Why Nonprofits and Libraries Should Transition to QuickBooks Online Now
The End of QuickBooks Desktop – What It Means for You
Many libraries and nonprofit organizations still rely on QuickBooks Desktop for their financial management. While it’s a familiar tool, Intuit is phasing out Desktop products—and that change is coming fast.
As of September 30, 2024, new QuickBooks Desktop licenses are no longer being sold. And after May 31, 2025, users will lose access to essential services like payroll, payments, support, and security updates.
But here’s the good news: transitioning to QuickBooks Online (QBO) doesn’t just protect your organization—it gives you access to modern, efficient, and grant-ready accounting tools built for how you work today.
At Lumos Accounting, we've helped multiple libraries and nonprofits make this shift, and the feedback has been overwhelmingly positive. Whether you're preparing for an audit, managing restricted grants, or reporting to a board—QBO makes it easier, not harder.
Why QuickBooks Online Is a Better Fit for Modern Nonprofits and Libraries
1. Access From Anywhere—Even the Reference Desk
Work remotely, collaborate with team members, or pull reports from your board meeting—all without needing a VPN or clunky remote login tools.
2. Streamlined Grant Tracking and Class-Based Reporting
Use QBO’s class and location tracking to monitor restricted funds, track grant spending, and generate audit-ready reports at any time.
3. Audit-Ready Financials at Your Fingertips
QBO integrates with tools like Keeper or G-Accon to generate clear, reconciled, and exportable financials—so you're ready for audits, funder reviews, or annual reports with minimal prep.
4. Automatic Backups, Updates, and Security
Never worry about IT support, backup servers, or software updates again. QBO handles all of that securely in the cloud, so your financials stay safe and current.
5. Seamless Integration With Library and Donor Systems
QBO connects with over 650 apps—including ones built for library systems, donation platforms, payroll, and expense management—eliminating hours of manual entry.
6. Discounted Pricing via TechSoup
Eligible 501(c)(3) nonprofits and libraries can access significantly discounted QBO subscriptions through TechSoup, making the transition even more budget-friendly.
Making the Transition Smooth and Stress-Free
We understand that changing accounting systems can feel overwhelming—especially for nonprofit and library teams already stretched thin. That’s why we’ve developed a clear, supported process to move your organization from QuickBooks Desktop to QuickBooks Online without disruption.
At Lumos Accounting, we’ve helped libraries and nonprofits make this transition successfully—and we’re here to guide you every step of the way.
Here’s how we make it easy:
1. Pre-Conversion Review
We start by reviewing your current Desktop setup, including your chart of accounts, grant tracking, and reporting needs. This allows us to flag anything that might need to be cleaned up or restructured for QBO before we begin the migration.
2. Data Migration
We handle the technical lift of migrating your historical data—ensuring your vendors, donors, classes, payroll history, and reports come over cleanly. You’ll still retain access to your original Desktop file for archive purposes.
3. Customized Configuration
We tailor your QBO setup to your organization’s specific needs—whether that means class tracking for grants, streamlined bank rules for audit readiness, or integrating payroll and bill pay systems like ADP and Ramp.
4. Hands-On Training and Support
We don’t just leave you with a new system. We provide:
Personalized training sessions for your team
Custom walkthrough videos (via Loom)
Live support during your first few reconciliations and reports
We’re also available for ongoing questions as you get used to the new workflows.
Why Planning Now Makes All the Difference
Waiting until the Desktop sunset in 2025 means rushing your migration during the busiest time of year. By planning now, you can:
Transition during your slower seasons
Give your team time to learn the new system
Ensure your data is accurate and complete
Get ahead of grant or audit deadlines
Avoid backlogs or increased fees as demand for migration help grows
Common Questions About Moving to QuickBooks Online
Q: Will we lose any features by moving to QuickBooks Online?
A: Most of the core features you rely on in Desktop have equivalents—or improvements—in QuickBooks Online. Class tracking, budgeting, bank reconciliations, and reporting are all included. We’ll identify any differences during your pre-conversion review and suggest workarounds or integrations where needed.
Q: What happens to our historical financial data?
A: Your chart of accounts, vendor and donor lists, historical transactions, and reports can all be migrated to QBO. You’ll still be able to access your old Desktop file if you need to reference anything post-migration.
Q: What does QuickBooks Online cost?
A: Through TechSoup, many nonprofits and libraries can get QBO Advanced for a fraction of the retail cost. We’ll help you determine your eligibility and guide you through the TechSoup setup process.
Q: How long does the migration process take?
A: The actual file conversion typically takes 1–3 business days, but we recommend budgeting 2–3 weeks total for planning, testing, training, and final go-live. We’ll walk you through each step so there are no surprises.
Let Lumos Light the Way
If you’re a nonprofit or library still on QuickBooks Desktop, now is the time to plan your transition—before the 2025 cutoff forces a rushed migration.
At Lumos Accounting, we specialize in helping mission-driven organizations like yours move to the cloud with clarity and confidence. From grant tracking to board-ready reports, we’ll make sure your new system works the way you need it to.
📅 Ready to get started?
Contact us today to schedule your free QuickBooks Online migration consultation.