Intuit QuickBooks Online FAQ Frequently asked questions about QuickBooks Online TechSoup - October 01, 2015 Learn more about QuickBooks Online, including a product comparison, information on security and privacy, and help with migrating. Which is right for my organization: a desktop edition of QuickBooks or QuickBooks Online?QuickBooks Online is cloud-based software that requires an Internet connection at all times to function. Since both the QuickBooks Online software and your data reside on Intuit's servers, you can't use QuickBooks Online if you're offline. If Internet access in your area is unreliable, you should choose a desktop edition of QuickBooks instead. You should also consider which users at your organization need access to QuickBooks. If multiple users are working with QuickBooks from different locations that have reliable Internet access, QuickBooks Online might be a better fit for your organization.Pricing should also be taken into account when you choose between the different versions of QuickBooks available through TechSoup. QuickBooks Online is a subscription product. If your organization can't commit to paying the $50 or $150 admin fee every year (a substantial savings compared to the retail prices of $600 or $1,800 annually) to continue service, you might consider a desktop edition of QuickBooks that requires a one-time administrative fee.In terms of features, QuickBooks Online includes many features that are available in desktop editions of QuickBooks. It even includes some unique features, such as invoice automation and mobile device connections. It also includes some features that are only available on the desktop editions for an additional fee, like phone support, additional backup security, and cloud access. Conversely, some features have not yet been introduced to QuickBooks Online, like the ability to calculate and rebill job costs and the ability to calculate discounts by customer.See the comparison chart of the two products on Intuit's website.Which editions of QuickBooks Online are available through TechSoup?Intuit has donated subscriptions of QuickBooks Online Plus and QuickBooks Online Advanced, the two most feature-rich editions of QuickBooks Online. See a comparison of the two editions at the Intuit website.If you are a Small Business Development Center (SBDC), SCORE chapter, or Women's Business Center (WBC), you might be eligible to receive QuickBooks Online Essentials subscriptions for classroom training purposes at no cost. Send an email to email@example.com to request more information.Is my organization eligible for QuickBooks Online through TechSoup?See the program restrictions.Where can I find technical support?Intuit offers free technical support for all editions of QuickBooks and QuickBooks Online.I have QuickBooks Online already. Can I switch to the donated product available through TechSoup?The donated QuickBooks Online offers are intended for organizations that do not currently have a paid QuickBooks Online subscription. There is no seamless process for converting a paid subscription to a donated subscription. However, you can manually perform this process if you are comfortable with the time and effort involved.To begin, you should review the export limitations and import limitations to ensure that your data can be migrated successfully.If you decide to manually switch from a paid QuickBooks Online subscription to a donated subscription, follow these steps.Export your data from your existing QuickBooks Online account to QuickBooks Desktop. See Exporting your data from Online to Desktop on the Intuit website. If you do not have a Desktop product, you can download a 30-day trial.Request a QuickBooks Online Plus or QuickBooks Online Advanced subscription product from TechSoup and complete the setup process.Import your data from QuickBooks Desktop into the new donated QuickBooks Online account. See Import into QuickBooks Online from QuickBooks Desktop for Windows on the Intuit website. Close your paid account.Can I convert a trial edition to a QuickBooks Online donation?Intuit recommends not converting trial editions to donated subscriptions for the same reasons as those listed above. It is possible, but the process is so manual and the trial period is so short that in most cases it's easier to start from a new subscription.How do I set up a new account?This visual guide (PDF) will walk you through the steps that you need to follow.If I have Payroll with an existing subscription, will the data transfer?No, Payroll data will not transfer from an existing subscription to a new one. How can I add Payroll?Intuit offers Enhanced and Full Service Payroll plans for an additional monthly fee.Follow these steps to view current pricing and add this service to a donated QuickBooks Online subscription account.Log in to your QuickBooks Online account and click the gear icon at the top right of the screen.From the menu that appears, click Account and Settings.On the left side of the Account and Settings page, click Billing & Subscription to display your subscription details.On the Payroll row of your subscription details, click Subscribe in the Subscription status field.Note that if you activate Payroll, QuickBooks Online indicates that you will pay the full amount for both products. This is inaccurate and currently due to a system limitation. Despite this indicator, you will only pay for the Payroll service, and you will not be billed for your QuickBooks Online subscription.When does my subscription begin?Your one-year subscription begins on the date the product request is approved, not the date the account is set up.How do I renew my subscription?Each year after you first request QuickBooks Online Plus or QuickBooks Online Advanced, you will need to pay TechSoup's administrative fee to keep your subscription active. With each renewal, Intuit will evaluate your eligibility to participate in the QuickBooks Online donation program. If your organization is no longer eligible or doesn't renew in time, you will need to pay the retail price to keep your subscription active.TechSoup will send you reminders 30, 15, and 5 days before your subscription is set to expire. The reminders will tell you about the actions you can take to renew or end your subscription. See the program restrictions for more information on eligibility.How do I cancel a subscription?You may either contact Intuit customer support at 1-866-272-8734 x111 to cancel by phone or follow the instructions on the Intuit website to cancel online.What should I know about storing my organization's financial information in the cloud?Intuit stores its users' financial data in the Intuit Data Center, a facility with full-time security staff, video surveillance, and alarms. The data itself is secured with 128-bit SSL encryption technology and a password-protected login on firewall-protected servers. Learn more about QuickBooks Online data security on the Intuit website.Intuit does not sell, rent, or share information with third parties for promotional use and is a licensee of the TRUSTe Privacy Program. See Intuit's privacy statement for more information.How do I import data from a QuickBooks desktop edition into QuickBooks Online?Export your company file from the desktop edition and import it into QuickBooks Online. Intuit provides step-by-step instructions on this process on their website. You must complete importing data from a QuickBooks desktop version within the first 60 days of setting up your new QuickBooks Online account. Note that you will not be able to change your company type by importing data.What if I've created a donated QuickBooks Online account but I've missed the 60-day window to import my data from a desktop edition of QuickBooks?Contact Intuit at 1-800-488-7330 and ask for a one-time seven-day extension to import your data. The extension period begins from the time and date of your call.How do I import data from Microsoft Excel into QuickBooks Online?The Transaction Pro Importer app from Intuit can help you import list and transaction types from Excel or text files into QuickBooks Online.How long will Intuit retain my organization's financial data if I don't keep my subscription?Intuit will provide read-only access of your company data for one year from the date of cancellation for a subscribed account. See Intuit's data retention policy for more information. This work is published under a Creative Commons Attribution-NonCommercial-NoDerivs 4.0 International License.