QBO and QB Desktop handle payroll journal entries differently. If you're supporting clients on both platforms, here's what to know.
Side-by-side comparison
| Feature | QuickBooks Online | QuickBooks Desktop |
|---|---|---|
| Journal entry interface | + New > Journal Entry (browser) | Company > Make General Journal Entries |
| Bulk import format | CSV (via Import Data) | IIF (Intuit Interchange Format) |
| Bank feed matching | Automatic suggestions | Manual matching required |
| API access | Yes (QBO API) | No (file-based only) |
| Multi-user access | Yes (any browser) | Limited (local network) |
| Best for | Cloud-first firms | Clients who prefer desktop control |
Import format difference
QBO accepts CSV imports for journal entries (Accounting > Chart of Accounts > Import). The CSV format requires columns for Date, Journal No., Debit/Credit Account, Debit/Credit Amount, and Description.
QB Desktop uses IIF — a tab-delimited format with !TRNS/TRNS/SPL record types. More rigid but powerful once you know the format.
Which is easier for payroll entries?
QBO is generally easier for payroll journal entries because the CSV format is more straightforward and the interface is more modern. QB Desktop IIF import is faster for high volume if you have a reliable export tool.
PostBooks supports both
PostBooks exports in both QBO CSV format and QB Desktop IIF format. Select the right format per client — the underlying payroll mapping is the same. Try it free.