QuickBooks Desktop frequently asked questions

Featured question

Can I move to a different QuickBooks Desktop package after I've bought the software?
Yes. If your requirements change and you need access to additional QuickBooks Desktop features, you can upgrade your package. For instance, if you're using QuickBooks Pro, you can move to QuickBooks Premier or add our Payroll system.

Most upgrades can be performed from within the software (you don't have to call us) and it only takes a few minutes to enable the extra features.

Introducing QuickBooks Desktop products

What is QuickBooks Desktop?
It's financial management software for your business. You buy it on CD or download it from our website, then install it onto your own computer. It makes it easier to manage your business, by helping you with tasks like:

• Creating invoices and estimates
• Tracking sales and cash flow
• Managing your customers and suppliers
• Monitoring your VAT and filing VAT returns online
• Understanding your company's performance
• Planning ahead with forecasts and budgets

Is QuickBooks Desktop right for me?
Actually, we recommend QuickBooks Online for most businesses. It is accounting software that you access on the internet. Because it works over the internet, you don't have to install it on your own computer, and you can log in and use it from any Mac or PC.

What's more, we store and back up data for you, so you don't have to worry about taking backup copies.

Having said that, QuickBooks Online is not suitable for every business. QuickBooks Desktop is probably better if you:

• Already use QuickBooks software
• Need software for more than five people
• Want time tracking or forecasting
• Are looking for a payroll system
• Require stock control

You can find out which edition of QuickBooks is best for you by answering a few simple questions.

Does QuickBooks Desktop work on Macs?
No. QuickBooks Desktop is for PCs running Windows 7, Vista or XP only. If you have a Mac, please use QuickBooks Online instead.

What are the minimum system requirements?
Your computer must meet these minimum requirements:

• Operating system:
  • Windows 7 (also works on 64-bit version), or
  • Windows Vista (SP1 - also works on 64-bit version), or
  • Windows XP (SP3)
• Processor speed:
  • 2.0GHz (2.4GHz recommended)
• Memory:
  • 1GB RAM for single-user version
  • 2GB RAM recommended for more users
• Disk drives:
  • 2.5GB hard disk space, plus space for data files
  • 4 x CD-ROM drive, if installing from CD
• Screen resolution:
  • 1024 x 768, in 16-bit colour
• Internet access:
  • All online features require internet access
  • Broadband connection recommended
  • Product must be registered online

QuickBooks is able to connect to or integrate with these other pieces of software and services:

• Microsoft Word 2003, 2007 or 2010
• Microsoft Excel 2003, 2007 or 2010
• Microsoft Outlook 2003, 2007 or 2010
  (Using Outlook requires the free add-on, QuickBooks Contact Sync)
• Google Mail, Yahoo Mail, Hotmail

Multi-user access works with these operating systems:

• Windows 7 (with user account control on)
• Windows Vista (SP1, with user account control on)
• Windows XP (SP3)
• Windows Server 2003 (SP2)
• Windows Server 2008
• Small Business Server 2008

Security and data storage

Where does QuickBooks Desktop store my data?
All data relating to your business will be stored in the company file on your own computer. You can choose the location for this file when you set up QuickBooks Desktop.

What steps should I take to keep my data safe?
It's important you regularly back up all your QuickBooks data. This will ensure it's safe, even if your computer breaks or is stolen, or you accidentally delete key information. Read more about backups.

You should also password-protect the data in your company file, so nobody can read it without knowing the password. Make sure access to your data is restricted to only people in your business who need it.

Choosing the right edition

Can I move to a different QuickBooks Desktop package after I've bought the software?
Yes. If your requirements change and you need access to additional QuickBooks Desktop features, you can upgrade your package. For instance, if you're using QuickBooks Pro, you can move to QuickBooks Premier or add our Payroll system.

Most upgrades can be performed from within the software (you don't have to call us) and it only takes a few minutes to enable the extra features.

I already use a previous version of QuickBooks Desktop. Can I upgrade?
Yes, no problem. The upgrade process varies depending on which version of QuickBooks you have at the moment, but should be quick and easy. Learn more about upgrading.

I use another accounting package. Can I switch to QuickBooks Desktop?
Yes, and you can import your customer and supplier details from Microsoft Outlook or an Excel spreadsheet file.

However, please note that you may not be able to import details of your previous transactions into QuickBooks Desktop. This means you'll be starting with a blank slate.

I currently use QuickBooks Online. Can I move to QuickBooks Desktop?
It's not currently possible to move details of your transactions and accounts from QuickBooks Online to QuickBooks Desktop. We recommend you stick with QuickBooks Online.

What support comes with QuickBooks Desktop?
You'll get 30 days of free telephone support to help you get started with QuickBooks. You also get full in-product help (just press F1 on your keyboard to view detailed help files), access to our Live Community of experts, plus unrestricted access to our support website.

If you need extra help, you can add support to your QuickBooks Desktop order. For a small monthly fee you'll receive unlimited telephone support - so you can call us for help with any aspect of Quickbooks Desktop. Find out more about adding support. (Please note that extended support is not available with QuickBooks Desktop SimpleStart.)

Can several people use QuickBooks Desktop at the same time?
Yes. If you purchase Quickbooks Pro or Premier, up to three people can use it. Choose QuickBooks Enterprise Solutions for up to 30 users.

Buying and getting started

Can you explain the pricing options?
There are two ways to pay for QuickBooks Desktop products:

Monthly payments
This is where you pay a fixed fee each month to use the software. Pay this way and you'll benefit from:

• Automatic upgrades. You'll receive new versions of QuickBooks desktop, as soon as they're released. You'll always be using the very latest version of the software.
• Manageable payments. Avoid the impact of a big payment on your cash flow by paying in much smaller, manageable chunks - which are the same every month.

When you pay monthly, there's a minimum contract length of 12 months. After that, you own the software outright - so you can cancel the payments and continue using it.

If you do that, we'll keep your version of QuickBooks up-to-date, but you won't receive free upgrades as new versions are released. Additionally, any extra services that are charged monthly - like payroll or support - will be disabled.

Single payment
This is where you make a one-off payment for the software. Once you've made that payment, the software is yours to use forever.

Some QuickBooks Desktop products must be paid for in a particular way (either monthly or one-off). We'll show all available options when you check out.

Is there a minimum contract when I pay monthly?
Yes. The minimum contract length is 12 months. After that, you own the software outright - so you can cancel the payments and continue using it.

If you do that, we'll keep your version of QuickBooks up-to-date, but you won't receive free upgrades as new versions are released. Additionally, any extra services that are charged monthly - like payroll or support - will be disabled.

If I change my mind after buying QuickBooks Desktop, can I return it?
Yes. Every package comes with a 60 day money back guarantee. If you don't like it, just return it to us for a full refund¹.

What payment methods do you accept?

• If you opt for monthly payments, you must pay by Direct Debit. We set everything up online and you get full protection from the Direct Debit Guarantee.
• If you're making a single payment, you can pay by Visa, Mastercard or American Express.