If you’re looking for small business accounting software, you have no shortage of choices.
While that’s great, it can also be confusing. In order to cut down on the confusion and have a better idea about just what you’re looking for, it’s best to decide what features you absolutely must have and work from there.
Our top ten applications range from simple accounting software designed for sole practitioners to feature-laden applications that grow along with your business.
Out top 10 picks for the best accounting software:
- AccountEdge Pro
- Zoho Books
- Sage 50cloud Accounting
- QuickBooks Online
- Sage Business Cloud Accounting
The 10 best accounting software for your business
Still wondering if that application you’re interested in is affordable, if it’s online, or if it includes a payroll module?
Read on as we do our best to answer any lingering questions you may have about our top 10 accounting software applications.
If you have further questions, be sure to check out our complete accounting software reviews.
1. AccountEdge Pro
AccountEdge Pro has the honor of being our top-rated accounting application and with good reason.
A good fit for small and growing businesses, AccountEdge Pro is an on-premise application that also offers the convenience of remote access, taking you easily through the entire accounting cycle.
Easy integration with Shopify and UPS Shipping makes AccountEdge Pro a particularly good fit for online retailers.
AccountEdge Pro offers solid invoicing capability, along with excellent time and billing functionality that can track both billable and non-billable hours. Self-service and full-service payroll is also available, and a solid inventory module lets you easily manage your stock.
As an added bonus, AccountEdge Pro also includes a Contacts feature for tracking customers, vendors, and employees using a single database.
Reporting options are excellent in AccountEdge Pro, including an audit trail report. A mobile app for both iOS and Android devices is also available.
Perhaps one of the biggest benefits of using AccountEdge Pro is its pricing structure. Scalable, with four plans available, the Basic plan has a one-time fee of $149, while the Pro plan is $399. Additional licenses are extra, as is the Payroll subscription.
If you wish to access the application remotely, AccountEdge Connect will run $25/month. You’ll also pay extra for phone support.
Another benefit to using AccountEdge Pro is the stability it brings as an on-premise application that also offers remote access. With plans suitable for a one-person operation to an enterprise level business, you will never outgrow AccountEdge Pro.
FreshBooks is an online accounting software application that works well for sole proprietors and freelancers.
The Retainers feature in FreshBooks also makes it ideal for attorneys, accountants, or any professional that charges their clients a retainer fee.
Offering a solo version and a team version, you can easily connect with other employees or contractors you work with.
One of the latest additions to FreshBooks is double-entry accounting, a must for a growing business. Other features found in FreshBooks include ACH payment acceptance, solid invoicing capability, the ability to track time, and the ability to create and manage projects.
You can also create estimates and proposals in FreshBooks, and connect the application to your bank accounts for easy expense management.
Payroll is not offered in FreshBooks, though it does integrate with Gusto Payroll, if you have employees to pay. FreshBooks also offers a mobile app for both iOS and Android devices.
FreshBooks offers four plans: Lite, Plus, Premium, and Select. The Lite plan is suitable if you’re self-employed, while the Premium plan is a good fit for small businesses. FreshBooks Lite runs $15/month, while Premium plan is $50/month.
Perhaps the biggest benefit of using FreshBooks is that you’ll actually use it. A lot of freelancers and self-employed folks can remain stubbornly attached to using a spreadsheet to manage their business finances, but FreshBooks is so easy to use, that you’ll actually use it.
Offering just enough features for small businesses without saddling you with a bunch you’ll never use, but have to pay for, FreshBooks is worth the minimal investment.
3. Zoho Books
If you’re a sole proprietor, freelancer, or starting a brand new business, Zoho Books is for you.
Affordable for even the tightest budget, Zoho Books includes a solid inventory management feature and provides new users with step-by-step directions for everything from general setup to writing an invoice, making it easy to get your new business set up and running quickly.
Zoho Books offers a long list of features, though most are in the Professional plan. These features include automated workflows, good expense tracking, recurring transactions, project management, and the ability to create custom invoices.
A client portal is available that allows you to share invoices with your customers, and an accountant version lets you share your business details with your CPA or accountant.
Zoho Books also offers easy online payment options for your customers, with a mobile app available for both iOS and Android devices.
Perhaps the biggest drawback to Zoho Books is a lack of integration with third-party apps, along with no payroll option. If you find yourself wondering how payroll works and need help running it, this may not be the software for you.
Pricing for Zoho Books starts at a reasonable $9/month for the Basic plan, though most users will probably need the Standard plan, which is $19/month, or the Professional plan, at $29/month.
One of the biggest benefits of Zoho Books is the amount of resources devoted to non-accountant users. Zoho Books takes the time to explain everything, providing a greater comfort level for new users.
4. Sage 50cloud Accounting
Previously known as Peachtree Software, Sage 50cloud Accounting is a hybrid solution that is installed on-premise, but also includes an option to connect to the application remotely if necessary.
Sage 50cloud Accounting is a good choice for small and growing businesses, with multiple plans available. Sage 50cloud Accounting includes a solid inventory module and offers integration with multiple point-of-sale (POS) applications, which makes it particularly suitable for retailers.
Sage 50cloud Accounting allows you to connect your bank accounts or track your business expenses in a more traditional fashion. The application also includes excellent customer management and sales management, including the ability to accept online payments. You also have the option to pay your vendors electronically, or by printing checks for mailing.
The Inventory module in Sage 50cloud Accounting includes multiple pricing levels along with user-defined fields for tracking additional information. Two payroll options, Essentials and Full-Service, are available, and reporting options are top-notch.
Sage 50cloud Accounting also includes a mobile app for both iOS and Android devices.
Sage 50cloud Accounting offers three plans: Pro, Premium, and Quantum, with yearly pricing starting at $278.95 for the Pro plan. The Premium plan, which most small businesses would likely benefit from, runs $431.95/year, with Quantum pricing available directly from Sage.
With three plans available, Sage 50cloud Accounting can be beneficial to growing businesses.
Integration with Microsoft 365 offers easy online accessibility, and access to POS and inventory features makes this application particularly useful for both brick-and-mortar retailers as well as those who sell products online.
OneUp is the best small business accounting application you’ve probably never heard of. Ideal for sole proprietors and freelancers, with its robust inventory management module, OneUp is a great option for retail businesses.
OneUp is also suitable for growing businesses, with pricing based solely on number of users rather than features, with the Self plan, for a single user, including the same features as the Unlimited plan.
OneUp offers a good selection of features, including the option to connect your bank accounts or enter transactions manually.
Other features include the ability to process vendor and sales quotes, purchase orders, and credit memos, and the Opportunities feature lets you track and manage all potential sales directly to a product.
OneUp does not offer the option to process checks for vendor payments, though you can pay your vendors electronically or enter payment information directly in the application. A mobile app is also available for both iOS and Android devices.
OneUp pricing starts at $9/month for the Self plan, and goes all the way up to $169/month for the Unlimited plan, with all plans including the same features, so you’ll only need to scale up if you add additional users, not to gain access to more powerful features. The biggest drawback to OneUp is the lack of a payroll option.
By far, the biggest benefit of using OneUp is having access to all of the application’s features and functions from day one, whichever plan you choose.
6. QuickBooks Online
QuickBooks Online is perhaps the most recognized of all of the small business accounting applications. Designed exclusively for small businesses, QuickBooks Online offers easy anytime/anywhere access that was lacking in their more robust desktop version.
A good fit for small and growing businesses, QuickBooks Online is often compared to FreshBooks. It integrates with hundreds of third-party applications, making the application suitable for all types of businesses.
QuickBooks Online features vary widely from plan to plan, with many of the more robust features found only in the more expensive plans.
Features available in all plans include online banking connectivity, receipt capture capability for preparing expense reports, as well as a good expense management feature.
Excellent sales tracking and inventory management capability are also available, and you can easily download the mobile app for both iOS and Android devices.
QuickBooks Online does not include payroll, but does include the option to add Intuit payroll services directly to their current plan.
In addition, QuickBooks also offers integration with other third-party payroll applications.
QuickBooks Online pricing can be confusing, with posted prices usually reflecting an initial discount, with regular pricing kicking in after the first three months. Pricing starts at $12 for their Simple Start plan for a single user, though that will go up to $25 after three months.
Other plans include Essentials, which is designed for three users and runs $20 for the first three months, then doubles to $40, all the way to the Advanced plan, which can handle up to 25 users, and starts at $75, rising to $150 after three months.
One of the biggest benefits of using QuickBooks Online is their integration with hundreds of apps in a variety of categories which include payroll, inventory, HR, and project management.
7. Sage Business Cloud Accounting
Ideal for sole proprietors and freelancers, Sage Business Cloud Accounting also includes solid inventory management, making it a good option for retailers, particularly online sellers.
There is no payroll feature available in Sage Business Cloud Accounting, nor in the third-party apps the application integrates with, so it’s probably not the best choice for your business if you have employees to pay.
Sage Business Cloud Accounting includes numerous sales features such as quotes and estimate creation, credit notes, and the ability to customize invoices as needed.
A built-in tracking feature lets you view invoice status, including invoices sent, invoices due, and those past due. You can connect Sage Business Cloud Accounting with your bank, and the products and services option lets you manage both stock and non-stock items in your inventory. A mobile app is also available for both iOS and Android devices.
Sage Business Cloud Accounting offers two plans: Accounting Start and Accounting. Accounting Start is $10/month, with the Accounting plan running $25/month. Accounting Start is really only suitable for freelancers and sole proprietors, while almost any other type of business will need the Accounting plan, which offers more robust features.
One of the biggest benefits of using Sage Business Cloud Accounting is access to Sage Marketplace, which offers connectivity to more than 100 third-party apps, all designed to integrate with Sage applications.
Optimally designed for consultants, sole proprietors, and freelancers, Kashoo offers good bookkeeping basics in a one-size-fits-all plan.
Kashoo does offer integration with SurePayroll for those that need to pay employees, though you may want to consider a more robust application if you need to pay more than a few employees. Kashoo offers a streamlined user interface, making it easy to navigate, even for less tech-savvy users.
Kashoo offers easy invoicing, with the ability to add a credit card payment to any invoice for quicker payment. You can also create recurring invoices for customers that are billed a set amount each month.
Kashoo lets you track incoming bills, with the option to pay vendors electronically, though there is no option to process checks for payment.
The Lists feature lets you manage all of your customers and vendors, and the Add-ons area provides you with easy access to any third-party applications you’ve linked to Kashoo.
The application offers a mobile app for iOS users, but there is currently not an app available for Android users, though one is in the works.
Kashoo offers flat-rate pricing of $199/year for an unlimited number of users, making it considerably less than its direct competition. The biggest downside to Kashoo is the inability to scale up or add more features if your business expands.
If you’ve been holding out on moving to accounting software, Kashoo may be a great first step, providing you with solid accounting features at a price that any small business can afford.
GnuCash is a free, open-source accounting software that offers both financial management and accounting functionality.
An on-premise application which will need to be downloaded and installed on your computer, GnuCash is ideal for start-ups, sole proprietors, and freelancers. Designed as a single-user application, GnuCash is not a good option for small businesses in a growth phase.
You can also track vendors and customers in GnuCash, although you can only add a limited amount of detail. GnuCash offers excellent budgeting capability with a good selection of financial statements, management, and accounting reports available.
A depreciation management feature is also available in the application, and payroll tracking is available, but there is no full-service payroll feature available.
An Android app offers limited functionality, with no iOS app available at this time.
As open-source software, GnuCash is completely free, which can be beneficial to small businesses that do not have the budget to pay for accounting software.
However, as open-source software, that also means that support is limited to online documentation, which includes an in-depth help manual, along with the GnuCash Wiki.
Free accounting software is never a bad thing, but aside from being free, one of the biggest benefits to using GnuCash is its ability to be installed on a variety of operating systems, including Windows, MacOS, Linux, FreeBSD, and Solaris.
Though a relative newcomer to the small business accounting scene, ZipBooks can be the ideal solution for small business owners, including freelancers, consultants, and sole proprietors, though it’s best used by those with some familiarity with the accounting process.
ZipBooks also includes a free plan that’s ideal for those with a limited accounting software budget.
ZipBooks offers two plans, with the free Starter plan offering a good selection of features, such as bank account connectivity for one account, unlimited customer tracking, and sales management, including accounts receivable management.
The Smarter plan also includes features such as custom invoicing, the ability to connect to multiple bank accounts, and an auto-billing option great for those that bill the same amount monthly.
ZipBooks currently offers a mobile app for iOS devices, but not for Android devices.
ZipBooks offers three pricing plans, along with an Accountant plan. Though the free plan offers limited features, it does include unlimited invoicing, online payment acceptance, and unlimited customer and vendor management.
Both the Smarter plan, at $15/month, and the Sophisticated plan, at $35/month, offer advanced features such as time-tracking, document sharing, and more robust reporting options.
One of ZipBooks’ biggest benefits is the availability of a free plan, which allows small businesses to start using the application and easily scale up to the next plan if necessary.
Who uses accounting software?
I'd like to say that anyone in business uses accounting software, but unfortunately, that's not the case. However, everyone in business should use accounting software. That includes the contractor you hired to write a press release, the property management company that you pay your rent to each month, your mortgage holder, your doctor, and your attorney. Everyone who is in business should be using some type of accounting software since it's impossible to measure their company’s financial health without it.
Why use accounting software?
Smart business owners use accounting software for a variety of reasons. Some use it because it simplifies the entire record-keeping process. Entering a customer into a software application and creating an invoice is much easier than entering that same information into a spreadsheet, and then having to create an invoice in another application. Others use it because they want to know how much money they're making, or in some cases, not making. Still others use it to keep a better handle on their business expense categories.
How will you know how healthy your business is if you have no idea who owes you money or how much money you've spent in the last six months? How will you convince a bank to give you a credit line if you can't show them that your business is financially healthy? Perhaps most important, how will you keep track of your various tax obligations if you're not adequately tracking sales tax, use tax, employment tax, and employee withholding tax?
Below are some of the benefits of using accounting software.
You'll always know the financial status of your business
Instead of consulting multiple files to see how much you're spending, how much you've been paid, or how much is still owed, you can view all this information from one central dashboard.
This dashboard view from QuickBooks Online (above) gives you the information you need in one convenient location, including paid and outstanding invoices, where you've spent your money, and even the current balances of your bank accounts. So, stop looking at multiple spreadsheets and start using accounting software.
It's a faster way to get paid
We all want to get paid, otherwise, there's really no reason to be in business. But one of the ways to get paid faster is to make it easy for your customers to pay you. Accounting software helps with everything from including payment links in invoices, accepting electronic payments through your bank, to accepting credit cards through a merchant account (see image below). Making it easier for them to pay a bill will likely mean that they'll pay you faster, or at the very least, on time.
Taxes, taxes, taxes
If you use accounting software for anything, use it to remain tax compliant. If you sell anything, you will owe taxes. If you pay employees, you will owe taxes. If you live in a large, metropolitan area, or sell in multiple states, you will owe taxes to several different agencies.
As the QuickBooks Online screen (above) asks, how often do you file sales tax? Using the appropriate accounting software will enable you to remain compliant with all tax agencies. You’ll be able to charge your customers the correct tax rate while also running reports that show how much tax is owed to each tax agency.
If you have employees, you'll have payroll taxes that need to be paid on time such as federal withholding, state withholding, Social Security and Medicare taxes, and unemployment taxes. Let your accounting software do the heavy lifting and provide you with the tools you need to always be compliant.
Your reports are accurate
Transposition errors, extra decimals, decimals in the wrong place, extra zeros, not enough zeros; these are all things that can happen when you use spreadsheet programs to create reports manually. Professionally prepared reports give your business credibility. When you use accounting software, your reports are prepared using information you've already entered into the system. If that information is accurate, so are your reports (see image below).
Microsoft Excel lovers shouldn't feel too bad. Most accounting software applications allow you to export your reports to Excel, where you can customize them if you wish; the difference being that you're starting with the correct numbers.
What are the different types of accounting software?
There are three types of accounting software applications that are typically used.
- Commercial accounting software: This ranges from simple applications that offer bare-bones features to full-service applications that offer complete accounting functionality. There are also a variety of add-on modules to choose from. Commercial software is usually available as a downloadable application. It used to be installed from a CD-ROM, but most commercial accounting software is now downloaded from the software vendor and installed on a desktop or workstation computer. It can also be delivered via subscription as SaaS (Software as a Service) or from the cloud.
- Enterprise resource planning (ERP) software: This is typically only used by the very largest companies. ERP software is notoriously expensive, and unless you're a billion-dollar company, it’s likely much more than you will ever need.
- Custom accounting software applications: These were popular about twenty years ago, but have mostly disappeared from offices simply because of the scope of features now found in commercial accounting software. Custom packages can also prove to be more trouble than they're worth and typically don't integrate with any other applications.
Key accounting software functionality
Accounting software applications should offer most, if not all, of the following features.
Core accounting features:
- Double-entry accounting
- Invoicing (A/R)
- Bill payment (A/P)
- Customer & vendor management
- Management reporting
- Inventory management
- Purchase orders
- Sales / point-of-sale
You may not get every module in every product, but you should get the modules that are necessary for you to run your business.
What to consider when buying accounting software
What features are most important for your business?
Is easy invoice creation important to you? Then you need an application that makes creating an invoice quick and painless. Do you offer a variety of products to your customers? If so, you need a way to manage your inventory properly. What about banking? Do you always forget to record your expenses when you use your credit card? If that's you, then you'll want an application that will import all of your banking transactions, and record them to the proper expense account.
If you have employees, you need a way to pay them, as well as a way to make sure that your tax obligations are taken care of. While most accounting software does many, if not all, of these things, you need to decide what features are a must-have, and look accordingly.
While it's important to purchase the accounting software that will work best for you, your organization's budget considerations can also play a role in your final decision. If you're a sole proprietor or freelancer on a very strict budget, you may have to choose from the applications that are within your reach. But don’t panic, many of the best applications available today are under $25 per month.
Your business niche
The type of business you run may play as much of a role in your final decision as cost and features. If you sell hair products online, you will have different needs than a graphic artist that provides a design service. But what if you sell products and services? Simple. Just make sure that the product you purchase is suited to both.
While most people don't think about support when comparing accounting applications, you may want to spend a few minutes looking at the available support options. I guarantee that nothing will be more frustrating that trying to figure out the answer to a problem without a good support structure in place. Knowledgebases are great, but they are no substitute for an actual human being.
Frequently Asked Questions
How much does accounting software cost?
How much does accounting software cost?
Accounting software is available in a variety of price points. Some applications can run to hundreds of dollars per month, though most entry level accounting software will top off at around $100 per month.
There are also some good accounting applications available for free, or less than $10 per month. However, most of those are designed for sole proprietors or freelancers who only need limited features, like invoicing and expense management.
Keep in mind that most free or low-cost applications are not equipped to handle payroll or manage inventory.
What's wrong with using a spreadsheet to keep track of my business expenses?
What's wrong with using a spreadsheet to keep track of my business expenses?
Spreadsheets can be useful, and provide a good way to create custom reports and track simple data. However, spreadsheets have no checks and balances.
If your current bank balance is $1,000 and you just wrote a check for $500, you would have a balance of $500 in your account. But what happens if you leave off a zero when you enter that check amount on your spreadsheet?
You'll think you have $950 in your account instead of $500 and will likely overdraw the account purchasing things you don't have the funds to pay for.
If you've never transposed numbers, made a typo, or entered an incorrect formula in a spreadsheet program, then maybe you could get by with using spreadsheets for accounting. But for the rest of us mortals, accounting software is the way to go.
How will I know which application to purchase?
How will I know which application to purchase?
When you buy a car, you take it for a test drive. The same goes with buying software. Most software applications include a downloadable free trial, so you can take it for a test drive.
By trying out a variety of applications, you'll be able to see which products work best for you.
I don't know anything about accounting. How can I use accounting software?
I don't know anything about accounting. How can I use accounting software?
You're in luck, because the majority of entry level accounting software products were created just for you! Instead of using accounting terms like debits and credits, many accounting applications use everyday terms like bills and payments.
If you've ever received a bill, paid a bill, or reconciled your bank statement at the end of the month, you'll be able to use accounting software.
Teresa Kersten, an employee of LinkedIn, a Microsoft subsidiary, is a member of The Motley Fool’s board of directors. The Motley Fool owns shares of and recommends Intuit and Microsoft. The Motley Fool owns shares of Xero and recommends the following options: long January 2021 $85 calls on Microsoft and short January 2021 $115 calls on Microsoft. The Motley Fool has a disclosure policy.