What We'll Do
QuickBooks is the one application that requires special attention in this migration. Unlike email and files, which have clear cloud replacements (Exchange Online and SharePoint), QuickBooks Desktop has two possible paths forward — and the right one depends entirely on which features your team uses every day.
We will evaluate both options during the Phase 0 discovery session, make a recommendation based on your actual workflows, and then execute the migration during Weeks 2 through 5 while other phases are running in parallel.
Why This Matters Now
QuickBooks Desktop 2023 reaches end-of-life on May 31, 2026 — approximately 3 months from now. After that date, Intuit will no longer provide security updates, support, or online services (bank feeds, payroll, payment processing) for that version. Regardless of this migration, the QuickBooks situation needs to be addressed.
Two Options
Option A: QuickBooks Online (Preferred)
QuickBooks Online (QBO) is the cloud-native version of QuickBooks. It runs entirely in a web browser — no file server, no mapped drives, no desktop application to install. Your team can access it from any device with an internet connection, and Intuit handles all updates, backups, and security automatically.
For most small businesses, QBO provides everything they need. It is also the simplest path because it eliminates the need for any server or hosted infrastructure for accounting.
| Plan | Monthly Cost | Users Included | Best For |
|---|---|---|---|
| QBO Plus | ~$80/mo | Up to 5 | Most small businesses |
| QBO Advanced | ~$200/mo | Up to 25 | Complex reporting, custom roles |
If we go with QuickBooks Online:
- Sign up for QuickBooks Online (Plus or Advanced)
- Use Intuit's migration tool to import the Desktop company file
- Train Karen on the QBO interface (it looks different from Desktop)
- Validate reports, chart of accounts, customer and vendor data
- Run Desktop and QBO in parallel for 2 weeks, then cut over
Option B: Hosted QuickBooks Desktop (Fallback)
If QuickBooks Online cannot replicate critical Desktop features that your team relies on daily, we will move the Desktop version to a hosted provider instead. The application runs on the provider's servers and is accessed remotely — no local server needed, no file shares to manage. It works and looks exactly like the Desktop version you already know, but it is maintained in a professional data center.
| Provider | Estimated Cost | Access Method |
|---|---|---|
| Right Networks (Intuit preferred partner) | ~$50–75/user/month | Remote desktop (RDP/Citrix) |
If we go with Hosted Desktop:
- Contract with hosted QuickBooks Desktop provider
- Upload company file to the hosted environment
- Configure remote access for Karen and other QuickBooks users
- Validate that multi-user mode works correctly
- Decommission local QuickBooks Database Server Manager
What We Need to Decide (Phase 0 Discovery)
The table below outlines the key features that differ between QuickBooks Online and QuickBooks Desktop. During the Phase 0 discovery session, we will review each one with Karen to determine which option fits best.
| Feature | QuickBooks Online | Desktop Only? |
|---|---|---|
| Invoicing, billing, A/R | Yes | No |
| Expense tracking, A/P | Yes | No |
| Bank feed integration | Yes | No |
| Inventory tracking (advanced) | Limited | Desktop has more depth |
| Job costing | Available in Plus | Desktop has more detail |
| Custom report templates | Limited | More flexible in Desktop |
| Third-party integrations | Check compatibility | Varies |
| Number of simultaneous users | 5 (Plus) or 25 (Advanced) | Varies by license |
During the Phase 0 discovery session, we will sit down with Karen to understand exactly which features she uses daily. This determines which option is right for Boardwalk Real Estate. Most businesses find that QuickBooks Online covers their needs — but we want to verify before committing.