Accounting software is a critical tool for businesses that want to track and report on finances with accurate, up-to-date data. Especially for small businesses, accounting software can make the difference between a good month and a great month. There are many tools that can handle your bookkeeping needs, and our comparison will help you narrow your search.
Quickbooks Online is one of the biggest names in accounting software, and that might be because of how easy it is to scale as your business grows. The Simple Start option provides all the basic functionalities for new businesses or very small teams, and you can easily move to the Essentials, Plus, or Advanced editions to access more tools and customizations. Many users love how easy Quickbooks is to learn and that it integrates with a wide variety of third-party platforms.
Many customers are drawn to Quickbooks Online because of its low cost for the first three months, but this quickly changes once the introductory 50% discount disappears. It’s more expensive than most of the other vendors on this list, and many users have expressed distaste for its customer support and payroll management functionality.
Quickbooks Online comes in four different editions:
- Simple Start: $25/month
- Essentials: $40/month
- Plus: $70/month
- Advanced: $150/month
Zoho Books is an ideal solution if you’re looking for an accounting software that will save you time when it comes to bookkeeping. You can use Zoho Books to automate manual tasks like generating recurring invoices, reminding customers of outstanding payments, and categorizing transactions. Plus, Zoho Books is one tool within an entire ecosystem of Zoho applications, including CRM, CMS, and HR management. This means you’ll be able to streamline all of your business processes with applications that are guaranteed to integrate seamlessly.
One thing to be aware of when evaluating Zoho Books is that it has some limitations on the number of transactions you can process per month. If you anticipate needing to process more than 25,000 payments in a single year, you should look elsewhere for a solution that will be able to sustain a higher volume of transactions.
Zoho Books is available in three different editions:
- Standard: $10/organization/month
- Professional: $20/organization/month
- Premium: $30/organization/month
FreshBooks is a great solution if you don’t need a lot of eyes on your accounting data. It’s an extremely versatile platform that lets you manage your invoices, estimates, time tracking, mileage tracking, client billing, and expense tracking from one place. You’ll have to pay an additional $10 per month for each user you want to add to your FreshBooks account, so it’s a better solution for freelancers, solopreneurs, or very small teams.
Despite the number of things FreshBooks can do, there are some tasks you’ll need to integrate a third-party application to accomplish. For example, FreshBooks doesn’t support inventory management or payroll service, but it does integrate with prominent tools like Shopify and Gusto that can do these tasks for you. If you want a do-it-all accounting solution, you’ll have better luck with an alternative like Quickbooks.
FreshBooks is available in four different editions:
- Lite: $15/month
- Plus: $25/month
- Premium: $50/month
- Select: Contact sales
All businesses need a way to keep track of their finances, so pretty much everyone needs some type of bookkeeping or accounting software. It’s not merely a “nice to have” tool you could do without, like a social media management platform or a project management software.
However, there are alternative solutions that might be more appropriate for very small businesses. If you don’t have the budget or manpower to run accounting software in-house, consider looking for a freelancer or managed service provider you can use to outsource your accounting needs.
Unless your spreadsheet skills are top notch, opting for Microsoft Excel or another spreadsheet program over dedicated accounting software might be a mistake. Spreadsheet software like Excel is extremely versatile, and it’s great for completing a number of tasks. However, this also means it’s easy to make an error with the formulas that could throw off the entire spreadsheet or workbook. Security is also a concern with using Excel spreadsheets for accounting tasks—none of the data is encrypted, so there’s a significant risk that your information could be leaked or stolen.
Accounting software, on the other hand, was purpose-built for accounting. This means you’ll be able to spend less time on configuring formulas and reports and more time focusing on your top priorities. It also means there’s less risk of user error, so you can feel confident that the information you have is accurate. Plus, accounting software has advanced features that aren’t possible to build with Excel, like invoice generation and integration with other business apps.
Related: 5 Excel Tools You Need Right Now
When searching for accounting software, there are a few things that are important to keep in mind.
Look for solutions that have specific features to meet your unique needs, like invoice generation/processing, inventory management, property management, or expense reimbursement. Or, if you already have systems that address these needs, look for tools that will easily integrate with third-party applications. This could include your POS system, HR software, CRM software, or supply chain management software.
Financial planning is a huge component of running a successful business, so your accounting software should be able to generate reports that provide actionable insight. Basic reporting capabilities include profit and loss analysis, balance sheets, accounts payable and receivable, and payroll summaries. Some accounting software solutions also offer customizable reports, which enable you to filter the most relevant information you need and visualize the data in a way that makes sense to you.
Like most applications in the digital age, accounting software is only partially effective if you can’t access it when you’re away from your office. Some vendors recognize this fact and offer a consistent user experience between the mobile, desktop, and web apps, but others treat the mobile experience as an afterthought. When you’re comparing accounting software vendors, take a peek at their rating in your mobile device’s app store.
Your business data is your most valuable asset, so it’s important that your accounting software has appropriate security measures in place to protect it. Multi-factor authentication, automatic backup/recovery, and encryption are critical to ensuring your data is safe. For bigger teams, it’s also important to be able to specify who has access to what information and what actions they’re allowed to take with it. Some users, for example, might only need access to invoices, so it wouldn’t make sense to grant them full admin access.
The search for accounting software might feel overwhelming, but you can start narrowing your search by evaluating our top picks for small businesses. Then, do some of your own digging to see which vendors are best suited to your needs. You can read reviews from customers who are similar to you or take the software for a test drive yourself with a free trial or live demo.