What you get with a QuickBooks subscription

QuickBooks is accounting software that tracks income, expenses, invoices, and tax information for your business. You pay a monthly or annual fee to use it, and the cost depends on which version you choose and how many users need access. The software runs in your web browser (QuickBooks Online) or on your computer (QuickBooks Desktop), and each has different subscription tiers.

QuickBooks Online is the cloud-based version — your data syncs across devices and you can work from anywhere. QuickBooks Desktop is installed on your computer and does not require internet to use, though you still need an active subscription to keep it running. Both versions let you create invoices, track expenses, generate reports, and connect to your bank account for automatic transaction imports.

The subscription includes customer support, software updates, and security patches. You do not own the software — you rent access to it for as long as you pay. If you stop paying, you lose access to your account after a grace period, though you can usually download your data before that happens.

Key Takeaways

  • QuickBooks Online subscriptions range from roughly $30 to $200 per month depending on features and number of users, while QuickBooks Desktop costs between $200 and $600 per year.
  • Each subscription tier adds features like multi-user access, advanced reporting, and inventory tracking — you pay more for more capability.
  • QuickBooks Online charges per additional user, so a two-person business costs more than a one-person business on the same plan.
  • Your subscription includes cloud storage, automatic backups, and customer support, but not payroll processing or tax filing — those are separate add-ons.
  • You can cancel your subscription at any time, though you may lose access to your account within days if you do not download your data first.

QuickBooks Online subscription tiers and what each includes

QuickBooks Online has four main subscription levels: Simple Start, Essentials, Plus, and Advanced. Simple Start is the lowest-cost option and covers basic invoicing and expense tracking for a single user. Essentials adds the ability to track time, create purchase orders, and have up to three users. Plus includes inventory management, bill payment, and up to three users. Advanced is the highest tier and adds advanced reporting, custom fields, and up to 25 users.

The price for each tier increases monthly, and you can add more users to any plan beyond the base number included. If you need payroll processing, tax forms, or payment processing, those are separate subscriptions you purchase on top of your accounting plan. Many small businesses start with Simple Start or Essentials and upgrade later as they grow.

QuickBooks also offers industry-specific versions — QuickBooks Online Plus for Nonprofits, for example — which have the same core features but are priced and configured differently. You can switch between tiers at any time, and your subscription cost adjusts on your next billing date.

QuickBooks Desktop subscription and licensing

QuickBooks Desktop works differently from the online version. You buy a license for a specific year (such as QuickBooks Desktop 2024) and pay an annual subscription fee to keep using it. The subscription includes updates, customer support, and the ability to download new versions within that year. Once your subscription expires, you can still use the software, but you will not receive updates or technical support.

Desktop licenses are tied to the computer they are installed on, and you can install on up to two computers per license. If you want multiple people to access the same file, you need to purchase a multi-user license, which costs more. Desktop is often chosen by businesses that work offline frequently or prefer not to rely on cloud storage.

Intuit, the company that makes QuickBooks, has been phasing out Desktop in favor of Online. New versions of Desktop are released less frequently, and some features available in Online are not available in Desktop. If you currently use Desktop, you can continue your subscription, but Intuit recommends migrating to Online for ongoing support and new features.

Add-ons and what they cost separately

Your QuickBooks subscription covers accounting and bookkeeping, but does not include payroll, tax filing, or payment processing. QuickBooks Payroll is a separate subscription that calculates paychecks, files payroll taxes, and generates tax forms. It costs between $40 and $200 per month depending on how many employees you have and how often you run payroll.

QuickBooks Payment Processing lets you accept credit cards and bank transfers from customers. It charges a per-transaction fee (usually 2 to 3 percent) rather than a monthly subscription. QuickBooks Time is a time-tracking tool that integrates with your accounting subscription and costs roughly $10 to $15 per user per month.

Tax services like QuickBooks Live Bookkeeping (where a human bookkeeper reviews your books monthly) and QuickBooks Tax (which prepares your business tax return) are also sold separately. These are optional — you can use QuickBooks accounting alone without any add-ons, or layer in only the services you need.

How billing works and when you are charged

QuickBooks Online charges you monthly or annually, depending on which billing cycle you choose. If you choose monthly billing, you are charged on the same day each month. If you choose annual billing, you pay once per year and usually receive a discount compared to paying monthly. You can switch between monthly and annual billing in your account settings, though the change takes effect on your next billing date.

Your bill includes your base subscription tier plus any additional users you have added. If you add a user mid-month, you are charged a prorated amount for the remainder of that month, and the full amount starts on your next billing date. If you remove a user, you receive a prorated credit toward your next bill.

QuickBooks charges your credit card or bank account on file automatically. If a payment fails, QuickBooks sends you a notice and usually gives you a few days to update your payment method before suspending your account. You can view your billing history and upcoming charges in the Account and Settings section of your QuickBooks Online dashboard.

Canceling your subscription and what happens to your data

You can cancel your QuickBooks subscription at any time through your account settings. Once you cancel, you typically have a grace period (usually 30 to 60 days depending on your plan) before your account is fully closed and your data is deleted. During that period, you can still log in and download your data.

To preserve your information, download your data before your grace period ends. QuickBooks lets you export your data in formats like Excel, PDF, or IIF (Interchange File Format), which can be imported into other accounting software. If you do not download your data before the grace period expires, Intuit deletes it and you cannot recover it.

If you cancel and later want to reactivate your subscription, you can usually do so within a certain timeframe (often 60 days) and your data will still be there. After that window closes, your account is permanently deleted. Contact QuickBooks support if you are unsure about your specific cancellation timeline.

Frequently Asked Questions

Can I try QuickBooks before I pay for a subscription?

Yes. QuickBooks Online offers a free trial period (usually 30 days) where you can use the full software without entering a credit card. You can explore all the features and decide which tier fits your business. After the trial ends, you choose a subscription plan or your account closes.

What happens if I do not pay my QuickBooks bill?

QuickBooks sends you a payment reminder when your bill is due. If the payment fails or you do not pay, your account is suspended after a grace period (usually 10 to 15 days). You cannot access your data while suspended, but you can still download it. If you remain unpaid for 30 to 60 days, your account is permanently closed and your data is deleted.

Can I use QuickBooks on my phone or tablet?

QuickBooks Online has mobile apps for iPhone and Android that let you view reports, create invoices, and track expenses on the go. The mobile app is included in your subscription at no extra cost. QuickBooks Desktop does not have a mobile app — it only runs on Windows or Mac computers.

Do I need a separate subscription for each business I own?

Yes. Each business needs its own QuickBooks subscription and account. You cannot combine multiple businesses into one subscription. However, you can manage multiple subscriptions from one Intuit account, and you may receive a discount if you purchase multiple subscriptions together.

Can I switch from QuickBooks Online to Desktop or vice versa?

You can migrate from Desktop to Online, and Intuit provides tools to help with the transfer. Switching from Online to Desktop is more difficult because Online has features Desktop does not support. If you are considering a switch, contact QuickBooks support first to understand what data and features you will lose in the process.