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The Best Small Business Accounting Software for 2019

If youre running a small business, keeping a tight grip on finances is critical for success. Our reviews cover the best online accounting apps and services to help keep your company in the black.

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Bottom Line:QuickBooks is the best online accounting application for small businesses, thanks to its depth, flexibility, and extensibility. Its easy to use, well designed, and built to serve a wide var…

Bottom Line:FreshBooks offers a well-rounded and intuitive time tracking, online accounting, and invoicing solution that anticipates the needs of freelancers and small businesses.

Bottom Line:Zoho Books is an excellent choice for cloud-based small business accounting, with an excellent interface, an attractive price, and a rich set of tools. Its limited payroll offering may cause…

Bottom Line:The simplicity of online accounting service QuickBooks Self-Employed may make it a good fit for some freelancers and independent contractors, but others will miss standard features like time…

Bottom Line:Billys combination of tools and usability make it a good choice for freelancers and sole proprietors who need to track income and expenses and invoice customers. It doesnt offer a lot of r…

Bottom Line:GoDaddy Bookkeepings direct integration with Amazon, eBay, and Etsy make it a terrific tool for entrepreneurs who sell at those sites, but its overall bookkeeping depth and flexibility does…

Bottom Line:Double-entry accounting app Xero excels at inventory management, payroll, and many other functions critical to keeping the books of a small business.

Bottom Line:Wave is priced like a freelancer accounting application (its free) and its an excellent service for that market, but it also offers enough extras that a small business with employees could…

Bottom Line:Online accounting service Kashoos strengths are income and expense management, usability, and support. Its a simple, speedy choice for smaller businesses that dont need product inventory …

Bottom Line:WorkingPoint is an easy-to-use double-entry accounting service with unique features like quarterly estimated tax calculation and a mini site builder, but it has no mobile version or payroll …

The Best Small Business Accounting Software for 2019

If youre running a small business, keeping a tight grip on finances is critical for success. Our reviews cover the best online accounting apps and services to help keep your company in the black.

Keep Your Business Running With an Online Accounting Service

According the US Bureau of Labor Statistics, about 20 percent of small businesses fail before they complete their second year. Among the many potential culprits for this widespread demise is the lack of effective money management and bookkeeping. Small business accounting software can do a lot to prevent your business from falling into this trap, keeping you on the right side of that grim statistic.

Financial bookkeeping is complicated and time-consuming. Business owners find it challenging enough to cover the basicspaying the bills and tracking incoming revenuelet alone answer critical questions such as these: 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 cutexpenses?

A good small business accounting website can answer these questions in seconds, based on the input you provide. Once youve populated a site with information about your financial accounts, your customers and vendors, and the products or services you sell, youll be able to use that data to create transactions. These feed into reports, which can provide critical insight.Instant search tools and customizable reports help you track down the smallest details and see overviews of how your business is performing.Android appsandiOS appsfor the services give you access to your finances anywhere that you have wireless connectivity.

QuickBooks Onlines advanced implementation of technology, its skillful blend of features, its customizability, excellent mobile apps, and user experience have made it our Editors Choice again this year. Were not crazy about the recent price increase, but Intuit services are often heavily discounted.

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

First, youll need to supply your contact details. If you want your logo to appear on sales and purchase forms, you can upload a file containing it. Some accounting service sites ask whether you plan to use specific features like purchase orders and inventory tracking, so they can turn them on or off. You may also be asked 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 the user name and password you use to log on, and the 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? Youll need to sign up with a payment processor like Stripe orPayPal(extra charges will apply).

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

Once youve completed a customer record and started creating invoices, sending statements, and recording billable expenses, all of those actions will appear in a history within the record itself. Some sites, like Zoho Books, display a map of the individual or companys location and let you create your own fields so you can track additional information thats important to you (customer since, birthday, and other things like that).

If you have employees that youve been paying using another method, payroll setup can take some time and effort, since youll have to enter payroll history information. Even when youre starting fresh with employee compensation, theres a lot of ground to cover. The site needs very precise details about things like your payroll tax requirements,benefitsprovided, and pay cycles. Many accounting solutions offer personal assistance with this task, and they all make it clear exactly what needs to be done before you run your first payroll. (Note, however, that some of the products here dont offer payroll capability.)

Itispossible 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 as youre in the process of completing transactions (youll 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 up front building your records or take time out when youre in the middle of sales or purchase forms.

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

Accountants like to use phrases likeaccounts receivableandaccounts payableto describe the primary elements of accounting: recording and tracking income and expenses, or sales and purchases. Small business solutions are designed to appeal to people who dont use the same kind of language as accounting professionals, avoiding such terminology.

The services let you easily create any transaction that a small business is likely to need. The most common of these are invoices and bills, and all the services we reviewed support them. Applications like Xero and Zoho Books go further, allowing you to produce more-advanced forms, such as purchase orders, sales receipts, credit notes, and statements. They provide templates for these online forms that resemble their paper counterparts. All you have to do is fill in the blanks and select from lists of customers and items.

Once youve completed an invoice, for example, you have several options. You can save it as a draft or a final version and either print it or email it. If you do the latter and youve established a relationship with a payment processor, your invoice can contain a stub explaining how the customer can return payment via credit card or bank withdrawal. You can create a PDF version of the invoice, copy it, record a payment on it, or set it up to recur on a regular schedule.

All forms on these sites work similarly. These solutions also pay special attention to your companys expensesnot bills that you enter and pay, but other purchases you make. This is an area of your finances that can easily get out of control if its not monitored. So accounting websites monitor them, divide them into expense types, and compare them with your income using totals and colorful charts.

If youre traveling and have numerous related expenses on the road, for example, you can take pictures of receipts with your smartphone. Some sites just attach these receipts to a manually entered expense form. Others, like QuickBooks Online, actually read the receipts and transfer some of their data (date, vendor, amount) to an expense form.

As we mentioned earlier, one of your setup tasks involves creating records that contain information about the products and services you sell so you can use them in transactions. These vary in complexity, so you need to understand the differences before you go with one site or another. Some, like Kashoo, simply allow you to maintain descriptive records. Others, like QuickBooks Online, go further. They ask how many of each product you have in inventory when you create a record and at what point you should be alerted to reorder. Then they actually track inventory levels, which provides insight on selling patterns and keeps you from running low.

While much of your daily accounting work probably involves paying bills, sending invoices, and recording payments, you also need to keep a close eye on your bank and credit card activity. If youve connected your financial accounts to your accounting service, this is easy to accomplish. For one thing, their balances will often appear on the sites dashboard, or home page. Youll also be able to view each accounts online register, which contains transactions that have cleared your bank and been imported into your accounting solution (along with those youve entered manually).

You can do a lot with these transactions once they appear in a register. For one thing, they should be categorized (office expense, payroll taxes, travel and meal costs are some examples) so you know where your money is coming from and where its going. Every service guesses at how at least some transactions might be categorized; you can change these if theyre incorrect and add your own. Conscientious categorization will result in more accurate reports and incometax returns.

You can also match related transactions, such as an invoice that was entered in the system and a corresponding payment that came through. Again, some sites make educated guesses here. You can split transactions that should be assigned to multiple categories, make notes, and reconcile your accounts with your bank and credit card statements.

Reports are your reward for keeping up with your daily work and completing it correctly. Every accounting website comes with templates for numerous types of insightful output. You select one, customize it using the filter and display options provided, and let the site pour your own company data into it. It only takes a few seconds to generate a report after youve defined it.

There are really two types of reports. The bulk of them are the type that any small businessperson could customize, generate, and understand. They tell you who owes you money, which of your products and services are selling well, whether youre making money, which expenses and services havent yet been billed, which customers are buying the most, how much you owe in sales tax, and more.

There are other reports, though, that arent so easy to view and understand. These are considered standard financial reports, and theyre the kind of documents youll need if you ever want to get a loan from a bank or attract investors. They have names like Balance Sheet, Statement of Cash Flows, Trial Balance, and Profit & Loss. Accounting websites can generate them, but you really need an accounting professional to analyze them and tell you in concrete terms what they mean for you company.

Accounting probably doesnt make the list of things you like to do as a business owner. It can be complicated, and it needs to be done correctly. So, the makers of online accounting solutions have worked hard to present this discipline as simply and, well, pleasantly as possible. Someincluding QuickBooks Online, Zoho Books, and ZipBookshave been more successful at this than others.

If youve ever used aproductivity applicationonline, you shouldnt have any trouble understanding these services structure. They all divide their content into logical modules by providing toolbars and other navigation guides. Sales tasks are grouped together, as are purchase, inventory, reporting, and payroll activities. Theres always a Settings link that takes you to screens where you can specify preferences for the entire site; these include your setup chores and settings you may need to modify at times, such as restricting additional users to specific areas.

A sites dashboard homepage provides a real-time overview of the financial information you need to see frequently, including charts comparing income and expenses, account balances, and invoices and bills that need immediate attention. There are often links to areas of the site where you can take action.

You use standard web conventions to navigate around each site and enter data. Along the way, youll encounter lots of buttons and arrows, drop-down lists and menus. Color is sometimes used to signify related information, while graphics and fonts are well chosen to make the sites as aesthetically pleasing as possible.

If youre a sole proprietor or freelancer, you probably dont need all the features offered by full-featured small business accounting websites. You might want to track your online bank and credit card accounts, record income and expenses, maybe send invoices, and track time worked (if youre service-based). Maybe you need to track mileage. You might need help estimating your quarterly income tax obligation, and you certainly want mobile access to your financial data.

There are numerous sites that can do a combination of these things. Theyre easy to use, inexpensive (totally free in the case of Wave), and they overwhelm you with functionality you dont need.

Our Editors Choice this year in this category goes to FreshBooks. This beautifully designed website started life as a simple onlineinvoicing application, and its since added more tools, including basic time- and project-tracking, expense management, estimate and proposal creation, and reports.

FreshBooks lacks some features that others offer, though. It doesnt help with quarterly estimated taxes, while GoDaddy Bookkeeping and QuickBooks Self-Employed do. It doesnt have its own integrated payroll-processing application like Wave does (though it integrates with payroll Editors ChoiceGustoand dozens of other related web services), and its not a true double-entry accounting like Billy is. Wave also lacks QuickBooks Self-Employeds real-time mileage tracker and it doesnt automate as many processes asLess Accounting.

Note that while we did review Less Accounging, it didnt make the cutoff for this roundup of the top ten services. The same is true ofSage Business Cloud AccountingandZipBooks.

Whether you need one of these entry-level financial management websites or your business is complex enough that you need to start with one of the small business accounting options, we think youll find that this years batch of solutions offers enough variety that you can find the right fit for your business.

While youre thinking about your money, you might also like to consider our reviews ofonline payroll servicesandtax software.

Pros:Excellent user interface and navigation. Flexible contact records and transaction forms. Customizable reports. Comprehensive payroll support. Hundreds of add-ons and integrations. New project-management support.

Bottom Line:QuickBooks is the best online accounting application for small businesses, thanks to its depth, flexibility, and extensibility. Its easy to use, well designed, and built to serve a wide variety of users, but its also pricey.

Pros:Freshbooks offers a delightful user experience that enable freelancers and SMBs to quickly invoice customers and get paid faster. Team collaboration tools, time tracking, and estimate functionality are great add ons.

Cons:Poor reporting functionality, limited features in the estimates tool. Late Fees feature could use more options.

Bottom Line:FreshBooks offers a well-rounded and intuitive time tracking, online accounting, and invoicing solution that anticipates the needs of freelancers and small businesses.

Pros:Affordable. Excellent user interface. Superior depth in records and transaction forms, including numerous custom fields. Multiple payment gateways. Good project- and time-tracking. Document management. Generous support options. Excellent mobile version.

Cons:Integrated payroll feature limited to California and Texas.

Bottom Line:Zoho Books is an excellent choice for cloud-based small business accounting, with an excellent interface, an attractive price, and a rich set of tools. Its limited payroll offering may cause some users to look elsewhere, however.

Pros:Exceptional user interface and navigation. Easily tracks expenses and income. Automatic mileage tracking. Can assign business transactions to Schedule C categories. Estimates quarterly income taxes. OCR capability.

Cons:Lacks direct integration with e-commerce sites. No data records, time tracking, project tracking, or recurring transactions. Invoices not customizable or thorough. No estimates or sales tax.

Bottom Line:The simplicity of online accounting service QuickBooks Self-Employed may make it a good fit for some freelancers and independent contractors, but others will miss standard features like time tracking, project tracking, and estimates.

Pros:Excellent user experience and dashboard. Double-entry accounting. Easy to establish different sales taxes. Supports both quotes and estimates.

Cons:Some operations involve dealing with debits and credits. No timer or dedicated time-tracking. Few reports. No full mobile app. Only one third-party add-on.

Bottom Line:Billys combination of tools and usability make it a good choice for freelancers and sole proprietors who need to track income and expenses and invoice customers. It doesnt offer a lot of reports or third-party add-ons, however.

Pros:Inexpensive. Good invoicing tools and overview. Simple time tracking. Calculates estimates for quarterly taxes. Direct integration with PayPal, Amazon, eBay, and Etsy.

Cons:No project tracking or bill payment. No individual logins for other users. Lacks multi-currency support. Minimal client information in records. No auto-categorization.

Bottom Line:GoDaddy Bookkeepings direct integration with Amazon, eBay, and Etsy make it a terrific tool for entrepreneurs who sell at those sites, but its overall bookkeeping depth and flexibility doesnt match FreshBooks.

Pros:Affordable. Thorough record and transaction forms. Approval levels. Inventory tracking. Customizable reports. Online quotes. Smart Lists. Updated expense tracking. Exceptional online support.

Cons:Payroll not available for all states. Time tracking still in beta. Lacks phone and chat help. Weak mobile apps.

Bottom Line:Double-entry accounting app Xero excels at inventory management, payroll, and many other functions critical to keeping the books of a small business.

Pros:Free, though payments and payroll incur fees. Smart selection of features for very small businesses. Excellent invoice- and transaction-management. Good user interface and navigation tools. Multicurrency. Payroll.

Cons:No dedicated project- or time-tracking features. No comprehensive mobile app.

Bottom Line:Wave is priced like a freelancer accounting application (its free) and its an excellent service for that market, but it also offers enough extras that a small business with employees could use it-with some caveats.

Pros:Simple, clean user interface. Good income and expense management. Project cost-tracking. Free email, phone, and chat support. Integrates with SurePayroll.

Cons:Doesnt use a standard dashboard. Lacks time and inventory tracking. No Android app. Few add-ons.

Bottom Line:Online accounting service Kashoos strengths are income and expense management, usability, and support. Its a simple, speedy choice for smaller businesses that dont need product inventory tracking or robust time billing tools.

Pros:Customizable dashboard. Good user experience. Capable inventory tracking. Estimates quarterly taxes. Schedule C report. Includes simple company website.

Cons:No mobile version. Recurring invoices are dispatched without review. Inflexible user permissions. Few add-ons. No built-in payroll or integration with payroll services.

Bottom Line:WorkingPoint is an easy-to-use double-entry accounting service with unique features like quarterly estimated tax calculation and a mini site builder, but it has no mobile version or payroll feature.

The Best Online Accounting Services for Freelancers

Kathy Yakal has been writing about PC applications since 1983, when she joined the editorial staff of COMPUTE! Publications. She began specializing in financial solutions in 1989, writing a newsletter for CPAs who were exploring the use of personal computers in their firms. Since then, she has contributed to numerous print and web-based publication…See Full Bio

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