What QuickBooks subscriptions cost and what you get

QuickBooks offers several subscription tiers, each designed for different business sizes and accounting needs. The company charges a monthly fee that varies based on which product you choose and which features you need. You pay the same amount every month, and you can cancel anytime — there is no long-term contract required.

The main QuickBooks products are QuickBooks Online (cloud-based accounting software), QuickBooks Desktop (software you install on your computer), and QuickBooks Self-Employed (for sole proprietors and freelancers). Each has its own pricing structure. QuickBooks Online subscriptions start at a lower price point and go up as you add more users or features. QuickBooks Desktop requires an upfront purchase plus an optional annual subscription for updates and support.

You can see current pricing on the QuickBooks website, but the exact cost depends on your location, the plan tier you choose, and any promotional offers running at the time you sign up. Many new subscribers receive a discount for the first few months.

Key Takeaways

  • QuickBooks Online is a monthly subscription that you access through a web browser, while QuickBooks Desktop is software you buy once and optionally renew annually for updates.
  • Each QuickBooks product has multiple pricing tiers, and the tier you need depends on how many users will access the software and which features your business requires.
  • You can change your subscription tier or cancel at any time without penalty, though canceling mid-month typically means you lose the remainder of that month's payment.
  • QuickBooks Self-Employed is the lowest-cost option and is designed specifically for people with one business and no employees.
  • Most subscriptions include customer support, but the type and hours of support vary by plan — some tiers offer phone support while others offer email and chat only.

QuickBooks Online vs. QuickBooks Desktop subscriptions

The main difference is how you access the software. QuickBooks Online is a subscription you pay for monthly. You log in through a web browser from any device with an internet connection. The software is hosted on Intuit's servers, so you do not install anything on your computer. Updates happen automatically, and your data is backed up in the cloud.

QuickBooks Desktop is different. You buy a license once (a one-time cost), then install the software on your computer. You can optionally pay an annual subscription fee for updates and technical support, but the software will continue to work even if you do not renew. Desktop is not cloud-based, so you access it only from the computer where you installed it, unless you set up a network or remote access yourself.

Most new QuickBooks users choose Online because it works on any device and you do not have to manage software updates. Desktop is still used by businesses that have been with QuickBooks for many years or that need specific features only Desktop offers.

How many users and features you need determines your tier

QuickBooks Online subscriptions are organized by tier, and each tier allows a different number of users to log in at the same time. The lowest tier typically allows one user. Higher tiers allow two, three, or more users. If your business has multiple people who need to enter transactions or run reports, you need a higher tier.

Each tier also includes different features. Lower tiers include basic accounting: creating invoices, recording expenses, and running standard reports. Higher tiers add features like project tracking, inventory management, bill payment automation, and advanced reporting. Some features are also sold as add-ons, so you can buy a lower tier and pay extra for specific tools you need.

The tier names and exact features change periodically, so check the QuickBooks website to see the current lineup. When you are deciding which tier to choose, think about how many people in your business will use QuickBooks at the same time, and which features you actually use or plan to use in the next year.

What happens when you sign up and how to cancel

When you create a QuickBooks Online account, you choose your tier, enter your payment method, and set up your company information. QuickBooks will ask you to connect your bank account so it can read transactions automatically — this is optional but saves time. You can start using the software when ready.

Your subscription renews automatically every month on the same date you signed up. QuickBooks charges your payment method without asking again. If you want to stop paying, you can cancel your subscription through your account settings. Canceling stops future charges, but you lose access to the software at the end of the current billing period. If you cancel mid-month, you typically do not get a refund for the unused portion.

If you downgrade to a lower tier instead of canceling, your new rate takes effect on your next billing date. You can also upgrade to a higher tier at any time, and QuickBooks will usually prorate the difference so you pay only for the extra days at the higher rate.

QuickBooks Self-Employed for freelancers and solo business owners

QuickBooks Self-Employed is a separate product designed for people who work for themselves and have no employees. It is simpler and less expensive than QuickBooks Online. It includes invoicing, expense tracking, mileage logging, and tax estimation. It does not include payroll or inventory management.

Self-Employed is a monthly subscription. You can use it on your computer, phone, or tablet through the web or the mobile app. It syncs across all your devices, so you can log an expense on your phone and see it on your computer.

If your business grows and you hire employees or need more advanced features, you can upgrade to QuickBooks Online at any time. Your data will transfer, though you may need to reconfigure some settings.

Support and training included with your subscription

All QuickBooks subscriptions include some level of customer support, but the type and hours depend on your tier. Lower tiers typically offer email and chat support during business hours. Higher tiers may include phone support and extended hours. QuickBooks also offers a knowledge base, video tutorials, and community forums where you can ask questions and see how other users solve problems.

Many accountants and bookkeepers are certified QuickBooks ProAdvisors, which means they have completed Intuit's training program. If you get stuck, you can hire a ProAdvisor to help you set up your account, train your team, or handle specific tasks. This is not included in your subscription, but it is a paid service you can purchase separately.

Common reasons to change your subscription tier

You might upgrade if you hire a second employee who needs to use QuickBooks, if you start tracking inventory, or if you need advanced reporting features. You might downgrade if you no longer need multiple users or if you simplify your business operations. You might switch from Online to Self-Employed if you close your business and go back to freelancing.

There is no penalty for changing tiers, and the change takes effect on your next billing date. If you upgrade mid-month, QuickBooks prorates the cost. If you downgrade mid-month, you typically lose the refund for the unused portion, so plan your downgrade for the start of a billing cycle if you want to avoid that.

Frequently Asked Questions

Can I use QuickBooks for free?

QuickBooks does not offer a free version, but it does offer a free trial period (usually 30 days) so you can test the software before you pay. After the trial ends, you must choose a paid subscription to continue using it.

What if I need to add a second user to my QuickBooks account?

If your current tier does not allow multiple users, you need to upgrade to a higher tier that does. You can make this change in your account settings, and the new rate takes effect on your next billing date. If you upgrade mid-month, you pay a prorated amount for the remaining days at the higher rate.

Can I switch from QuickBooks Online to QuickBooks Desktop?

Yes, but it is not automatic. You would need to purchase a QuickBooks Desktop license separately and manually move your data over, or hire a ProAdvisor to help. Most people who switch do so because they need a feature that only Desktop offers, or because they prefer software installed on their computer rather than cloud-based access.

What happens to my data if I cancel my subscription?

Your data remains in QuickBooks for a limited time after you cancel, but you cannot access it or make changes. If you resubscribe within that window, you can restore your account. If you wait too long, your data may be deleted. If you need your data before canceling, export it to a file first.

Does QuickBooks charge sales tax on the subscription?

Sales tax on software subscriptions varies by state and by how the state classifies the service. Some states charge sales tax on QuickBooks subscriptions, and others do not. QuickBooks will calculate and add the appropriate tax to your bill based on your billing address.