There’s no shortage of accounting software available to your small business. But some are less convenient or intuitive than others. That can be a problem, especially if accounting isn’t your specialty. So what accounting software is easiest for a small business to use?

You may gravitate toward well-regarded options like QuickBooks Online—and for good reason. But what makes accounting platforms like this “easy to use?” Here’s what to look for.

What makes accounting software easy to use?

An “easy-to-use” accounting program is not necessarily a “simple” one. Depending on the nature of your business, you may well need feature-rich software with the ability to handle complex tasks to properly maintain your books.

Easy-to-use software means a clean dashboard with clear navigation and plan-language labels that can make everyday tasks easy to find. You’re not an accountant—that’s why you’re electing to use a do-it-yourself accounting program. It should also offer guided setup and helpful resources to your inevitable questions. An intuitive mobile app is a big plus, as well. You want to be able to quickly learn how to command the platform without an intensive onboarding period.

Features that matter most for beginners

No matter the size of your business, some core accounting software features exist to make your life easier—from automating otherwise manual grunt work to giving you real-time insights as to how your business is performing. Using these tools should be straightforward.

Simple invoicing and expense tracking

User-friendly accounting software should let you craft a professional invoice in minutes—or even automatically do it for you after you set up a recurring bill for a client or once a customer places an order. It may also let you quickly see who has and hasn’t paid and log any expenses without a bunch of manual input.

Look for features like the ability to upload photos of receipts, automatic categorization of expenses, and automatic expense reports. Functions like these will not only save you time day-to-day; it’ll make tax season a lot more pleasant.

Bank syncing and reconciliation

Your accounting software should be able to talk directly to your bank and credit card accounts. This is how much of the automation is accomplished, as your transactions will sync directly with the program instead of the need to add one-by-one.

Reporting without a steep learning curve

Again, learning the ropes and effectively mastering the platform shouldn’t require a doctoral degree. Even if you’ve never glanced at a financial report, you should be able to look at your program and understand what’s going on. How much money are you making? How is your cash being spent? What do you owe?

Find software that speaks to you in plain terms and makes it easy to download and share info with your accountant.

Help when you need it

There may very well be situations when you need the help of an accountant or bookkeeper—or even customer assistance from the software provider.

A number of programs even come with options to add your accountant as a user. This can help you avoid a lot of back-and-forth correspondence as you verify details and resolve issues.

Also look for platforms that have a robust support program, from a healthy library of how-to guides to built-in tutorials. Some offer live chat support with a professional to help you when you’re stumped. That’s a huge benefit, particularly in the beginning when you’re still unfamiliar with the basics.

Editor’s Picks: Top easy-to-use accounting software for small businesses

QuickBooks Online

QuickBooks Online is one of the most popular accounting platforms in existence thanks to its reputation for making everyday tasks feel approachable—from invoicing to expense tracking to payroll. It implements AI to help you categorize your transactions and match receipts, and it continually reconciles your accounts to ensure that your financial records are always current without a babysitter.

QuickBooks Online is the champion of automation, and it’s got a wide support network. If you find yourself stuck, there’s almost certainly a forum answer or a tutorial to help you along.

Xero

Xero caters to a similar small business owner as QuickBooks Online, thoroughly covering the basics. Think paying bills, sending invoices, keeping an eye on where your funds are going and how much you’ve got via syncing with your bank feed, and more.

Xero also offers “coaches” that will gladly walk you through setup as often as you like for the first 90 days after purchase. This free onboarding support is wildly helpful, and something that you certainly won’t find included with every accounting program.

We think Xero is also quite accessible in terms of price point.

Zoho Books

Delivering these same essential functions without any overcomplicating—invoicing, bank reconciliation, expense tracking, etc.—Zoho Books is another popular accounting platform. Perhaps its best feature is its proprietary client portal.

Not only does it make managing your books easier for you, but it adds convenience for your clients. The clerical minutiae is passed back and forth within a shared workspace, allowing you to manage invoices, submit and receive files, and communicate directly without creating multiple lengthy email threads.

How to choose the right small business accounting software

To choose the right small business accounting software for your needs, first assess the tasks you handle most frequently and identify the pain points. Are your employees road warriors that require diligent travel expense tracking? Do you have a need to manage inventory? Do you have several employees and find payroll to be a slog? Whatever platform makes those tasks easier, without overcharging you for tools you don’t need, is a good candidate.

Compare each program’s monthly plan costs. Again, you’ll also want to check its compatibility with other favorite tools of yours, as well as its user limits and support options. The base plan may not give you the horsepower your business accounting requires.

Also worth considering is your growth plans. The ideal software should not only service your needs today, but it should be capable of growing alongside your business with more advanced features that you can upgrade to later.

The takeaway

“Easy-to-use” accounting software doesn’t mean it’s a sparse, lightweight program. It simply means its features are comparatively self-explanatory and its user interface is intuitive. It’s accessible for beginners who don’t know their way around a financial dashboard. It should also have a healthy amount of customer support and help articles to provide aid when you need it.

Frequently asked questions

Is there free accounting software that’s easy to use? 

Yes, there is free accounting software that’s easy to use. But options like these are typically bare-bones and won’t be able to cover the basic needs of most small businesses. For example, QuickBooks Free mainly offers tracking of your income and expenses, creation of two invoices per month, and the ability to run a profit and loss report.

Do I need bank syncing in beginner accounting software?

While not a strict requirement, most small businesses should consider bank syncing a non-negotiable. It can save you lots of time by automatically importing transactions—cutting down on manual input and the potential for errors.

Can accounting software do my taxes for me?

Accounting software can’t do your taxes for you, but many programs can help to make tax season easier by organizing your income and deductible expenses.

Is QuickBooks Online worth the cost for a small business?

It depends on your unique situation, but QuickBooks Online can absolutely be worth the cost for a small business. Its advanced automation and simple user interface can save you an incredible amount of time—meaning it can effectively pay for itself in a hurry.

Can I switch accounting software later if I outgrow it?

You can switch accounting software later if you outgrow your current platform. Most programs let you export your data and offer migration tools to make the process smooth.