Install and Set up QuickBooks Desktop for Mac

QuickBooks for Mac Basics: At a Glance

QuickBooks for Mac, a widely recognized accounting software, is tailored for Mac users. It offers both a cloud-based online version and a desktop version that can be installed directly onto your Mac. The software is designed to ensure a smooth transition for QuickBooks users who are familiar with the Mac operating system. To make an informed decision about whether QuickBooks desktop for Mac is the right choice for your business, consider reading our comprehensive review, which explores its features, pricing, and suitability for your specific needs and budget.

QuickBooks Online vs. Desktop Version

QuickBooks Online:

  • Accessible from anywhere with an internet connection
  • Automatic backups to the cloud for data protection
  • Mobile app for on-the-go access and time-saving features
  • Bank transactions are automatically synced and categorized

QuickBooks Desktop:

  • Requires downloaded updates for access to new features and security patches
  • Less secure than QuickBooks Online
  • Customization options for invoices, sales receipts, estimates, and statements
  • Expenses can be organized for tax preparation
  • Payroll can be added for an additional fee

Key Differences:

  • Data security: QuickBooks Online is more secure than the desktop version because it automatically backs up data to the cloud.
  • Accessibility: QuickBooks Online can be accessed from anywhere with an internet connection, while the desktop version requires downloaded updates.
  • Mobile app: QuickBooks Online has a mobile app for on-the-go access and time-saving features.
  • Bank transactions: QuickBooks Online automatically syncs and categorizes bank transactions.
  • Customization: QuickBooks Desktop offers more customization options for invoices, sales receipts, estimates, and statements.
  • Payroll: QuickBooks Desktop offers payroll as an add-on, while QuickBooks Online includes payroll in the subscription price.

The choice between QuickBooks Online and QuickBooks Desktop depends on your individual needs and preferences. If you need a secure and accessible accounting solution with a mobile app, QuickBooks Online is a good option. If you need more customization options or payroll services, QuickBooks Desktop may be a better fit.

Suggested Reading: GNUCASH to QuickBooks Data Migration

Is QuickBooks Desktop for Mac Right for You or Your Business?

If you’re acquainted with the QuickBooks platform, then switching to QuickBooks for Mac will be a smooth transition that is worth the investment. It has all the features you expect, and the online version is continually updated, offering new features, security enhancements, and an improved user experience. This makes QuickBooks for Mac an ideal accounting solution for Mac users, as it provides all the benefits and features of QuickBooks online on their Mac or MacBook.

Install and set up QuickBooks Desktop for Mac:

Attention QuickBooks Desktop for Mac users:

This guide is specifically for QuickBooks Desktop for Mac. If you’re a QuickBooks Desktop for Windows user, please refer to the appropriate setup instructions. If you intended to purchase the Windows version, here’s how to get it.

Step 1: Ensure Compatibility with Your Mac

Before installing QuickBooks, it’s crucial to confirm that your Mac meets the minimum system requirements. Please check the system requirements to ensure compatibility.

Step 2: Find your license and product numbers

  • Digital Copy: Check your email confirmation for the license and product number. If you can’t find the email, follow the steps to locate your license number.
  • Physical Copy: Locate the scratch-off label on the product packaging. Scratch off the label to reveal your license and product number.

Step 3: Download and install QuickBooks Desktop for Mac

  1. Download QuickBooks Desktop for Mac either through an installer CD or by downloading it directly. If you encounter difficulties, try clearing your browser’s cache and cookies or using a different browser.
  2. Close all currently running applications.
  3. Open the installer or insert the disc in your Mac’s CD drive. The QuickBooks installation window should appear automatically.
  4. Drag the QuickBooks icon to the Applications folder, which will automatically open.
  5. Select the QuickBooks icon to launch the application.

Step 4: Upgrade your company file

If you have upgraded to a newer version of QuickBooks Desktop for Mac, you need to update your company file to ensure compatibility. Here are the steps to do this:

  1. Open your company file in the newer version of QuickBooks Desktop for Mac.
  2. When prompted to update your company file, select the “Upgrade” option.
  3. If you receive a prompt message, select “OK” to continue.
  4. Once the update is complete, review your balances, reports, and accounts to ensure that everything was updated successfully.

Step 5: Setup Multi User mode (Optional)

This is an optional step which means it is not a compulsory step for you to follow. You can also set up multi user mode in your accounting software.

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What’s new in QuickBooks Mac Plus 2022?

Here’s what is new in QuickBooks Mac Plus 2022:

Receipt Management: With the capability to swiftly scan or upload receipts, you can effortlessly import data directly from a receipt. This feature allows you to effortlessly create new transactions based on the receipt information or have QuickBooks intelligently match it to existing transactions.

Collapse Report Columns & Rows: Customize your reports by collapsing and expanding specific columns and rows, giving you control over the information displayed.

Automated Statements Reminders: Streamline your workflow by scheduling your customer statements in advance. This ensures they’re prepared for review before being sent to customers, saving you valuable time.

Automate Customer Groups: With our powerful rule-based system, you can easily sort and categorize your customers based on various factors such as customer type, status, location, and account balance. Once the rules are established, the system automatically updates the groups according to the criteria you have set. This enables you to manage your business effectively by focusing on customer segments such as those with high outstanding balances, customers in central locations, or customers with specific annotations.

Export Register to Excel: For a more convenient format, you can export your register to Excel. This allows you to easily highlight and annotate significant transactions.

Improved Bank Feeds: With QuickBooks Mac Plus 2022, you can save time when adding downloaded bank transactions thanks to the inclusion of Intuit Categorization Services, which provide quick access to auto suggestions.

Balance Sheet by Class: To enhance your reporting capabilities, consider utilizing classes to organize and categorize transactions directly impacting your balance sheet. This method allows you to view and sort transactions efficiently, providing a clearer understanding of your financial position.

Gmail Integration: In QuickBooks Mac Plus, you can use Gmail as your default email client. This allows you to send business emails securely.

Transaction Status Stamps: In QuickBooks Mac Plus, users can assess the status of saved transactions swiftly. Available transaction statuses include: cleared, paid, pending non-posting, void, closed, past due, and received in full.

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What’s new in QuickBooks Mac Plus 2023?

The latest edition of QuickBooks Mac Plus, the 2023 version, brings forth a range of features designed to streamline and automate daily accounting tasks. Here are the key features and how they can benefit your business:

PayBills Online: 

QuickBooks Mac Plus 2023 now integrates seamlessly with Bill Pay, a solution developed by Melio. This innovative feature enables users to make payments directly from within QuickBooks, streamlining their financial operations.

Upload Bills: Bills can be imported automatically from a shared macOS Photos album, or manually as a PDF or image. 

Customer Group Reporting Email: Customer groups in the software allow you to efficiently generate reports on and send emails to multiple customers. Here is an overview of how it works:

Expanded Photo Sync: Adding photos to your business portfolio is now simpler thanks to the new shared Photos album feature. 

Additional Reports: Our reporting system has been updated with four new reports that provide deeper insights into your business operations:

  • Profit and Loss UnClassified
  • Profit and Loss Budget Performance
  • Unpaid Bills by Job
  • Adjusting Journal Entries

Manage Items Easier: Item management has been enhanced with the ability to duplicate and merge items. The introduction of Visible Merge streamlines the merging process.

Improved Condense: To help you better manage file size or start a new file, we’ve come up with an improved Condense feature.

Install the QuickBooks Online for Mac app

If you’re interested in upgrading your QuickBooks Online experience, the new Mac app is now available for download. With enhanced reliability, multi-tab support, and a stunning new design, this update is worth considering.

Here’s a step-by-step guide to manually install the app:

Step 1: Make sure to quit your QuickBooks app

To begin using the new app, ensure that all QuickBooks applications and QuickView are closed.

If the green QuickBooks app icon is visible on your dock:

  1. Click the icon to launch QuickBooks.
  2. In the top left corner, select QuickBooks, followed by Quit QuickBooks.

If the QuickBooks icon (for QuickView) is displayed in the menu bar’s top-right corner:

  1. Open QuickView by clicking the icon.
  2. Select Settings ⚙, then Quit QuickView, at the bottom of QuickView.

Step 2: Download and install the new QuickBooks app for Mac

  1. Head to the download page for the new Mac app.
  2. Follow the instructions on the download page.
  3. After following the page instructions, you may see the following message: “An older item named “QuickBooks” already exists in this location. Do you want to replace it with the newer one you’re moving?”
  4. Select “Replace” to confirm.

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Step 3: Launch the new QuickBooks app for Mac

  1. Launch the Finder app: Click the Finder icon in the bottom left corner of your Mac.
  2. Open QuickBooks: In the Applications folder, double-click the QuickBooks icon.
  3. Confirm the keychain access request: You may see a message asking QuickBooks to access your confidential information stored in Intuit ID. This is a security measure to validate the new application.
  4. Prevent the message from appearing again: To avoid seeing the message again, enter your login password, then select Always allow.

Customize reports in QuickBooks Desktop for Mac

How to customize reports:

  1. Create a report.
  2. In the report window, click “Customize.”
  3. Choose the tab you’d like to update in the customize window.

How to customize report options: Depending on the report you’re customizing, you’ll see different fields and options. To customize a report:

  1. Click “Reports,” then open any report.
  2. Click “Customize.”
  3. The customize panel will open on the right side of the report.

Collapse rows or columns: In the report, you can collapse rows for jobs or sub-accounts and show the total only for the parent account.

How to filter report data?

While creating a report, you may encounter an abundance of information that goes beyond your needs. To ensure you only see the relevant data, filters provide a customizable solution. Filters allow you to tailor your report, presenting only the information crucial to your analysis.

How to add a report filter?

  1. Open the Report window, then select “Customize.”
  2. Choose the “Filters” tab.
  3. To apply a filter, check the checkbox next to it.
  4. Scroll through the list or use the search field to locate specific filters.

To remove all filters, click “Clear All.”

Customizing Report Formats in QuickBooks

After creating a report in QuickBooks, you can customize its appearance to meet your preferences. To do this, follow these steps:

  1. Create the report that you want to format.
  2. In the report window, click the “Customize” button located in the toolbar.
  3. In the “Customize Report” dialog box, select the “Format” tab.

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How to customize the report sidebar?

The report sidebar in QuickBooks provides a centralized location for all report customization options. It allows you to make changes to your reports and see the effects instantly.

Opening and Closing the Report Sidebar:

To access the report sidebar, select the “Customize” button and choose your desired report settings. QuickBooks will remember these settings for each type of report you create.

Memorizing a Customized Report:

Once you have customized a report, you can memorize it to save your changes. To do this, simply select the “Memorize” option.

Opening a Memorized Report:

To open a memorized report, go to the “Reports” menu and select “Memorized Reports.” You can either replace the existing report or create a new one with a different name if you have made changes.

Note: When you open a memorized report, only the customization settings you memorized will be applied. The current data in your report will remain unchanged.

Frequently Asked Questions!!

Can you transfer data from QuickBooks for Mac to QuickBooks?

While Windows and Mac software versions can convert files between formats, certain data elements like categories might not be transferable during the conversion process.

Is QuickBooks Desktop being phased out?

As of May 31, 2022, QuickBooks Desktop Payroll, live support, and online backup are no longer available. Despite this, the website still sells the desktop version, suggesting that ongoing product support may be limited.

What are the disadvantages of QuickBooks Online?

Many users express dissatisfaction with the post-introductory period’s fee increase. The software becomes more expensive, and switching providers becomes challenging as users are committed to using it for a year before the price adjustment.

How many different versions of QuickBooks are there?

Currently, Intuit’s QuickBooks software comes in six different versions, each tailored to meet the needs of businesses of varying sizes and industries.

1. QuickBooks Online:
2. QuickBooks Self-Employed:
3. QuickBooks Pro:
4. QuickBooks Premier:
5. QuickBooks Enterprise:
6. QuickBooks for Mac Plus: