Moving Beyond QuickBooks Desktop: What Businesses Need to Know

Summary: Intuit’s decision to no longer sell new subscriptions to QuickBooks Desktop marks a major shift for businesses relying on legacy accounting software. This article explores what the change means, the benefits of moving to the cloud, and how Aprio helps clients navigate migration, minimize disruption, and unlock new value from modern solutions.

The Shift from Desktop to Online: What’s Changing?

As of September 2024, new subscriptions for these desktop solutions are no longer available, and existing users on older versions cannot upgrade. Only those users on version 2023 or newer will have the option to renew, but with no new features planned, support will be limited to essential updates and bug fixes. Prices are expected to rise as Intuit encourages users to transition to cloud-based platforms.

For some, the desktop environment has been a familiar foundation. However, remaining on these legacy systems means missing out on the innovation, automation, and security enhancements that are now standard in cloud-based solutions. The future of accounting technology is in the cloud, and businesses that adapt will be better positioned to thrive.

This transition is not unique to Intuit. Across the technology landscape, software providers are moving away from on-premises solutions in favor of cloud-based platforms that offer greater flexibility, scalability, and security. For organizations that are still relying on QuickBooks Desktop, now is the time to assess your options and plan for a future that is both resilient and adaptable.

Why Move to the Cloud?

Transitioning to the cloud is about more than just keeping up with technology trends. It’s about unlocking new ways to grow, adapt, and thrive in a rapidly changing business environment. Cloud-based solutions like QuickBooks Online and Intuit Enterprise Suite (IES) provide organizations with real-time access to data, enabling leaders to make informed decisions from anywhere.

Achieve Scalability With a Move to QuickBooks Online

Scalability is a key advantage of upgrading from QuickBooks Desktop. QuickBooks Online Advanced, for example, is designed for growing businesses and supports up to 25 users at no additional cost. The platform offers advanced, customizable reporting and integrates seamlessly with other business tools, making it easier to manage complex operations. As your business grows, your accounting solution grows with you, helping you avoid the need for disruptive migrations or costly upgrades.

Automation and AI Features Help Save Time

Automation and artificial intelligence (AI) are transforming how businesses handle routine tasks. Features like Intuit Assist can auto-generate bills from PDFs, saving significant time and reducing manual entry errors. These AI-driven capabilities are only available to cloud users, reinforcing the urgency of making the switch. Automation also helps reduce the risk of human error, helping ensure your financial data is accurate and up to date.

Security and Collaboration Benefits

A cloud environment enhances security and collaboration. With robust data protection and the ability to work from a single source of truth, teams can collaborate more efficiently and confidently. Cloud platforms are built with the latest security protocols, including encryption and multi-factor authentication, to help protect sensitive financial information. As Intuit and other providers continue to innovate, only cloud users will benefit from ongoing enhancements and new features.

Cloud adoption also helps collaboration by supporting remote and hybrid work models, which have become commonplace for many organizations. With cloud-based accounting, your team can access the information it needs from anywhere, supporting productivity and business continuity even in times of disruption.

Addressing Migration Concerns

Change can be daunting. It’s natural for organizations to have concerns about moving to an online solution — especially when you are used to using a tool like QuickBooks Desktop for many years. Common questions arise around data migration and accuracy, the learning curve for teams, integration with existing tools, cost, and data privacy.

Aprio and Intuit are committed to making the transition as smooth as possible. Aprio helps clients migrate their data to QuickBooks Online and Intuit Enterprise Suite with minimal disruption, supporting business continuity every step of the way. Our migration process begins with a thorough assessment of your current systems and data, followed by a detailed migration plan tailored to your organization’s needs. We use proven tools and methodologies to help ensure data integrity and minimize downtime.

Beyond technical aspects, Aprio helps clients optimize their technology stack and uncover additional benefits that accompany modern solutions. We work with clients to identify opportunities for process improvement, automation, and integration with other business systems. Our goal is to help businesses not only migrate successfully but also realize the full value of their investment in cloud technology.

What About Cost?

Cost is a common concern. While there may be upfront costs associated with migration, many organizations find that cloud solutions offer significant long-term savings. Subscription-based pricing eliminates the need for large capital expenditures on hardware and software, and ongoing maintenance costs are typically lower. Additionally, the efficiency gains from automation and improved collaboration can potentially deliver a strong return on investment.

Solutions That Grow With Your Business

QuickBooks Online Advanced and Intuit Enterprise Suite are designed to scale alongside your organization. These platforms offer custom roles and permissions, allowing you to manage team access securely. Automated workflows streamline processes such as invoicing, bill entry, and asset management, freeing up valuable time for your team to focus on higher-value activities.

Custom reporting capabilities enable the ability to tailor insights by industry and business needs, while multi-entity management makes it easier to consolidate accounting and reporting across multiple entities. These features are not just theoretical; they are making a real difference for clients today.

A regional construction firm leveraged QuickBooks Online Advanced to automate its billing and payroll processes, reducing administrative overhead and improving cash flow. By integrating their accounting platform with project management and time-tracking tools, they gained real-time visibility into project costs and profitability, enabling better decision-making and more accurate forecasting.

The Power of AI and Automation

Intuit’s investment in AI is delivering measurable results for businesses. QuickBooks Online users have seen a nine-point lift in onboarding completion rates thanks to GenAI, and the ability to auto-generate bills from PDFs has resulted in a 51%-time savings. AI-powered invoice reminders have helped businesses get paid 45% faster, and Mailchimp’s integration with Intuit has enabled more than 3.1 billion emails with AI-generated content.

However, these advancements are only available to those who have made the move to the cloud. Staying on Desktop means missing out on these opportunities to improve efficiency, accuracy, and client engagement.

AI and automation are not only about saving time though; they also help businesses become more proactive. Automated alerts and dashboards provide real-time insights into key metrics, enabling leaders to identify trends, spot potential issues, and take action before problems arise. This level of visibility and control is essential for organizations looking to stay competitive in today’s fast-paced business environment.

Intuit AI Agents: Streamlining Operations and Optimizing Cash Flow

Intuit’s new AI agents act as intelligent business partners, transforming how companies manage their finances by automating day-to-day financial accounting services and payments tasks. AI agents include:

• Finance Agent: Provides robust reporting, KPI analysis, scenario planning, and forecasting based on performance and peer benchmarking.
• Accounting Agent: Automates bookkeeping and transaction categorization and assists with reconciliation, delivering cleaner and more accurate books.
• Project Management Agent: Automates projects from start to finish — suggesting profitability targets, creating estimates and project summaries, and setting up project details, plans, and tasks.
• Payments Agent: Automates and streamlines payment collections to predict late payments, automate invoice tracking, and create and send invoices and reminders. Helps businesses get paid an average of 5 days faster.² 
• New Payroll Agent²: Automates payroll and provides updates, insights, and payroll drafts, in addition to sending you a ready-to-approve payroll draft via text.

The results: 78% of customers say Intuit’s AI makes it easier for them to run their business, and 68% of customers state it allows them to spend more time growing their business.¹

How Aprio Can Help

Aprio is Intuit’s preferred implementation partner, and our team is dedicated to helping clients navigate this transition with confidence. Our approach includes:

• Migration planning and execution that minimizes disruption and helps to ensure data integrity.
• Training and support to equip teams for success with new tools.
• Advisory services that align technology with business goals and help uncover new opportunities.
• Ongoing optimization to help get the most from technology investments.

We work with clients across industries to align technology strategy with business continuity goals. From scenario planning to risk mitigation, our advisory services help provide clarity and confidence in regulatory environments.

We also help clients evaluate and select the right cloud solutions for their unique needs. The Aprio team will guide clients through the decision-making process, considering factors such as scalability, integration capabilities, and total cost of ownership.

What Comes Next? Key Takeaways for Business Leaders

The shift away from QuickBooks Desktop is more than a product change; it’s an opportunity to modernize, streamline, and help prepare workflows and operations for the dynamic nature of today’s business climate. Here are next steps to consider:

• Assess your current systems: Understand your reliance on QuickBooks Desktop and identify areas where cloud solutions can add value.
• Engage stakeholders: Involve finance, IT, and operations teams early in the planning process to help ensure a smooth transition.
• Invest in training: Equip your team with the knowledge and skills they need to succeed in the new environment.
• Embrace change: View this transition as an opportunity to improve processes, enhance collaboration, and drive growth.

By taking a proactive approach, teams can turn this industry shift into a catalyst for positive change within their organizations.

Footnotes and Disclaimers

1. Based on a survey commissioned by Intuit of QuickBooks Online customers using Intuit Assist as of November 2024.
2. This information is intended to outline Intuit’s general product direction, but represents no obligation and should not be relied on when making a purchasing decision. Additional terms, conditions and fees may apply with certain features and functionality. Eligibility criteria may apply. Product offers, features, and functionality are subject to change without notice.