Home » Blog » 8 QuickBooks Upgrade Scenarios

8 QuickBooks Upgrade Scenarios

Outgrowing QuickBooks?

QuickBooks is the leading entry level accounting and business management software in North America. Every larger software publisher is looking to capture the customers who have “outgrown QuickBooks.” But how do you know you are outgrowing QuickBooks, and what will the next system do “to” and for your organization?

Common Upgrade Reasons

Companies running QuickBooks will be told the following six scenarios will force you to upgrade your systems.

Spreadsheet Hell

I am an accountant; therefore, I love spreadsheets. However, if you use spreadsheets to run your business or if they are part of your official books of record, you are inhibiting your company’s growth.

Search for Answers

If you have questions about operations and can’t find answers in QuickBooks, it is likely due to siloed information. Business owners ask questions and need good information to make quick decisions.

Unclear Processes

Clearly defined processes are the key to consistent outcomes. When processes span multiple systems and/or systems lack controls to ensure consistency, customers satisfaction declines.

Failing Customers

If there are delayed orders, stock outs, pricing issues, or limitation on visibility of order status, customers suffer. In today’s immediate gratification society any of these issues can result in lost business.

System Crashes

When the QuickBooks database gets too big, the system slows down or crashes. If there are too many users or companies in your system, productivity suffers.


If the system makes you work around it, it is not working for you. Needing a calculator to figure out what to enter into the system is a clear sign that you need a new system.

Life After QuickBooks

The upgrade from QuickBooks will not solve all your organizations problems!

Understanding that there will be challenges and what those hurdles will be will help you overcome them. Change is hard and requires leadership from top management. Top performers will need to be on the transition team. Expect the first 30-90 days to have bumps in the road.

Anticipated Benefits

Modern business management software is designed to work the way you work. Customizable screens, build in work flow, and built in advanced functionality are standard. More importantly, these systems are built to connect with cloud services and other systems to ensure a single point of data entry and one version of the truth.

With a single version of the truth and interconnected data, you will be able to run a report or query the database for an answer to previously unanswerable questions. The technology will not care how many items, customers or “things” you have in your database. When you choose the right system, you should be able to do most anything you want with it, for time and money.

Expected Challenges

The next system will not be as easy to use as QuickBooks. It will be more expensive to operate and there will likely be some mass market feature missing. However, the biggest challenge will be the impact of working as a team. For example, if someone sets up the item incorrectly it will affect sales, service, warehouse operations, etc.

There will be resistance to change. Some people will try to maintain their side spreadsheets. Others will be scared or incapable of using the new tools. Initial productivity may decline unless you invest in sufficient training and change management.

How do you know if you have Outgrown QuickBooks?

I-Business Network has created a self-analysis tool to help you make your own decision. The analyzer is designed to provide guidance on the complexity of your business and how it impacts your business management requirements. The higher the complexity of your organization the greater benefit you can derive from automation and control of information. To find out more, your next steps can include:

Leave a Reply

Your email address will not be published. Required fields are marked *