It’s next to impossible to have a conversation about bookkeeping without bringing up Quickbooks. It’s the number one bookkeeping software on the market and almost everyone uses them.

But are they really the best choice? What are the real pros and cons of QuickBooks Online? 

Let’s get to the bottom of the Quickbooks Online pros and cons so you can be fully informed before jumping into bookkeeping with this software. 

What is QuickBooks Online?

QuickBooks Online is a cloud-based accounting software designed to help small to mid-sized businesses manage their finances. It allows business owners and accountants to track income and expenses, create invoices, manage payroll, and generate financial reports from anywhere with an internet connection.

Pros of Quickbooks Online for Small Businesses

quickbooks online pros and cons

There are a lot of excellent things about Quickbooks Online—especially for all you small business owners out there. 

#1: 30-day full access free trial.

Yup, you read that right. You can test out all the bells and whistles of QuickBooks Online for a full 30 days—free. That means you can take the time to see how it fits with your business, and only pay if you’re ready to commit. No pressure!

#2: Comprehensive features that do it all.

Invoicing? Check. Reporting? You bet. Record-keeping? Absolutely. QuickBooks Online is packed with features that make bookkeeping a breeze, from detailed reports to tracking your inventory and everything in between. 

#3: Access to reporting that your CPA will thank you for.  

Not all reports are created equal, but QuickBooks Online takes reporting seriously. They allow you to customize tags, create every report under the sun, and allow you to track trends, costs, and savings. Your CPA will be thanking you come tax time. 

#4: Incredible inventory management (only plus or advanced plan). 

If your business is product-based it’s worth getting the plus or advanced online plan. You’ll be able to track inventory, set reorder points, create purchase orders, and sync with platforms like Amazon or Shopify.

#5: 750+ app integrations.

Quickbooks Online integrates with over 750 apps. You’ll be able to run your business smoothly across platforms like Amazon, Shopify, payroll companies, and even your bank. Sync financial data, manage payroll, generate reports—basically, turn your to-do list into a done list.

#6: Mobile app.

On the go? No problem. QuickBooks Online’s mobile app keeps you connected to your finances no matter where you are. Manage your books, track expenses, and keep things running smoothly, even if you’re away from the desk.

#7: Easily share your books with your accountant. 

Sharing your books with your accountant has never been easier. With QuickBooks Online, you can collaborate in real time, making sure your numbers are always in check and ready for tax season—no more last-minute scrambling!

#8: Add-ons: Quickbooks Live and Quickbooks Time

QuickBooks Live connects you with pro bookkeepers to keep your finances tidy, while QuickBooks Time helps you track employee hours, syncing directly with your QuickBooks account for payroll management. 

Cons of Quickbooks Online

cons of quickbooks online

There are a lot of things we love about Quickbooks online—they aren’t ranked #1 for no reason. However, there are key things to be aware of before rushing into a subscription. Here are the cons of Quickbooks online to watch out for:

#1: Price blocks.

QuickBooks Online pricing starts at $35 per month for the Simple Start plan, which offers only one user account and lacks essential features like billable hours tracking, bill pay, and inventory management. 

To access features like bill pay or inventory management, you’ll need to upgrade to higher-tier plans (Essentials at $65/month or Plus at $99/month). While QuickBooks offers robust features, its pricing can add up quickly, especially when compared to competitors like Xero and FreshBooks.

#2: Account user limits.

QuickBooks Online caps account users at 1 for the simple plan and 25 for their most expensive plan. In comparison, competitors like Xero allow unlimited users across all plans, making it a better option for growing businesses.

#3: Large learning curve.

Your CPA and accountant might love Quickbooks, but that’s because they eat, sleep, and breathe it. The software’s complexity means that you’ll need to invest time in tutorials or consult with experts to get the most out of it, especially if you’re new to accounting software. 

In Quickbooks there’s no such thing as an undo button—once you’ve clicked something it’s gone forever and you’ll need expert knowledge to future out how to undo it.

#4: System instability and crashes.

Users have reported issues with QuickBooks Online’s system stability, including occasional crashes or slow performance. This is obviously frustrating if you’re in the middle of a critical business task and suddenly left with a blank screen. 

#5: No customer service support.

While QuickBooks Online offers several support resources like tutorials and community forums, direct access to professional support is limited. They don’t readily provide a customer support helpline and instead prefer you find the answer on their forums. It can definitely be frustrating. 

#6: File size limitations.

QuickBooks Online has limitations on file size and the number of transactions it can handle efficiently. If your business processes a high volume of transactions, this is a significant drawback.

#7: Data backup issues.

While QuickBooks Online does offer cloud storage, users have noted that data backups aren’t always guaranteed. This means there’s a risk of losing crucial business information if something goes wrong.

#8: Limited invoice customization. 

QuickBooks Online lacks robust invoice design tools. If you’re looking for highly customizable invoices to reflect your brand or specific business needs, you’ll need to use a third-party solution.

Quickbooks Online Alternatives

cons of quickbooks online

Quickbooks online isn’t your only option for bookkeeping services. Check out these Quickbook online alternatives to find the best fit for your business.

Bookkeeping Software Price Highlights
Xero $15 per month and up Affordable, simple, and intuitive with features similar to QuickBooks, but at a lower cost.
FreshBooks $19 per month and up Great for freelancers, with affordable plans and solid features for small businesses.
Wave Financial Free and up Free accounting and invoicing software, ideal for small businesses on a budget.

QuickBooks Pros and Cons: Frequently Asked Questions

What are QuickBooks good for? 

QuickBooks is ideal for small to medium-sized businesses looking for easy-to-use accounting software that handles invoicing, expense tracking, payroll, and tax preparation. It’s great for managing finances, generating reports, and streamlining bookkeeping tasks.

Do accountants prefer QuickBooks? 

Yes, many accountants prefer QuickBooks for its robust features, user-friendly interface, and seamless integration with other financial tools. Its widespread use in the accounting industry makes it a common choice for both professionals and business owners.

Who should not use QuickBooks Online? 

QuickBooks Online may not be suitable for large businesses with complex accounting needs or those requiring industry-specific features, like manufacturing or eCommerce management. It may also be too costly for very small businesses or startups on a tight budget.

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