The software matters less than whether someone keeps it reconciled — but the choice still shapes what is easy. The main differences are not features on a comparison chart. They are what the entry plan excludes (bank feeds, bill counts, clients), how payroll is added, and whether the accountant you work with already uses it.
Prices below are each vendor's regular monthly list price. Most were running introductory discounts on the day we checked; those change often, so we have left them out. Check the vendor's page before you buy.
What we compared
- Bank feeds and reconciliation on the plan you would actually buy. Without automatic bank feeds, every transaction is typed or imported by hand.
- Limits that bite. Invoice, bill, client and user caps on the lower tiers.
- Payroll. Whether it is built in, an add-on, or a separate product.
- Checked on the vendor's own site. Every price and limit here comes from the vendor's pricing page. We could not load Sage's US pricing pages, so Sage is not included.
The five platforms
1.QuickBooks Online
Best for: Most small businesses, and anyone whose accountant already works in it
The platform most US accountants and bookkeepers work in, which matters more than any single feature: your books, your accountant and most third-party apps already speak to each other. Plans run from a restricted free tier to Advanced for larger teams.
- Regular list prices: Simple Start $38/mo, Essentials $85/mo, Plus $140/mo, Advanced $340/mo.
- Simple Start: 1 user plus access for 2 accountants. Essentials: 3 users. Plus: 5 users.
- A $0 tier exists, limited to 1 user, 2 invoices a month, 1 bank connection and no accountant access.
- Intuit stopped selling most QuickBooks Desktop editions to new US subscribers after September 30, 2024.
2.Xero
Best for: Businesses that want unlimited users on every plan
Xero does not charge per user, which suits a business where several people need access. The entry plan caps invoices and bills, so most active businesses land on the middle tier.
- Regular list prices: Early $25/mo, Growing $55/mo, Established $90/mo.
- Early is limited to 20 invoices and 5 bills. Automatic bank reconciliation starts on Growing.
- Receipt and bill capture (Smart Document Capture) is included on every plan.
- Payroll is an add-on, Xero Payroll powered by Gusto, listed at $36/mo plus $6 per employee or contractor.
3.Zoho Books
Best for: Businesses already using other Zoho apps, or on a tight budget
A full double-entry system with a genuinely usable free plan and lower paid tiers than the two leaders. Bank feeds start on the first paid plan.
- Free plan: 1 user plus 1 accountant; no bank feeds.
- Standard $20/mo billed monthly ($15/mo billed annually); adds bank feeds, period locking and 1099 e-filing.
- Payroll is a separate product, Zoho Payroll.
4.FreshBooks
Best for: Service businesses and freelancers who live in invoicing
Built around invoices, time tracking and client billing. Plans are capped by the number of billable clients, and the entry plan does not include bank reconciliation — check which tier you need before comparing prices.
- Regular list prices: Lite $23/mo, Plus $43/mo, Premium $70/mo.
- Billable clients: Lite 5, Plus 50, Premium unlimited.
- Bank reconciliation and automatic receipt capture start on Plus.
- Payroll add-on listed at $40/mo plus $6/mo per person.
5.Wave
Best for: Very small businesses that mainly need invoicing
Wave's free Starter plan covers invoicing and basic bookkeeping records. Automatic bank imports and receipt scanning are paid: they come with the Pro plan or, for receipts, as an add-on.
- Starter: $0. Pro: $19/mo or $190/yr.
- Starter has no automatic bank import; receipts cost $8/mo on Starter and are included in Pro.
- US payroll listed at $40/mo base plus $6 per employee and $6 per contractor paid.
Side by side
| Platform | Lowest paid plan (regular) | Bank feeds on that plan | Payroll |
|---|---|---|---|
| QuickBooks Online | $38/mo | Yes | QuickBooks Payroll, separate subscription |
| Xero | $25/mo | Yes (manual reconcile) | Gusto-powered add-on |
| Zoho Books | $20/mo | Yes | Zoho Payroll, separate |
| FreshBooks | $23/mo | No reconciliation until Plus | Add-on |
| Wave | $19/mo (Pro) | Yes on Pro | Add-on |
Regular monthly list prices from each vendor's US pricing page, checked September 23, 2026. Introductory discounts, annual-billing prices and taxes are not shown.
How to choose
- Ask your accountant or bookkeeper what they work in. Sharing one file is worth more than a cheaper plan.
- Price the tier you will need in a year, not the one you need today — caps on invoices, bills and clients are where the entry plans stop working.
- Decide how payroll will run before you choose. Some businesses keep payroll on a separate platform and connect it; that works, as long as someone reconciles the two.
- Switching later is possible but not free: history migrates imperfectly, and the first months after a move need extra reconciliation.
General information, not advice for your specific situation. Tax rules, prices and product features change, and firms change what they offer — check with the provider before relying on anything here, and talk to us or another qualified professional before acting on it.
