QuickBooks Desktop vs. Online: Why Accounting Fundamentals Matter More Than Software

I received an email this week from a potential client asking if we still use QuickBooks Desktop. It is a question I get more often than you might think, and it highlights a larger conversation happening in the bookkeeping industry right now.

The short answer? Yes, I am one of the few firms who still maintains a QuickBooks Desktop subscription and Sage, as well as QBO, Lightspeed and some homegrown applications

But here is the more important question: Does it actually matter which software your bookkeeper uses?

After 30 years in this business, I can tell you with absolute certainty that the software is not what makes good bookkeeping. The fundamentals are what matter.

 

The QuickBooks Debate

There is an ongoing debate in bookkeeping circles about QuickBooks Desktop versus QuickBooks Online. Some professionals have completely abandoned Desktop in favour of Online. Others cling to Desktop because they know it inside and out. Many are somewhere in the middle, like me, maintaining the ability to work with both.

On a Facebook group for bookkeeping professionals, someone recently asked about the relevance of the QuickBooks Online ProAdvisor certification. The responses were eye-opening.

Here were some comments worth noting:

“We should let that title go. Accounting basics is more important than the software. As an experienced professional I can figure out how to make the software work, knowing the accounting fundamentals is (in my opinion) a more important quality.”

“It has lost its value. For the first time I am really thinking I will not even bother to renew.”

“I think my work speaks more than any of the titles I have. Clients really do not even care about badges and titles. They care about communication, timely and accurate work, and kindness. There is no badge for that.”

These comments resonated deeply with me. They highlight something I have believed for my entire career: accounting fundamentals matter far more than software proficiency.

 

My Take: Focus on Fundamentals, Not Software

Would it be good to make software certification irrelevant and focus on bookkeeping fundamentals instead? I think so.

I agree that we should let software-specific titles go. Accounting basics are more important than the software. As an experienced professional, I can figure out how to make any software work. Knowing the accounting fundamentals is, in my opinion, a more important quality than being certified in one particular platform.

Think about it this way: I am well versed in the one-write system and paper long-form tax returns. I still run through T accounts on the ole legal pad when I am stuck on an entry. That foundation in accounting principles allows me to adapt to any software system, whether it was developed in 1985 or 2025.

 

QuickBooks Desktop: Not Dead Yet

Despite what you might hear, QuickBooks Desktop is not obsolete. Many businesses still use it, and for good reasons:

Why Some Businesses Prefer Desktop:

• Industry-specific versions – QuickBooks Desktop offers specialized versions for contractors, manufacturers, nonprofits, and other industries with features not available in Online.
• Inventory management – Desktop has more robust inventory tracking capabilities, which matters for retail and wholesale businesses.
• Offline access – You can work without an internet connection, which is important in some rural areas or for businesses with connectivity issues.
• Familiarity – Some business owners have used Desktop for years and are comfortable with the interface.
• Customization – Desktop allows more extensive customization and third-party integrations.
• Speed – For large files with years of data, Desktop can be faster than Online.

That is why I maintain a QuickBooks Desktop subscription. When a potential client asks if I can work with Desktop, I want the answer to be yes. Limiting myself to only one software platform would mean turning away clients who have systems that work perfectly well for their business.

 

QuickBooks Online: The Industry Standard

QuickBooks Online has become the dominant platform for small business bookkeeping, and for good reason:

Why Many Businesses Choose Online:

• Accessibility – Access your books from anywhere, anytime, on any device with internet connection.
• Automatic updates – No need to manually install updates or worry about compatibility.
• Real-time collaboration – Multiple users (bookkeeper, business owner, accountant) can work simultaneously.
• Bank feeds – Automatic transaction downloads from your bank accounts and credit cards.
• Cloud backup – Your data is automatically backed up and secure.
• Integration – Connects easily with hundreds of other business applications.
• Scalability – Easy to add users, features, and functionality as your business grows.
• Lower upfront cost – Monthly subscription is more affordable than Desktop purchase.
• Mobile app – Manage finances on the go from your smartphone.

For most small businesses starting out today, QuickBooks Online makes sense. 

 

What Really Matters: The Fundamentals

Here is the truth that software companies do not want you to know: the platform does not make good bookkeeping. Understanding debits and credits, proper account classification, accurate reconciliation, and sound financial principles makes good bookkeeping.

The Fundamentals That Never Change:

• Double-entry accounting – Every transaction affects at least two accounts. Understanding this principle is foundational to all bookkeeping, regardless of software.
• Account classification – Knowing whether something is an asset, liability, revenue, or expense. Software cannot make this decision for you.
• Bank reconciliation – Matching your books to your bank statements to catch errors and fraud. Software helps, but you need to understand what you are looking for.
• Accrual vs. cash accounting – Understanding when to recognize income and expenses. This principle predates computers by centuries.
• Financial statement interpretation – Reading a balance sheet and profit and loss statement to understand your business health. Software generates reports, but you need to understand what they mean.
• Audit trail maintenance – Keeping proper documentation to support every transaction. Good habits matter more than good software.
• Internal controls – Processes to prevent errors and fraud. These are operational practices, not software features.
• Tax compliance – Understanding what the CRA requires and how to meet those obligations. Software changes, but tax principles remain consistent.

I still run through T accounts on a legal pad when I am stuck on an entry. That old-school method helps me think through the logic of a transaction in a way that clicking buttons in software never will. The fundamentals I learned decades ago are just as relevant today as they were before computers.

 

Why Experience Matters More Than Certification

The bookkeeping industry has become obsessed with certifications and badges. QuickBooks ProAdvisor. Xero Advisor. Sage Certified. These certifications demonstrate that someone took a training course and passed a test.

But here is what they do not demonstrate:

• The ability to solve complex bookkeeping problems
• Experience catching errors before they become expensive
• Understanding of how businesses actually operate
• Judgment about when to bend the rules (appropriately) and when to stand firm
• Ability to explain financial concepts in plain language
• Skill at catching fraud or irregularities
• Knowledge of how to support a business through a CRA audit
• Wisdom that comes from 30+ years of real-world experience

As one of my colleagues said, “I think my work speaks more than any of the titles I have. Clients really do not even care about badges and titles. They care about communication, timely and accurate work, and kindness. There is no badge for that.”

She is absolutely right. I have never had a client hire me because I have a certification in a particular software. They hire me because they trust I will handle their finances accurately, respond when they have questions, and guide them through complex situations.

 

The Software Does Not Do the Thinking

Here is something that might surprise you: accounting software does not do bookkeeping. It records what you tell it to record. It organizes data the way you set it up. It generates reports based on the information you entered.

But software does not:

• Know if you classified an expense correctly
• Catch duplicate transactions (unless they are identical)
• Understand the business purpose of a transaction
• Recognize when something looks suspicious
• Apply tax rules appropriately
• Provide strategic financial guidance
• Make judgment calls about gray areas
• Explain what the numbers mean

That is where human expertise comes in. That is why you hire a bookkeeper. Not to click buttons in software (although we do that too), but to apply knowledge, judgment, and experience to your financial data.

 

What Clients Really Care About

After 30 years of doing this work, I can tell you what clients actually care about when choosing a bookkeeper:

• Do you answer the phone? I still pride myself on always answering the phone and taking the time to focus on each client’s needs.
• Do you understand my business? Generic advice does not work. I take the time to understand your goals, your challenges, and how you actually work.
• Can I trust you? Your financial information is sensitive. You need someone who treats it with respect and maintains confidentiality.
• Will you explain things in plain language? Nobody wants to feel stupid about their finances. I explain concepts without jargon or condescension.
• Are you responsive? When I have a question, will you get back to me quickly? I ensure client information is available on a timely basis.
• Can you grow with me? As my business changes, will you adapt? I love moving along the journey with entrepreneurs as they grow.
• Do you care? Can I tell you care about my success? Bookkeeping is the profession. Supporting small business is the why.

Notice what is not on that list? Software certifications. ProAdvisor badges. Which platform I use.

Clients care about competence, communication, and character. Everything else is secondary.

 

The Bottom Line

So back to that original question: Does SBSC Ventures use QuickBooks Desktop?

Yes. Sage, QBO, Lightspeed and some homegrown applications.

But more importantly, I use sound accounting fundamentals, over 30 years of experience, and a genuine commitment to helping entrepreneurs succeed.

The software is just the tool. The expertise is what you are really paying for.

If you are choosing a bookkeeper based on which software they are certified in, you are asking the wrong question. Ask instead:

• Do they understand accounting fundamentals?
• Can they explain financial concepts clearly?
• Will they adapt to your needs and preferences?
• Do they have experience with businesses like yours?
• Can you trust them with sensitive financial information?
• Will they be responsive and accessible?

Those are the questions that matter.

 

Need a Bookkeeper Who Understands Fundamentals?

I am one of the few Chilliwack bookkeepers who maintains expertise across multiple platforms because I believe in meeting clients where they are rather than forcing them into a system that does not fit.

But more than software proficiency, I bring 30+ years of experience with the accounting fundamentals that never change. I can work with any system because I understand the principles underneath.

If you are looking for a bookkeeper who focuses on getting your finances right rather than pushing a particular software platform, let’s talk.

I still pride myself on always answering the phone and taking time to understand each client’s unique needs. Whether your question is about software, bookkeeping processes, or anything else financial, I am here to help.