Switching to Quickbooks Online (QBO)

Written by Shelley Ricketts on Jun. 11, 2019

Considering making the switch from Desktop (Quickbooks or Sage) or paper to the cloud? (QuickBooks Online (QBO))

If you are currently using the Desktop version of QuickBooks, you need to be aware that QBO is not the same program and doesn’t really look anything like the Desktop product.  Don’t let that scare you off though!  The QBO program is designed to have the same flexibility and user-friendly settings that you are used to seeing in the Desktop version. It has a slightly different look with a few different terms and menus to choose from.

So why would you make the switch?

Here are a few reasons why the cloud and QBO might be the right choice for you:

Accurate and timely information.

By utilizing features like bank downloads, matching and receipt retention, your financials can be prepared faster and with less errors than other methods.

Real time anywhere access to your data.

Quickbooks Online is accessible from your PC, Mac, tablet or mobile device anywhere and anytime. Need to create an invoice while you are at a jobsite or access financial information for a meeting with your bank?  The benefits of having real time access to live data are endless and more and more business owners are understanding how important this can be.  Oh yes, the other benefit of live data in the cloud is no more backups!

QBO is accessible from your PC, Mac, tablet or mobile device anywhere and anytime.

Historical data can be converted

If you’ve been in business for a while, there will be a lot of accounting data you need and want to retain from your current accounting software.  You can convert your QuickBooks desktop file to QBO and it will bring in your historical information. There are a few best practices to consider before converting your data file so it’s a good idea to get in contact with a QBO ProAdvisor who can help you with the conversion.

There’s an App for that

Quickbooks Online is a really great program to manage the finances and accounting pieces of your company but Intuit will be the first to admit that they aren’t an expert at everything.  However, they’ve designed QBO to integrate with other programs that add features to QBO.  This allows you to custom build QBO to include the features that you need.  There are apps available for job estimating and billing in the field, time billing, advanced inventory management, processing receipts and expense reimbursements, online sales etc…the list is growing daily.

Collaborate with your Accountant or Bookkeeper

You can invite up to two accountant or bookkeeper users to have access to your data file. Many companies have questions or need extra support throughout the year and not just when it comes time to file taxes.   Having shared access allows your accountant or bookkeeper to easily work with you and provide the support you need when you need it.

There are a lot of great reasons to make the jump into the cloud but there may also be a few reasons not to.   Before you make the switch, we recommend that you consult with a QBO ProAdvisor to make sure that accounting in the cloud is the right fit for your company.

If you would like more information or have any questions, feel free to contact us at 780.466.6204, or click here to send us an email.

Thanks to Shelley Ricketts, QuickBooks and QBO Proadvisor, of KWB Chartered Accountants for providing this content.

Shelley Ricketts

Shelley Ricketts

Cloud Accounting Manager

Shelley joined KWB in January 2011 as a part-time accounting technician subcontractor. Prior to joining KWB, she worked in a similar role with a smaller accounting firm for over twelve years but was looking for a change and KWB delivered the work environment and flexibility that she was looking for.

Along with many years of public accounting experience, Shelley brings an extensive bookkeeping background to KWB and is a Certified QuickBooks ProAdvisor (QBO Advanced Certification, QB Desktop Certification and NAIT Accelerated Accounting Certification), as well as being a Workflow Implementation Specialist (or as Shelley calls it, the Cloud Whisperer), In addition to working on corporate files, she also provides remote and on-site client training and assistance in both Quickbooks and Simply Accounting.

Shelley lives outside of Sherwood Park on an acreage with her husband and two boys, three horses and two dogs. Away from work and the acreage, she enjoys camping trips with the family and afternoon trail rides with friends.

Shelley is the Treasurer for the War Horse Awareness Foundation and has been since the Foundation began.

Shelley’s favourite quotation: “What you do today can improve all your tomorrows” – Ralph Marston.

Shelley's Contact Information

Other Posts by Shelley

May 22 2018
Quickbooks ProAdvisor

There are many benefits that KWB receives as a member of the Quickbooks ProAdvisor program and can pass along to you. Read about what they are, including some potential cost savings for you.

May 15 2018
Remote Support

Would you like to have a KWB staff person work directly on your accounting system at a time that is convenient for you? Or to help you figure out why your accounts aren’t balancing or why your accounting software has crashed? KWB is here to help! Learn more about our remote accounting support.

Nov 19 2019
7 Perks of Having a Data Manager (Bookkeeper )

A good data manager should ensure that: You are compliant with the CRA at all times.  You are focused on your business, not the data.You are capturing and recording all expenses for tax deductions.You have timely and accurate information available to make better decisions.You have efficient processes for capturing data

May 16 2017
Quickbooks Online - Free For Clients of KWB

QuickBooks Online (QBO) is a cloud based version of the traditional QuickBooks desktop accounting software that offers some great features and accessibility not available from the desktop environment. Cloud basically means it resides on and is accessible through the internet. We like it so much that effective July 1, 2017 we are offering it at

Jan 23 2015
Fraud from mobile banking deposits

Technology is constantly evolving and many commercial banks are using the latest technology advances. Some of these include mobile banking, electronic payments and mobile cheque deposits or Mobile Remote Deposit Capture (MRDC). We have all seen the commercials showing us how easy it is to deposit a cheque by taking a picture of it with

Nov 9 2017
Jobber

Jobber is a cloud based software solution designed for small and medium sized field service businesses that works with Quickbooks Online (QBO). It has a number of features that are designed to help you run a better business by helping you manage finances, client requests and a busy team. Jobber integrates scheduling, quotes, invoices and

Jul 27 2020
CEWS UPDATE – JULY 2020

On July 17, 2020, the Government of Canada announced proposed changes to the Canada Emergency Wage Subsidy (CEWS) to allow greater access to the program by employers.  While the proposed changes loosen eligibility requirements, there is added complexity, most significantly on how benefits are calculated for qualifying periods beginning after July 4, 2020

May 21 2020
Eligibility Criteria Expanded for Canada Emergency Business Account – CEBA

The Government of Canada has announced an expansion to the eligibility criteria for the Canada Emergency Business Account (CEBA) to include many owner-operated small businesses. The changes to CEBA will allow more Canadian small businesses to access interest free loans of up to $40,000 to help cover operating costs during a period when

Apr 24 2020
Canada Emergency Commercial Rent Assistance (CECRA)

The Canada Emergency Commercial Rent Assistance Program (CECRA) has been announced to provide rent relief for small businesses struggling to pay their landlords due to financial hardship as a result of COVID-19 for the months of April, May and June 2020.  Who is Eligible? Affected small business tenants who meet the following criteria: