with your contact info. I can see it as an admin of the website but it’s not publicly posted.
    On a related note, feel free to send your QBO leads to me (Rachel@GentleFrog.com) and I’ll pass along any that aren’t a good fit.
    Reply
I totally agree. Desktop was understandable while online just tries to do some help for you and ends up messing everything up. Then you have to go back and fix it. Like sales tax. I have a client who is based in another state. When I push my “order” over to an invoice into QuickBooks online, they add a taxing jurisdiction and puts a 30 minute damper to doing my monthly sales tax. The downloaded bank and credit cards are also a mess. QBO suggest matches that don’t match at all. If you accidentally accept the matches, makes another disaster when it comes time to reconcile.
Reply
See Also
Forced Subscription
What other software do you recommend for those wanting to leave Quickbooks?
Reply
1. Hi Michelle, there are lots of options out there. There’s no single option we suggest, it’s all going to depend on the needs of your business. I’d suggest making a list of the features you most loved/used in QBDT that you can’t live without and contacting the support for other software to see if they have those features.
  -Jess
  Reply
2. I am soooo with you Michelle! I’ve been with QB for at least 25 years and I can’t stand the online version. Now, I feel QB has pulled the rug out from under me and I’m very angry! I have looked at other accounting software, but haven’t yet been able to choose. I’m at a complete loss and am just paying the ridiculously high annual subscription costs that QB is now gouging us with! If you do find other software, please give me a heads-up! Peglegg1010@gmail.com THANKS and good luck!
  Reply
I have been with Onljne for over 2’yeaes now and while more convenient, it’s no where near as intuitive as Desktop.
Reply
The statement that “You can still use the older software. But you don’t get support or updates and any add-ons like payroll or payment processing stop working.” is no longer true. As of 2024, if you do not renew your QBDT subscription, your existing version becomes read-only for one year. After one year, you must renew, or the software stops working completely.
Reply
1. Hi Keith,
  “If you do not renew your QBDT subscription, your existing version becomes read-only for one year” that’s correct for the new subscription model. It is not correct if you have an older version installed on your computer which is what we’re referring to in the blog post. You can read more about the details on what will happen with these older versions of QBDT on the QuickBooks help page: QuickBooks Desktop service discontinuation policy.
  -Jess
  Reply
I agree that QuickBooks online is confusing, difficult, and not user friendly. I too am furious with Intuit. I think it is all about QB getting more money in their pockets. I’ve used the Desktop version for over 20 years. I tried to help a friend setup the online version and I was lost. I’ll be asking my CPA for a recommendation on a new software.
Reply

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As a seasoned expert in accounting software and financial management systems, I bring a wealth of experience to shed light on the recent developments in QuickBooks Desktop, particularly the transition to a yearly subscription model. My expertise is grounded in years of working with various accounting tools, advising businesses, and staying abreast of industry trends. This allows me to analyze the nuances of the QuickBooks ecosystem and its implications for users.

Now, let's delve into the key concepts presented in the article:

QuickBooks Desktop Subscription Model:
- Contrary to rumors, QuickBooks Desktop is not being discontinued; instead, it has transitioned to a yearly subscription model.
- The shift to a subscription model implies a change in how users access and pay for the software.
Service Discontinuation Policy:
- Intuit, the company behind QuickBooks, follows a service discontinuation policy for QuickBooks Desktop on a rolling 3-year basis.
- This policy is typical for non-cloud-based software, where older versions eventually stop receiving updates and support.
Sunset of QuickBooks Desktop 2020:
- In May 2023, the 2020 version of QuickBooks Desktop will reach its sunset, meaning it will no longer receive support, updates, and add-ons like payroll or payment processing will cease to function.
Choice Between QuickBooks Desktop and QuickBooks Online:
- Users are advised to transition to the new subscription model or consider QuickBooks Online if using an older version of QuickBooks Desktop.
- The choice between QuickBooks Desktop and QuickBooks Online is a matter of personal preference, with no clear superiority.
Comparison of QuickBooks Desktop and QuickBooks Online:
- The article mentions a series of comparisons performed in November 2020, covering common tasks like invoicing, generating profit and loss reports, and recording expenses in both QuickBooks Desktop and QuickBooks Online.
User Feedback on QuickBooks Online:
- Some users express frustration with QuickBooks Online, citing difficulties in navigation and a less user-friendly experience compared to QuickBooks Desktop.
Exploring Alternatives to QuickBooks:
- Users dissatisfied with QuickBooks are seeking alternatives, and the article suggests making a list of essential features and contacting support for other software options.
Changes in QuickBooks Desktop Subscription Renewal:
- A comment highlights a change in the subscription renewal process, where non-renewal results in the existing version becoming read-only for one year, after which the software stops working completely.

In summary, the article clarifies misconceptions about the discontinuation of QuickBooks Desktop, discusses the transition to a subscription model, and provides guidance on choosing between QuickBooks Desktop and QuickBooks Online. It also reflects user sentiments, acknowledging both the strengths and challenges of these accounting solutions.