Small Business Bookkeeping Software Reviews

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Are you looking for standout small business bookkeeping software? Maybe you’re still in the planning stages and looking for the right accounting software. Whatever the case, you’re in luck because this article compares three different small business bookkeeping software programs and digs into their advantages and disadvantages.

Whether you’re just starting out and already overwhelmed with the idea of keeping your books, or you’re an existing business owner looking for a new option, we’ll help you find the right small business bookkeeping software that works for you.

Keep Business Running With A Small Business Accounting Website

Tens of thousands of small businesses in the US have closed permanently since COVID-19 shutdowns began in March. And now that the weather is turning colder and people will be staying indoors more, we could continue to see more waves of the virus spreading throughout the country. Whether or not that leads to a return to shutdowns, small businesses will undoubtedly continue to suffer. If you own a small business that has lost customers and sales in 2020, you need all the help you can get to survive.

Small business accounting websites certainly aren’t a panacea, but if you use one religiously, you should feel more in control of your finances and be able to make better decisions. As you grapple with the current state of your income and expenses, you can make smarter plans for your future.

We broadly categorize these accounting products into two groups: those best for small businesses and those best for sole proprietors and freelancers. The first category of sites includes Editors’ Choice winner Intuit QuickBooks Online, Sage 50cloud Accounting, Wave, Xero, and Zoho Books. The second group features Editors’ Choice winner FreshBooks, GoDaddy Bookkeeping, QuickBooks Self-Employed, Sunrise, and Wave. We differentiate the latter category in a later section of this roundup.

What These Services Can Do

Financial bookkeeping is complicated and time consuming. Business owners find it challenging enough to cover the basics—paying the bills and tracking incoming revenue—let alone answer critical questions such as: Are we profitable? Why or why not? Can we make required tax payments? Should we invest in new equipment? Do we need to explore financing? Will we hit our budget numbers? Where can we cut expenses? Can the appropriate team members access all our accounting data online, if they have to work from home?

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A good small business accounting website can provide information in seconds that will help you answer these questions, based on the input you supply. Once you populate a site with information about your financial accounts; your customers and vendors; and the products or services you sell, you can use that data to create transactions that the site can, in turn, use to create insights. Instant search tools and customizable reports help you track down the smallest details and see overviews of how your business is performing. Android and iOS apps for the sites give you access to your finances from your mobile devices.

Setting Up Bookkeeping

Depending on how long your business has been operating, getting started with a small business accounting website can take anywhere from five minutes to several hours after signing up for an account. Small business accounting sites charge monthly subscription fees and usually offer free trial periods. The more you need it to do, the longer your setup tasks will take (and the higher the monthly payment, generally).

First, you need to supply your contact details. If you want your logo to appear on sales and purchase forms, you can simply upload it. Some small business accounting sites ask whether or not you plan to use specific features such as purchase orders and inventory tracking, so they can turn them on or off. They may also ask when your fiscal year starts, for example, and whether you use account numbers.

Do you want access to the transactions you have stored in online financial accounts (checking, credit cards, and so on)? Enter your login credentials for that account and the small business accounting site will import recent transactions (usually 90 days’ worth) and add them to an online register. Would you like to let customers pay with credit cards and bank withdrawals? You’ll need to sign up with a payment processor such as PayPal (extra charges will apply) or Stripe.

Your People, Your Stuff

One of the great things about using a small business accounting website is that it reduces repetitive data entry. Once you fill in the blanks to create a customer record, for example, you never have to look up that ZIP code again. When you need to reference a customer in a transaction, it will appear in a list. The same goes for vendors, items or services, and employees. No more filling out card files or messy spreadsheets.

Once you complete a customer record and started creating invoices, sending statements, and recording billable expenses, you can usually access those historical activities within the record itself. Some sites, such as Zoho Books, display a map of the individual or company’s location and let you create your own fields so you can track additional information that’s important to you (customer since, birthday, and other similar fields).

If you have employees that you have been paying via another method, you may have the option to use either an internal payroll solution or one offered by another company. Payroll setup can take some time and effort since you have to supply payroll history information (website support staff can help with this). Even when you’re starting fresh with employee compensation, there’s a lot of ground to cover. The site needs precise details about things like your payroll tax requirements, benefits provided, and pay cycles. Many small business accounting sites offer personal assistance with this task, and they all make it clear exactly what needs to be done before you run your first payroll.

It is possible to do minimal setup and then jump into creating invoices, paying bills, and accepting payments. All of the services included here let you add customers, vendors, and products during the process of completing transactions (you need to do so anyway as you grow and add to your contact and inventory databases). You just have to decide whether you want to spend the time upfront building your records or take time out when you’re in the middle of sales or purchase forms.

Most small business accounting sites offer the option to import existing lists in formats such as CSV and XLS. They provide mapping tools to make sure everything comes in correctly. This procedure works better on some sites than others.

BEST OVERALLQuickBooks Online

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QuickBooks Online is the best overall accounting software for small businesses of those reviewed. Not only do the majority of small business accounting professionals use QuickBooks Online, but there are also endless online training resources and forums to get support when needed. All accounting features can be conveniently accessed on one main dashboard, making bookkeeping more fluid and efficient.Pros

  • Scalable
  • Commonly used by accounting professionals
  • Integration with third-party applications
  • Cloud-based
  • Mobile app

Cons

  • Upgrade required for more users
  • Occasional syncing problems with banks and credit cards

Intuit’s QuickBooks Online has been the most common accounting software used by small businesses and their bookkeeping and tax professionals. The software is cloud-based and can be accessed through a web browser or through the mobile app.

After the 30-day free trial, the four options for subscription plans include: Simple Start at $25 per month, Essentials at $40 per month, Plus at $70 per month, and Advanced at $150 per month. Typically there is a significant discount offered for the first few months, and some accountants are able to offer wholesale pricing to small businesses, as well. 

The monthly subscription for this software can be upgraded as a business grows, and there are many customization options with the mobile app that can be used to receive payments, review reports, capture an image of a receipt, and track business mileage. For businesses looking for a payroll solution, QuickBooks Payroll fully integrates with QuickBooks Online.

Each plan offers more advanced features like inventory management, time tracking, additional users, and budgeting. Most service-based small businesses will find that Simple Start meets all of their needs. For product-based small businesses, Essentials or Plus will have more options for inventory and customizations. The Advanced subscription is a new offering and provides robust financial reporting that is powered by Fathom. Fathom is an elite online financial report analysis tool used by many large companies all over the world.

All plans allow integration with third-party apps such as Stripe or PayPal. QuickBooks Online’s app store breaks down all of their apps by function and provides helpful examples of the benefits of each app.

BEST FOR MICRO-BUSINESS OWNERSXero

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Xero is the best in our review for micro-businesses that are looking for very simple accounting software. This software has a clean interface and also fully integrates with a third-party payroll service. Businesses can collect payment online from customers through Xero’s integration with Stripe and GoCardless.Pros

  • Cloud-based
  • Mobile app
  • Payroll integration with Gusto
  • Third-party app marketplace
  • Simple inventory management

Cons

  • Limited reporting
  • Fees charged for ACH payments
  • Limited customer service

Xero was founded in 2006 in New Zealand and now has over 2.7 million users worldwide. This accounting software is popular in New Zealand, Australia, and the United Kingdom. Xero has over 3,500 employees and is growing rapidly in the U.S., as well.1

Xero offers three monthly subscription options and a full-service payroll add-on: Early at $11 per month, Growing at $32 per month, and Established at $62 per month. The full-service payroll option is offered through Gusto and is an additional $39 per month, plus $6 per employee. The company offers a 30-day free trial and a promotion for 50% off for two months. 

The Early plan limits usage and only allows entry for five invoices or quotes, five bills, and reconciliation of 20 bank transactions per month. This limited plan may be suitable for a micro-business with high-ticket transactions, but only a few per month, such as a consulting or small service provider. Both the Growing and Established plans offer unlimited invoices, bills, and transactions. The only difference between the two is that the Established plan has additional features like multi-currency, expense management, and project costing. All three plans offer Hubdoc, a bill and receipt capture solution.

BEST FOR SERVICE-BASED BUSINESSESFreshBooks

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The most crucial accounting need for most service-based businesses is invoicing. FreshBooks offers more customizations for invoicing compared to other accounting software. Its primary function is to send, receive, print, and pay invoices, but it can also take care of a business’ basic bookkeeping needs as well. This accounting software makes it easier for service-based businesses to send proposals and invoices, request deposits, collect client retainers, track time on projects, and receive payments.Pros

  • Cloud-based
  • User-friendly interface
  • Third-party app integration
  • Affordable
  • Advanced invoicing features

Cons

  • No inventory management
  • No payroll service
  • Mobile app has limitations

Founded in 2003 in Toronto, FreshBooks started as just an invoicing software. Over time, more features have been added and FreshBooks now has over 500 employees.2 There are four different plans, and businesses can get a 10% discount if they choose to pay yearly, rather than monthly. Additionally, FreshBooks offers a 60% off discount per month for six months. The four plans are: Lite at $6 per month, Plus at $10 per month, Premium at $20 per month, and Select, which is a custom service with custom pricing.

The main difference between the four plans is the number of different clients that are allowed to be billed per month. In the Lite plan, up to five clients can be billed per month. In the Plus plan, up to 50 clients can be billed per month. In the Premium plan, unlimited clients can be billed per month. The Select plan also does not have a limitation on the number of clients that can be billed per month, but adds unique features. It costs an additional $10 per month for multiple team members to use the accounting software and it costs an additional $20 per month for the advanced payment feature, which allows users to charge a credit card in real-time or set up a recurring credit card charge for a client.

There are many third-party app integrations available, such as Shopify, Gusto, Stripe, G Suite, and more. A unique feature of FreshBooks is that invoices can be highly stylized and customized for a professional look and feel. FreshBooks is a great tool for budgeting out projects, sending estimates or proposals, and collecting customer payments.

BEST FOR PART-TIME FREELANCERSQuickBooks Self-Employed

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QuickBooks Self-Employed accounting software is our top choice for part-time freelancers and independent contractors who primarily want to track their income and expenses for their tax return. This software is designed for business owners who file a Schedule C on their individual tax return. 

Without keeping up with business activity using a software like this, freelancers would need to dig through all of their bank and credit card statements to add up their income and expenses at the end of each year, which can be quite daunting. QuickBooks Self-Employed will total up all business transactions automatically.Pros

  • Cloud-based
  • Mobile app
  • Track mileage
  • Differentiate between business and personal expenses
  • Syncs with TurboTax

Cons

  • Data cannot be easily transferred to other accounting software
  • Limited reporting
  • Limited invoicing functionality and customization

QuickBooks Self-Employed is an Intuit product with a cloud-based online interface and a mobile app. This software was created to help freelancers stay organized each year for tax season. Features of QuickBooks Self-Employed include tracking mileage, sorting expenses, organizing receipts, sending invoices, and estimating and filing taxes seamlessly through TurboTax.

Users can choose between three plan options: Self-Employed at $15 per month, Self-Employed Tax Bundle at $25 per month, and Self-Employed Live Tax Bundle at $35 per month. There is a 50% discount for the first three months. The two tax bundles include a TurboTax subscription for income tax filing. The Self-Employed Live Tax Bundle also gives you access to a CPA to answer questions throughout the year and during tax season. The CPA will also perform a final review of your tax return in TurboTax prior to filing. 

The mobile app makes it easy to track mileage while driving and capture photos of receipts for business expenses. Most accounting software is not designed to separate business transactions from personal transactions, but a special feature of QuickBooks Self-Employed provides an option to mark each transaction as business or personal. This is helpful for freelancers who don’t have a separate bank account for their business activity.

BEST FREE SOFTWAREWave

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Wave is an ideal accounting software platform for a service-based small business that sends simple invoices and doesn’t need to track inventory or run payroll. For many freelancers or service-based businesses, Wave’s free features will cover all of their accounting needs and is the best free software in our review. At year-end, accountants can pull the necessary reports from Wave to prepare a business’ tax return.Pros

  • Free accounting, invoicing, and receipt scanning
  • No transaction or billing limits
  • Run multiple businesses in one account
  • Unlimited number of users
  • Mobile app

Cons

  • Limited third-party app integrations
  • Higher fees for credit cards and ACH payments
  • Full-service payroll is limited to only 14 states
  • No inventory management

Wave was founded in 2010 and is based in Toronto. The company has over 250 employees and was purchased by H&R Block in 2019.34 The foundational accounting features that most small businesses need, such as income and expense tracking, financial reporting, invoicing, and scanning receipts, are all included with this free software. These features can be accessed online or on the mobile app. Customer payment processing and payroll are considered premium services that cost extra, but all of the bookkeeping, invoicing, and reporting features are completely free.

Wave makes its money on its payment gateway. To process payment from a customer, Wave charges 2.9% plus 30¢ per transaction for Visa, Mastercard, and Discover, and 3.4% plus 30¢ per transaction for American Express. These fees are slightly higher than other accounting software. Additionally, to process an ACH payment, rather than a credit card, Wave charges 1% per transaction with a $1 minimum fee. This is unique to Wave, as the majority of accounting software does not charge a fee for ACH payment processing. 

Wave offers two payroll plans as an add-on service. The first plan is $20 per month plus $6 per employee or contractor. In this plan, Wave will process payroll and prepare payroll tax calculations, but the user is responsible for manually completing payroll tax forms and submitting tax payments. The second plan is $35 per month plus $6 per employee or contractor. In this plan, payroll is full-service, which means that all tax filings and payments are completely managed by Wave. This full-service payroll option is only available in 14 states.

FAQs

What Does Accounting Software for a Small Business Do?

Accounting software reduces the amount of time spent on data entry by allowing users to sync their business bank accounts and credit cards with the software. Once synced, transactions will flow into the accounting software, where they can be categorized into various accounts. While most accounting software is easy to use, a general understanding of accounting principles is needed to ensure that financial reports are prepared correctly. For this reason, many businesses hire bookkeepers or accountants to maintain or review their books. Cloud-based online accounting software makes it convenient for businesses to access their books at the same time as their bookkeeper or accountant.

The most basic functions of accounting software for small business are:

How Does Accounting Software Work?

Once a business’ bank accounts and credit cards are synced with the accounting software, transactions will appear in a queue and can be classified into the categories found on the business’ chart of accounts. After selecting the proper category, transactions begin to populate the business’ financial statements. Business owners can run a financial report in seconds to review profitability, compare revenue and costs, check bank and loan balances, and predict tax liabilities. Having quick access to this financial information gives business owners the power to make important decisions.

Additionally, many accounting software allows third-party application integrations. For example, if a business owner uses a point of sale (POS) system to capture sales transactions, the POS system could potentially integrate with the accounting software to record specific transactions, sales tax liabilities, sales by subcategories, and more. In a service-based business, a time tracking application could integrate with the accounting software to add labor to a client invoice.

How Much Does Accounting Software for Small Business Cost?

Small business accounting software ranges from $0 to $150 per month. Basic plans are in the $0 to $40 per month range and are a great place to start. With a basic plan, a small business will be able to categorize income and expenses, send invoices, and prepare financial reports. As a business grows, most software is scalable, and the plan can be easily upgraded to meet new business needs. The more robust plans allow businesses to track inventory, prepare more customized financial reports, run payroll, and choose from more invoicing options.

How We Chose Accounting Software for Small Business

We looked at nineteen accounting software companies with specialized products for small businesses before choosing our top five software options. We considered cost, scalability, ease of use, reputation, and accounting features. Reputation was a key consideration because the longer a company has been around, the more likely that any technological glitches have been resolved, which ensures that a company’s important financial information will be reported accurately. Scalability was the next most important consideration because as a company grows, its accounting needs grow as well, and transferring financial information to new software can be tedious. Finally, ease of use and collaboration for business owners, employees, and accountants was considered because it’s important for all users to be able to access and review the financials at the same time.

Conclusions

Small Business owners are always looking for best bookkeeping solutions to keep their business data safe and sound. They go through tons of research before installing one. This article provides an in-depth review of some popular software solutions used by many small business owners today.

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