Comparing Microsoft Dynamics GP vs QuickBooks

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When comparing Microsoft Dynamics GP vs QuickBooks, the comparison depends on which QuickBooks accounting software product you’re using or considering vs the ERP system, Microsoft Dynamics GP. 

Our comparison review for Microsoft Dynamics GP is Great Plains software vs QuickBooks Online, the cloud-based accounting system. You may also be interested in an on-premises QuickBooks Desktop Pro vs Microsoft Dynamics GP or QuickBooks Enterprise software comparison. 

Table of Contents
Overview: Great Plains Software vs QuickBooks
What is Microsoft Dynamics GP?
What is QuickBooks Online?
Comparison Table: Great Plains Software vs QuickBooks

Microsoft Dynamics GP vs. QuickBooks Online

Company size and number of users, functionality level, pricing, and scalability are keys to determining whether Microsoft Dynamics GP fits your business needs better than QuickBooks Online.  

QuickBooks Online is ideal for a startup or small business. QuickBooks states that QuickBooks Online Advanced works for medium-sized companies too. The top of the line SaaS subscription plan for QuickBooks Online Advanced includes 25 users in the price.

In comparison, Microsoft Dynamics GP targets mid-market users in addition to small businesses and is ideal for migrating data from QuickBooks Online when upgrading from QuickBooks Online to a higher capability, scalable ERP software solution that works for more users. 

Microsoft Dynamics GP offers a Sales Order Processing module, whereas QuickBooks Online needs third-party app integration for sales order management. QuickBooks Online includes a payroll option. Microsoft Dynamics GP offers Payroll and Human Resources (HR) modules. 

QuickBooks has transparent SaaS pricing on its website for a choice of QuickBooks Online Simple Start, Essentials, Plus, and Advanced subscription pricing plans. Each higher-level QuickBooks Online plan adds more features. For Microsoft Dynamics GP pricing, request a quote from a VAR that sells GP software modules and services through Microsoft’s Partner program. 

What is Microsoft Dynamics GP?

Microsoft Dynamics GP is Microsoft’s acquired Great Plains ERP software with modules that manage business processes throughout the company with a unified database. ERP is enterprise resource planning. Microsoft Dynamics GP is on-premises software with optional IaaS (Infrastructure as a Service) cloud hosting. 

Business solutions provided by Microsoft Dynamics GP include accounting and financial management, supply chain, inventory management, manufacturing, service, project management, and business intelligence. Microsoft Dynamics GP integrates with your choice of Microsoft Dynamics CRM or Salesforce CRM add-ons for customer relationship management. 

Microsoft Dynamics GP uses Microsoft SQL Server as its relational database management system. 

Microsoft Dynamics GP ERP software modules are sold through a Microsoft Partner reseller network (VAR) that offers training, implementation, and consulting services. Users can gain additional expertise by watching an online Microsoft Dynamics GP tutorial. 

Limitations of Microsoft Dynamics GP

Microsoft Dynamics GP is older software that may not have the newest features compared to other Microsoft software like cloud-based Microsoft Dynamics 365 and QuickBooks Online. However, Microsoft provides a new features update annually in October for GP users.

Benefits of Microsoft Dynamics GP

Microsoft Dynamics GP is comprehensive ERP software. Microsoft GP features have been tested over time by its many users. Microsoft Dynamics GP has been a very popular ERP system with a very large established users base and community. 

Microsoft Great Plains software has materials requirements planning (MRP) module features for manufacturing companies that go way beyond QuickBooks Online capabilities. (QuickBooks does offer industry-specific editions, including Manufacturing in its on-premises with optional remote hosting QuickBooks Desktop Enterprise product line.) 

Microsoft Dynamics GP offers a Sales Order Processing module.

Microsoft reseller partners offer business-specific and industry-specific customization, training, and implementation services for a quoted price. Many third-party apps are available to extend functionality. Microsoft Dynamics GP can be integrated with Microsoft Dynamics Business Central for more capabilities, including business intelligence and machine learning. 

What is QuickBooks Online?

QuickBooks Online is cloud-based SaaS accounting software owned by Intuit. The QuickBooks Online accounting solution includes purchase orders, bank reconciliation, invoicing, accounts receivable, accounts payable, general ledger, financial statements, reports, dashboard with customization, and optional payroll.

QuickBooks Online has API integration with over 600 third-party add-on apps to increase its functionality. With third-party integration apps like Zapier, QuickBooks Online can integrate with Microsoft Office 365, including Excel. 

With a QuickBooks Online Essentials, Plus, or Advanced subscription plan, businesses and organizations can enable multicurrency through the settings menu. 

QuickBooks Online offers approved users its optional QuickBooks Payments service for  customer payments with Intuit Merchant Services payment processing (with transaction fees). Customer payment methods include debit and credit cards, Apple Pay, ACH, and online invoice payment. 

Limitations of QuickBooks Online

QuickBooks Online is accounting software that is limited to 25 users rather than a comprehensive ERP system. QuickBooks support recommends closing browser tabs and other programs when Quickbooks Online is being used because otherwise, it can run slow. 

QuickBooks Online doesn’t include sales order management software or manufacturing MRP software. 

Benefits of QuickBooks Online

QuickBooks Online is cloud-based software that can be used on the Internet or with mobile devices, including iPhone, iPad, and Android phones and tablets from anywhere. QuickBooks Online is low-priced SaaS software that small businesses can afford. 

To get the most out of cloud-based QuickBooks accounting software, understand how to use QuickBooks Online and its capabilities. You can access online support, knowledge, and tutorials. Learn about the possibilities of extending and using QuickBooks Online with third-party app integration, customizable invoice templates with a pay now button, recurring transactions, and other features. 

Microsoft Dynamics GP vs. QuickBooks Online Comparison

FeatureMicrosoft Dynamics GPQuickBooks Online
Cloud-based No. On-premises or IaaS cloud hosting is offered for GP.Yes
Mobile app (iOS and Android)No. A third-party iPad app is available.Yes, with limited features
Maximum number of usersBusinesses register and buy concurrent licenses for the number of users on the system at the same time.25 users for QuickBooks Online Advanced; other QuickBooks Online plans have lower limits for the number of users
Invoice templatesYesYes
Bank feeds of bank transactions for matching and recording and bank reconciliationsYes, for compatible banks. Otherwise, third-party app is available for these bank feeds. Yes, included in QuickBooks Online.
Industry-specific editionsNo, but Microsoft Partners can add industry-specific and business-specific apps and capabilities. Yes, but limited to service industries: QuickBooks Online Essentials for service businesses that invoice their time (QuickBooks Desktop  Enterprise offers industry-specific editions.)
Calculate discounts by customerYesYes
Inventory tracking and inventory managementYesYes
Project tracking and job costingYes.Yes, in QuickBooks Online Plus or Advanced plans (called Projects used for project management), project profitability can be tracked
Time tracking Yes, limited time tracking in Microsoft Dynamics GP. Integrated third-party app for better time-tracking. QuickBooks Online Essentials, QuickBooks Online Plus, and QuickBooks Online Advanced plans include time tracking
MulticurrencyYesYes, in QuickBooks Online Essentials, Plus, or Advanced, if users turn on the feature
Automated recurring payments collectionNo, but third-party add-on is available for subscription billing. Yes
Cash flow forecasting using artificial intelligence (AI)Only if connect GP data to Microsoft Business Central through the Intelligent CloudYes, QuickBooks Online added an AI-driven Cash Flow Planner with a 90-day time horizon
Bank account reconciliationsYesYes
Customer supportYes. Comprehensive support including blog, community, knowledgebase library, resource directory page, eSupport, and GP support team with paid customer support. QuickBooks Online support is free with limited hours excluding Sundays for Plus, Essentials, and Simple Start; any time and any day for QuickBooks Online Advanced that includes talking to a human for more information with phone support
Automatic data-encrypted backups and feature updatesNo. Feature updates are offered annually in October. Yes
Restore company files with dataNot automatic, but it has a restore feature. Yes, included. 
Syncing with LivePlan for business plan creation, forecasting, and budgetingNoYes
Accountant version for CPAs and bookkeepersNoYes
Third-party or cloud-based add-on appsYes. Yes, 3,000+ add-on apps for CRM, eCommerce (including Shopify and Stripe), AP automation, syncing, and other functionality are available for QuickBooks Online in an app store (650+), using Zapier, or directly from third-party vendors.
PayrollYes, with an optional Payroll module. Yes, QuickBooks offers optional online payroll for an additional price

Which ERP is Best for Your Business?

Choosing an accounting software or ERP solution depends on your industry, business needs, organization size, and budget. 

Your decision about choosing Great Plains software vs QuickBooks Online may change over time as your business requirements increase. Smaller companies with promising growth paths will likely outgrow QuickBooks Online and move up to an ERP system with more features, like Microsoft Dynamics GP.

You may decide to choose a different ERP instead of Microsoft Dynamics GP (Great Plains). 

Manufacturing companies would likely choose Microsoft Dynamics GP or Microsoft Dynamics NAV (rebranded as Microsoft Dynamics 365 Business Central) over QuickBooks Online (but possibly use QuickBooks Enterprise Desktop). 

A higher-priced, mid-market ERP system choice could be Microsoft Dynamics GP or a more modern, fully-featured cloud-based ERP like Microsoft Dynamics 365 or NetSuite. These ERP business solutions would accommodate more users and provide scalability and more automation for streamlining workflows and saving time.  

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