QuickBooks Desktop is robust accounting software many businesses favor, but navigating the different pricing options can be confusing. When budgeting for this software, you must consider several factors, including its various plans, additional features, and other costs. If you need to figure out how much you’ll need to set aside for this accounting tool, you’ve come to the right place.

In this article, you’ll find a breakdown of QuickBooks Desktop pricing based on their different products and additional features. You’ll also learn the answers to some commonly asked questions about QuickBooks pricing, including the cancellation policy.

Can You Buy QuickBooks Desktop in 2024?

If you’re considering QuickBooks Desktop and have yet to subscribe, you must decide soon. Intuit will stop selling new QuickBooks Desktop Pro Plus, Premier Plus, Mac Plus, and Enhanced Payroll subscriptions in the U.S. after May 31, 2025.

Post-deadline, only current subscribers will have access to these versions, with the ability to renew and access ongoing updates and support. Intuit is shifting its focus to cloud-based solutions and is encouraging a move to QuickBooks Online. QuickBooks Enterprise will remain available for new and existing customers beyond this date.

For users who prefer to stick with QuickBooks Desktop beyond this transition, Intuit plans to offer tools to help them migrate to QBO. This move aligns with their strategy to enhance flexibility and innovation via online services.

If you intend to continue using QuickBooks Desktop, it’s important to keep your subscription active. Once it lapses after the specified date, you won’t be able to renew.

QuickBooks Desktop Pricing Overview

Current users of the affected products will see no change in their service. Those with existing subscriptions to QuickBooks Desktop Pro Plus, Premier Plus, Mac Plus, or Enhanced Payroll can keep renewing their subscriptions. Intuit will continue to offer security updates, customer support, and regular feature updates for subscribers who remain active beyond the transition date.

The cost of QuickBooks Desktop subscriptions varies by product and the number of users. For example, the annual starting price for QuickBooks Desktop Pro Plus is $349.99 for one user, excluding payroll features. Prices can rise substantially for multiple users or additional features like payroll.

For those looking to buy or renew a QuickBooks Desktop subscription before the deadline, it’s important to assess your business needs carefully. If you need more comprehensive features, consider upgrading to QuickBooks Desktop Enterprise, which offers more advanced capabilities and remains available for new users.

QuickBooks Desktop Pricing by Product

QuickBooks Desktop is available in three different types: QuickBooks Pro, QuickBooks Premier, and QuickBooks Enterprise. These options are locally installed and have the same UI arrangement and appearance but differ in features, cost, and target business type and size. Here’s a look at the pricing structure of each product:

QuickBooks Pro

Accountants and bookkeepers who prefer to work with PC-based software will appreciate the program’s simplicity, which should be familiar to most small-business owners. Plans can be purchased for a maximum of three users.

QuickBooks Pro Plus costs $349.99 per year. Check for new client incentives if you want to sign up with Intuit. Additional users can be added for $200 per user, with a maximum of three users included in the annual subscription. Quickbooks Pro Plus allows a single subscription to serve many businesses.

If you need payroll built-in, look into QuickBooks Pro Plus + Payroll, which includes their Enhanced Payroll plan on top of the standard Pro Plus features. This plan costs an additional $50 per month or $500 per year plus $2 per employee per month, totaling $849.90.

Additional Costs

• Payroll: $50 per month (or $500 per year) + $2 per employee
• Additional users: $200 per user
• Live bank feeds: $10-15 per month
• Tax forms: Start at $17.99
• Hosting: Starts at $59.99 per month per user
• Checks: Start at $59.99 for 50 checks

The annual subscription to QuickBooks Pro Plus is initially for one user, but you can add more users for an additional fee. This subscription allows you to manage multiple companies. QuickBooks Pro Plus offers a variety of features, including contact management, invoice and estimate creation, journal entries, expense tracking, managing accounts payable, maintaining a chart of accounts, project management, inventory management, generating reports, time tracking, tax support, and budgeting.

The QuickBooks Pro Plus + Payroll plan is available for businesses requiring built-in payroll at $849.99 annually. This upgraded plan includes all the features of QuickBooks Pro Plus and Enhanced Payroll. Intuit, the provider of QuickBooks, often offers discounts on this service through its website.

QuickBooks Premier

This QuickBooks edition is more powerful than Desktop Pro for organizations that want to predict revenue and expenditures in the future. Industry-specific reports for Premier customers are also included.

The Premier plan also allows customers to issue sales orders, track product and inventory expenses, define product and service prices based on customer type, and customize inventory reports. Plans for as many as five users are available.

QuickBooks Premier supports multiple businesses. The annual cost of QuickBooks Premier Plus is $549.99. In addition to your subscription, you can add a user for $300 per user, with a maximum of five users. Intuit occasionally offers discounts for new customers, so check for discounts before signing up.

Sign up for the QuickBooks Premier Plus + Payroll plan if you want the features of QuickBooks Premier Plus with QuickBooks Enhanced Payroll. However, like with QuickBooks Pro, you will be charged an additional $50 per month or $500 per year, plus $2 per month per employee. The total cost is $1049.99.

Additionally, the Premier version of QuickBooks has six industry-specific editions with additional features at no additional cost: accountant, contractor, manufacturing and wholesale, nonprofit, professional services, and retail.

Additional Costs

• Payroll: $50 per month (or $500 per year) + $2 per employee
• Additional users: $300 per user
• Live bank feeds: $10-15 per month
• Tax forms: start at $17.99
• Hosting: Starts at $59.99 per month per user
• Checks: Start at $59.99 for 50 checks

One of the main distinctions between QuickBooks Pro and QuickBooks Premier is that QuickBooks Premier provides six industry-specific versions in addition to its standard version. These specialized editions are designed to cater to unique business needs by adding customized features and reports.

Users can opt for the Standard Edition of QuickBooks Premier or select from the industry-specific editions, including Manufacturing & Wholesale, Contractor, Retail, Nonprofit, Accountant, and Professional Services, all at no extra cost. These versions are tailored to enhance the functionality and efficiency specific to each industry, offering significant benefits for businesses.

QuickBooks Enterprise

QuickBooks Desktop Enterprise is one of Intuit’s most influential business accounting software solutions. The software system is desktop-based, and the cost depends on the plan and the number of licensed users. It includes features such as comprehensive reporting and 24/7 priority customer support.

QuickBooks Desktop Enterprise offers plans: “local only” and “cloud access.” Both sets include plans for up to 40 users with varying levels of cloud access.

Furthermore, the Enterprise plans have the same industry-specific options as the Premier version.

Different QuickBooks Desktop Enterprise Plans

Prices are based on the number of users your company requires and your plan of choice, with a maximum of 40 users. On the Intuit website, you can estimate the cost of QuickBooks Enterprise software by entering the number of users.

QuickBooks Enterprise has four different plans available:

• QuickBooks Enterprise Silver costs $130 per month or $1340 per year ($117 per month or $1206 per year after a 10% discount).
• Enterprise Gold is priced at $175 per month or $1,740 per year (with a 10% discount for the first year at $157.50 per month or $1,566).
• Enterprise Platinum starts at $210 per month or $2,140 per year ($189 per month or $1,926 per year after a 10% discount for the first year). In addition to the standard enterprise features, QuickBooks Enterprise Platinum adds enhanced inventory management, advanced pricing, and bill approval workflows.
• Pricing for QuickBooks Enterprise Diamond is $350 per month ($4,200 total per year). If this is your first year, you will pay $315 monthly after a 10% discount. This plan adds QuickBooks Time Elite and Assisted Payroll to the features offered by the other plans.

Regardless of your subscription, you can access Intuit Field Management for one user when purchasing a QuickBooks Enterprise subscription.

Gold, Platinum, and Diamond members can access the Core Cloud for $199 per month, $232 for Platinum, and $404 for Diamond. You’ll save 10% in your first year and pay $184.46 monthly for Gold, $214.16 for Platinum, and $368.60 for Diamond.

Additional Costs

• Additional users: varies by user amount. Get a quote from their website
• Hosting: Starts at $178.16 per month
• Checks: Starts at $59.99 for 50 checks

After choosing between the Silver, Gold, Platinum, or Diamond tiers for your business, consider whether the standard version of QuickBooks Enterprise meets your needs or if one of the six industry-specific versions would be more beneficial.

QuickBooks Enterprise, similar to QuickBooks Premier, provides versions tailored for specific industries, including Manufacturing and wholesale, Contractors, Retail, Nonprofits, Accountants, and Professional Services. These specialized versions offer dedicated features and reports tailored to each sector without extra charges.

Additional QuickBooks Desktop Costs

The discussion so far has focused on QuickBooks Pro, Premier, and Enterprise prices and the additional fees they entail. However, there are a few other expenses to consider as well.

Payment Gateways

You can receive payments from your clients through payment gateways. Popular payment processors include Stripe, PayPal, Square, and Authorize.Net. QuickBooks Pro comes with 14 payment processing integrations and QuickBooks Payments. QuickBooks Premier and Enterprise have far fewer payment gateways, so you’re limited to QuickBooks Payments.

QuickBooks Payments for Desktop offers two pricing options: a “Pay As You Go” option and a monthly plan. The first option does not require a monthly fee and has the following transaction rates:

• There is a $3.00 fee for ACH transactions.
• The swiped card rate is 2.4 percent plus $0.30.
• The invoice rate is 3.5 percent plus $0.30
• In the case of keyed-in cards, the rate is 3.5 percent plus $0.30.

The next option is the monthly plan. The monthly fee is $20, but the transaction rates are lower. Here are the fees associated with this plan:

• There is a $3.00 fee for ACH transactions.
• The swiped card rate is 1.6 percent plus $0.30.
• 3.3 percent plus $0.30 for invoices
• Keyed-in cards are charged 3.3 percent plus $0.30.

Remember the credit card fees, no matter which payment gateway you choose.

Integrations

Integrations with third parties offer additional features and possibilities. Among the tools integrated are Shopify, TSheets, and Mailchimp. There are 247 integrations available for QuickBooks Enterprise, 241 for QuickBooks Premier, and 244 for QuickBooks Pro.

Connected systems have subscription fees, so keep these in mind when estimating the cost of QuickBooks.

Upgrading Your QuickBooks Version

To upgrade your QuickBooks Desktop software, follow these steps applicable to various versions and setups:

• Backup Your Data: First, back up your data to ensure you have a safe copy in case of any issues during the upgrade. In QuickBooks, go to the “File” menu and select “Backup Company” to save your company files.
• Download the Latest Version: Access the Downloads section in your Intuit account. Here, choose the latest QuickBooks Desktop version that fits your business needs, available in Pro, Premier, or Enterprise editions.
• Install the New Version: Once downloaded, find the installation file on your computer and begin the installation. You may need administrator privileges to run the setup. Follow the on-screen prompts to accept the license terms and select either Express or Custom for your installation type.
• Update Company Files: Open the newly installed QuickBooks and go to “Open or Restore Company” from the “File” menu. Locate and open your company file, and QuickBooks will ask you to update it to the new version’s format.
• Activate the New Version: After updating the file, activate your QuickBooks by entering the license number and possibly completing a PIN verification.

Following these steps will help smooth the transition to a newer version of QuickBooks Desktop and protect your data. If you’re moving from a one-time license to a subscription model, plan your upgrade thoughtfully to get the most out of any existing subscriptions or licensing agreements.

QuickBooks Desktop Licenses and Subscriptions

In the past, QuickBooks Desktop users could purchase a one-time license without any ongoing subscription fees. However, this model had limitations, including lacking features like unlimited customer support, automated data backup, and recovery. Furthermore, support for these versions expired after three years, which meant users would no longer receive critical updates or security patches, nor would they have access to features like payroll once support ended.

Starting with QuickBooks Desktop 2022, Intuit discontinued the one-time license option altogether. As of 2024, all users, whether they choose Pro, Premier, or Enterprise, must subscribe to an annual plan. The subscription-based model provides some advantages, including automated data backups, recovery, free upgrades to the latest version, and unlimited customer support, all included in the subscription cost. However, this shift has increased ongoing costs for users who previously preferred a one-time purchase model.

Those who have already purchased QuickBooks with a perpetual license can continue using the software, but it’s important to note that support for these versions still ends three years after release. For example, a QuickBooks Desktop 2020 license will no longer receive support after 2023. Users in this situation may continue using the software without further updates, security patches, or payroll features.

If you are a new user or looking to upgrade, you’ll need to move to the subscription model, which is now standard for all desktop versions of QuickBooks.

Major retailers like Office Depot, Staples, and Best Buy also sell QuickBooks subscriptions. These stores provide physical and digital purchase options and offer different subscription durations.

Cancellation Policy for QuickBooks Desktop

Intuit has different cancellation policies depending on whether you cancel within their 60-day satisfaction guarantee period and whether you have a monthly subscription, yearly subscription, or service-only plan. The following are their cancellation terms:

Cancellations within the 60-day money-back guarantee (applies for monthly and annual subscriptions)

• You will receive a full refund if you cancel within 60 days of signing up for QuickBooks Desktop.
• You will receive the reimbursement on the credit card on file for you.

Cancellations outside the 60 days (monthly subscriptions)

• Refunds are not available for the current billing month.
• After your membership is canceled, you cannot use or access QuickBooks Desktop.
• Although your company file will stay on your device, you must reactivate your subscription or purchase an outright license to open it.

Cancellations outside the 60 days (annual subscriptions)

• If you are switching to a new QuickBooks Desktop or a QuickBooks Online subscription, you cannot get a prorated refund for unused portions of your annual subscription.
• If you qualify for a refund and pay by credit card, the refund should appear on your credit card statement 7 to 10 business days after it is processed.
• To receive a refund, you must use your credit card to make a purchase. If your credit card number has changed, you must contact your bank to have the credit transferred.
• If you qualify for a refund and pay by Electronic Funds Transfer (EFT), the refund will be credited to your account ten business days after processing.
• If you don’t switch to another QuickBooks subscription, you will retain access to your QuickBooks product until your current subscription period ends.
• QuickBooks Desktop will no longer be available after your subscription period ends.
• The will company file will remain on your device, but you must reactivate your subscription or purchase an outright license to open it.

Cancellations of service-only plans

• If you have a QuickBooks Desktop service-only subscription, you can cancel it anytime; however, service-only plans require a minimum 12-month commitment.
• Refunds are not available for the remaining time of your paid subscription.
• Upon termination of your service, you will no longer be able to:
  • Receive assistance for problems and concerns not covered by the customer service policy without additional cost.
  • Get free data recovery services.

Upgrading to a New Version of QuickBooks Online

Upgrading from QuickBooks Desktop to QuickBooks Online requires several critical steps to ensure your data is transferred accurately and efficiently. Here is a detailed guide on how to manage this process:

• Prepare Your QuickBooks Desktop Data: Before migrating, it is crucial to clean your QuickBooks Desktop data. This involves reconciling your accounts, finalizing pending transactions, and ensuring accurate vendor and customer lists. This step prevents the transfer of incomplete or outdated data.
• Backup Your QuickBooks Desktop File: To protect your data, backup your QuickBooks Desktop file. This action ensures you retain a copy of your data if complications arise during the migration. To back up your file, go to the “File” menu and select “Backup Company.”
• Set Up QuickBooks Online: If you haven’t done so yet, create a QuickBooks Online account. Choose a plan that suits your business size and needs. This step prepares the platform for your data transfer.
• Export Data from QuickBooks Desktop: To start the migration, log in to QuickBooks Desktop as an administrator. From the “Company” menu, select “Export Company File to QuickBooks Online.” Follow the instructions, sign into QuickBooks Online, and choose the company where you want to transfer the data. If you manage inventory in QuickBooks Desktop, ensure this data is also transferred. Some elements, like audit trails and specific templates, might not be transferable.
• Review Transferred Data: After the export is complete, thoroughly check the data in QuickBooks Online. Examine key reports, such as your profit and loss statement and balance sheet, to confirm they reflect the data from QuickBooks Desktop. Also, check that all customer, vendor, and employee details have been accurately transferred.
• Reconnect Bank and Credit Card Accounts: While transactions will move over, connections to your bank and credit card accounts will not. You must manually re-establish these links to ensure that future transactions are synchronized automatically.
• Customize QuickBooks Online: After migrating the data, modify QuickBooks Online settings to align with your business operations. This can involve customizing invoice templates, establishing user permissions, setting sales tax rates, and reconnecting third-party integrations like payroll or inventory management systems.
• Monitor the Transition: During the initial weeks after transitioning, closely watch the system for any inconsistencies in transactions or reports. This will help you identify and correct any problems early.

You may encounter challenges during migration, such as features from QuickBooks Desktop, like detailed reporting and advanced inventory tracking, not transferring directly. Also, you might notice transaction processing differences between the cloud and desktop versions, which could require workflow adjustments.

Conclusion

Whether you need a QuickBooks subscription for a large enterprise or a small business, all options have great tools and features. The Pro and Premier plan follows a similar pricing structure, with their additional features and users costing the same, albeit with extra features in the Premier plan, thanks to its higher cost.

The Enterprise plan, however, is an entirely different matter. This option has four plans that offer various features and pricing. Take your time to review all the available options before making the right choice for your business.

Frequently Asked Questions