Should Event Pros Use QuickBooks Online or Desktop?

It’s common knowledge that QuickBooks is a staple financial software for event businesses of all sizes, and has been for quite some time. Things are changing over at QuickBooks, as a quick visit to their website will make it apparent that they are promoting QuickBooks Online over their traditional Desktop version. While there is no evidence that they will stop supporting their desktop version anytime soon, it does beg the question: Should event pros use QuickBooks Online?

Here at Goodshuffle Pro, we say: absolutely!


You may be thinking, “Of course the folks at Goodshuffle Pro think it’s great, they have a partnership with QuickBooks Online and it’s integrated into their software!”

And you’re not wrong. We do have a fantastic QuickBooks Online Integration— but we never would have made that choice for our company if we didn’t think QuickBooks Online was the best financial software out there. So, let’s delve in and look at some of the comparisons between the QuickBooks Desktop version vs. QuickBooks Online.

Security— Is It Up to Snuff?

A main concern for people when switching from a desktop software to a cloud-based software is security. After all, it really seems like all your data is out there in the ether. In a previous post, we discussed the high level of security demanded by both Goodshuffle Pro and Quickbooks Online— I encourage you to check it out if you haven’t already, as we review some of the technical nitty-gritty involved in securing client data. In many ways, cloud-based software has become more secure than server-based software. This is because server-based software is all in a single location (e.g. your desktop computer), so your data could be more vulnerable to breach and loss due to hackers, hardware failure, and even theft of the computer itself.

Take Your Inventory Everywhere

From our perspective, the biggest benefit of QuickBooks Online is that it IS a cloud-based software. Event rental company owners are busy people, and we know from experience that they love the mobility of Goodshuffle Pro. You can literally conduct business from anywhere you have a mobile signal or an internet connection— and with QuickBooks Online, that can also mean you can manage your financials from ANYWHERE with pretty much any device with a browser or the QuickBooks Online app.

A Direct Line to Your Accountant

But it’s not just business owners that can access QuickBooks Online from anywhere, it’s your accountants, too (by the way, accountants also love Goodshuffle Pro’s QuickBooks Online Integration). No more having to sync up time to drop off sensitive documents, running to the post office, or having to drop everything to email over a report; everything from invoices to revenue reports are available to your accountant through QuickBooks Online. What a relief!

Saving Money with Services & Features

At this point, you may be thinking, “Well, that’s nice and all, but I really need QuickBooks Online to pull its weight. The Desktop version does so much, can the Online version even keep up?”

In short: yes. I scoured the QuickBooks site myself searching for areas where the Online version would fall short, and I was surprised to find that they were comparable— and that the Online version has additional money-saving features. QuickBooks Desktop is a one-time (-ish, more on that ahead) software you purchase, whereas QuickBooks Online is a subscription service, in that you pay a monthly or annual fee to use their software. At first blush, it seems like the subscription service may cost more— that is, until you look at some of the included features.

(Please note: These prices are directly from the QuickBooks website as of 11/13/2020 and may change.)

QuickBooks Online QuickBooks Desktop
Support Free Up to $89 for 90 days
Cloud Access Free $44-200 per month
Users Up to 25 users for free Fee per user
Access to new products & features Included $299 annual repurchase cost
Backups Constant encrypted backups included $9.95 per month

Plus, QuickBooks Online can connect with around 650 different cloud-based apps.

Multiple Levels so You Never Overpay

QuickBooks Online offers several levels of their software, from a very basic plan that’s perfect for freelancers and start-ups, to an Advanced plan that’s perfect for medium to large companies. That way, you’re never over-paying for features you’ll never use. There’s even an add-on service that allows you to completely manage payroll with QuickBooks Online, which really allows it to expand from a software ideal for medium sized-companies to one that can hold its own with large companies.

Making the Switch

“But I have so much data in the QuickBooks Desktop version, it’d be such a headache to switch!”

QuickBooks Online has your back there, too. They currently offer to transfer over all of your data for free.

We think the choice is clear: QuickBooks Online really gives you the most freedom and flexibility, without sacrificing computing capabilities. It’s pretty much like having your cake and eating it too and sharing said cake with your accountants. Plus, it ties right in to Goodshuffle Pro with our QuickBooks Online Integration.

Want to learn more about Goodshuffle Pro’s QuickBooks Online Integration? Read our articles on what makes our QuickBooks Online Integration the most secure and how to make the switch from QuickBooks Desktop to QuickBooks Online.

Ready to regain control of your event business with all-in-one software?



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Author: Carmen Bodziak

Carmen Bodziak has been on the marketing team at Goodshuffle since 2019 and got into the business because of her passion for empowering business owners through technology. She loves connecting with the events industry both virtually and in-person, so say hi if you see her at a trade show! Outside of Goodshuffle, she loves to travel and spend time outdoors.