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Choosing the Right Small Business Accounting Software

Choosing the Right Small Business Accounting Software

Accounting software is crucial for the success of a business. Find out what features you should look for and how much you can expect to spend.

  • Accounting software allows you to track all your expenses and payments in one place.
  • Accounting software packages come in a variety of sizes, features, and integrations.
  • You should consider all options when choosing accounting software. This includes compliance, reporting, tracking, and any add-ons.
  • This article was written for small business owners and financial officers who want to integrate accounting software into their businesses.– As a small business owner, one of your top priorities is to keep a close watch on how much money you pay in and out. It is crucial to choose the right accounting software. A program must be able to help you with your daily accounting tasks. This includes invoicing customers, reconciling transactions, and tracking expenses. You should be able to manage your company’s financial health by using your accounting software. This will allow you to create reports that can analyze your business from many angles.

We will discuss the various factors that go into choosing accounting software for small businesses and then look at some great options.

When choosing accounting software, there are three main factors you should consider

It can be difficult to choose the right accounting software for your company. Each program has its own set of features. Many offer different pricing plans, which can vary in terms of functionality, user count, and other aspects.

When searching for accounting software that will work best for your business, there are three main factors to consider.

  • Price: Do you prefer a basic, inexpensive accounting program or one that has more features but is more expensive?
  • Accessibility: How many people must have access to the software? Are you more comfortable with a cloud-based software that you can access from anywhere, or a desktop program? Is it necessary for your accounting software to be mobile-friendly? What features do you require the app to possess?
  • Features: To what do you need accounting software? Are you looking for accounting tools that can handle both accounts receivable and accounts payable ? What accounting reports should you generate? Is it necessary to track inventory? Do you require it to provide ancillary services such as project management and time tracking?

Accounting software has many benefits

Hiring an accountant or bookkeeper or using an outside firm to handle your accounting is not always feasible. You may be able to handle your accounting on your own if you have the right accounting software.

These are the benefits of accounting software over hiring an accountant.

  • Time Savings: You don’t need to wait for someone to do the accounting tasks that you need. Accounting software makes it easy to do everything yourself.
  • Automatic records Accounting software creates and maintains a complete record of all financial transactions in your company to ensure compliance with industry and government regulations.
  • Increased accuracy: Accounting software lowers human error. Software can be connected directly to your bank accounts and pull transactions in order to provide detailed insights. This reduces the chance of human error.
  • All financial tasks can be done from one place: Many accounting vendors offer additional services such as tax compliance and payroll that can all be managed, tracked, and monitored on the same platform.
  • Optimized Payroll: With the correct accounting software, you can automate payroll activities to ensure that taxes and benefits are accurately calculated in order to pay employees promptly.

What is the cost of accounting software?

The cost of accounting software depends on its features and the number of users that it supports. Cloud-based software is often offered by the top accounting software companies. They charge a monthly subscription fee.

The cost of accounting software as a service can be quite affordable. These packages typically offer several plans, with paid tiers that range from $10 to $40 per monthly. These plans can be customized for organizations with specific needs, or those that require multiple accounts. However, these plans are still affordable. If you are willing to pay annually for the software, discounts may be available.

Higher priced plans include more advanced features like expense reports, sales tracking, recurring bills , automatic past due reminders, team functions and inventory tracking. Integrations are offered by many accounting software companies to enhance the software’s capabilities and connect it with other business programs. Sometimes, this is an extra cost.

Many companies offer a free trial version of their accounting software. However, they often have limited features or limit the number clients or transactions. Some accounting software providers offer add-on services for free. These programs can be useful if you have a small business or want to test the software for longer than the 30-day trial period.

What are the usability factors to look for when using accounting software?

You must decide where and how you will use the software and whether anyone else will. These are some things to keep in mind.

Integration is easy

If they don’t work with your existing systems, including sales platforms, shipping systems, and payroll applications, even the most powerful, affordable accounting software, it won’t be a benefit to your business. You won’t run into compatibility issues that could lead to costly errors and time-consuming delays if you choose accounting software that integrates with your existing systems.

Access for multiple users

Many accounting software allow you to invite others to your system. You can also control what data they see and access to which tasks. You might want to allow your accountant and business partner full access, but your employees can only use the system to track their time and invoicing customers.

Some systems allow multiple users without additional charges. Others offer free access to accountants but require that you subscribe to a higher pricing plan, or pay more to add users. Some systems offer flexible account options and “unlimited” payment plans that can be adapted to growing businesses. The best way to make the right decision is to understand your company’s access requirements.

Multi-business support

Accounting software that can support multiple small businesses may be necessary if you have more than one business. If you don’t, you will need to create separate accounts for each entity.

Cloud-based software and mobile accessibility

Cloud-based accounting systems make it easy to access your account from anywhere, anytime. You can run your business remotely from anywhere, at any time, even if you are away.

Many offer mobile apps that allow you to monitor key information and complete core tasks while on the move. This is particularly useful for those working remotely or with teams. Some packages include separate apps that provide basic features such as time tracking and expense receipt submissions.

Mobile app capabilities differ, so make sure the app you use for your accounting system has the necessary functionality. It is important to make sure it works on your preferred platform. Some apps are only compatible with iOS while others can also be used with smartwatches and other devices.

Which accounting software is the best?

A few top accounting software companies offer outstanding service. There are several factors that will determine which provider you choose, but the most well-known names offer reliable and trustworthy service.

These are the top-rated accounting software providers.

  • QuickBooks
  • FreshBooks
  • Sage 50cloud
  • Wave Accounting


QuickBooks is a leading provider of accounting software worldwide. QuickBooks is an excellent all-in-one accounting software solution that can be used by small and growing businesses.

QuickBooks has a wide range of features that will suit most businesses, including payroll, estimate creation and receipt organizing.

Prices start at $12.50 for one user and go up to $90 for up to 25 people. You won’t likely need accounts for more than one user unless your business is an accounting firm. This will allow you to keep your monthly expenses manageable.

You can find more information in our QuickBooks Online review.


FreshBooks is another great choice for accounting software. It is packed with features that will help you keep your finances organized. FreshBooks is a great option for contract workers and small businesses because it charges you based on the number of clients that you bill.

FreshBooks services are available to organizations with five clients or less. An organization can subscribe to a service plan for $20 per month to provide support for a “unlimited” number clients.

FreshBooks offers services such as expense tracking, estimate submissions and automatic recurring bills. It also manages vendor management. This service is great for small businesses and scales easily as your business grows.

This review by FreshBooks provides more information about how this program stacks up.

Sage 50cloud

Sage 50cloud’s most important selling point is its integration with Microsoft 365 enterprise software. Sage 50cloud offers a powerful and intuitive dashboard that allows you to easily analyze and understand your accounting activities from one central location. 50cloud uses the Microsoft 365 cloud architecture to access and organize all of your data, simplifying your accounting tasks.

Sage 50cloud pricing is only available for annual plans. However, each plan includes features like cash flow analysis and inventory management, as well as 24/7 support to help you get past any hurdles in your accounting software. This accounting software is great if you are using Microsoft 365 Enterprise Software.

For more information, please read our review Sage 50cloud accounting software.

Wave Accounting

Wave Accounting is an excellent place to begin if you are looking for an easy-to-use, free accounting system. Wave Accounting is completely free but offers a wide range of functionality and features to streamline and organize any business. Wave Accounting allows any business to set up basic accounting and optimize its operations.

Wave allows you the ability to link multiple bank account or credit card accounts. Essential financial tools enable you to generate reports that allow you to monitor your financial performance month-over-month or year-over year and provide valuable financial insight about your company’s overall health.

Learn more about Wave Accounting in our review .

Cloud-based accounting software vs. Desktop software

Although you might assume that the cloud-based and desktop versions of your accounting software perform the same functions as one another, there are many differences between the two platforms.

A desktop version of accounting software packages is usually a one-time purchase. Cloud-based software is usually a subscription model. Desktop accounting software often has limited access to data stored on the computer. This means that it does not have access to all of the cloud-based features and functionality. Desktop accounting software, unlike cloud software, does not require an internet connection to access data.

Cloud-based software syncs with your bank accounts directly and can be accessed anywhere. You will receive regular updates that include new features and enhancements to improve functionality. Cloud-based data storage provides top-level security so that you can be sure your financial information is safe.

What accounting features are you looking for?

Accounting software has many tools and features to help you manage your finances. Accounting software should be tailored to your business, so it makes it simple to complete routine accounting tasks. It should help you get a complete picture of your business’s performance.

These are just a few of the features that accounting software should offer to help you save time, and better manage your money.

Accounting basics

Small businesses can handle basic accounting functions such as invoicing (both via email and by snail mail), income tracking and financial reports generation.

If your business sells more products than a few, the software will help you track inventory, manage vendors, and place purchase orders. A program that tracks time and bills billable hours is essential if your business offers services.

Automated time-saving measures

A lot of accounting software can automatically send past-due notifications and recurring invoices. This saves time and accounts receivable tasks. Other products save time by matching transaction matches, which can help you reconcile accounts. Errors are almost eliminated because all data is automatically entered, managed, and maintained.

Look for software that can easily archive and convert estimates or quotes to invoices. Look for software that automatically creates purchase orders for inventory items below a certain threshold.

Preparation of taxes

Accounting software with automatic tax calculations, multiple rates and reporting will make your life easier. Access to the relevant data in the system should be available to your accountant. You can also email them all data and files. You can also keep up-to-date with industry regulations and rules by creating an automated paper trail for your corporate finances.

Accounting microservices

Some dedicated accounting microservices such as payroll processing and payment processing make it simple to accept online payments and pay employees. These services are usually more expensive, but they can be very convenient and may cost less than what you would pay elsewhere. This approach allows you to mix and match services to create an accounting system that suits your needs. [Related to Alternatives to Accepting Online Payments ]

Integrations with third-parties

Accounting software can help you run your business more efficiently by integrating with programs and services that you already use. This allows for data to be automatically shared between the systems. Integrations that are popular include payment processing, point-of-sale, advanced inventory management, and payment processing.

When evaluating accounting software, ask questions

After narrowing down your options to a few, sign up to the free trial to see if the accounting software is worth the effort.

You can call the software companies to gauge their customer service quality so you can feel confident that you will get the help you need if there is an issue with the program.

These are the questions you should ask to help you choose the best accounting software for you business.

  • Your software is a good fit in my industry.
  • Are you able to offer custom solutions that meet my business’s requirements?
  • What number of clients and employees can your software support?
  • What software can I use to comply with GAAP and other financial regulations?
  • What backups are available? Is it possible to restore access immediately after an outage
  • What security measures are in place to protect my business’s data and that of my customers?
  • How much does it cost? Is there a setup fee or a charge for cloud storage?
  • What type of tech support and customer services do you offer? For example, is the provider able to contact you via live chat or phone?

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