Best QuickBooks Alternatives for Small Business Owners in 2025

If you run a small business or work as a contractor, you have probably used QuickBooks at some point. It’s a popular accounting tool, but it’s not always the best fit for how you actually work. Maybe it feels too complex, too expensive, or not mobile enough for your day-to-day jobs.

There are other simpler tools designed for the way you work in the field, not just at a desk. These apps help you manage invoices, track payments, and keep your business organized without getting lost in accounting menus.

Key Takeaways

• QuickBooks remains popular, but many contractors and small business owners now prefer simpler tools.
• Cloud-based platforms help save time, improve accuracy, and reduce manual admin work.
• Mobile access and offline functionality make accounting more reliable for field-based businesses.
• Transparent pricing and ease of use have become bigger priorities than advanced accounting features.
• Collaborative features and real-time access support better communication between owners and accountants.
• Automation helps small teams stay organized, maintain cash flow visibility, and cut down on repetitive work.

1. Tofu – Best for Contractors Who Work or Payroll on the Go

Tofu is a mobile-first invoicing and payments app built for tradesmen, contractors and small business owners who spend most of their time in the field. It helps you manage invoices, send estimates, and collect payments directly from your phone. The mobile app focuses on features like simplicity, speed, and reliability, keeping every task just a few taps away.

Key Features of Tofu:

• Instant Invoicing: Create professional invoices in seconds using saved client details and reusable templates.
• Estimates That Convert: Send job estimates quickly and turn them into invoices once approved.
• Built-In Payments: Accept card or bank payments through Stripe and track all transactions in one view.
• Offline Functionality: Keep working even without internet access. Invoices and payments sync automatically once reconnected.
• Client Management: Store contact information, payment history, and notes in one place for easy follow-up.
• Cross-Device Access: Switch between phone, tablet, or laptop while keeping your data synced and secure.

Best For:

• Independent Contractors: Professionals who manage their own billing while working across multiple client sites.
• Small Business Owners: Those who want reliable payment and invoicing software that work without complex accounting features.
• Field Teams: Crews that need shared access to client details, invoices, and payments without slowing down operations.

Pricing:

• Plus Plan: $9/month
• Premium Plan: $13/month

TIP:

Tofu gives individuals the tools they need to create invoices while working in the field.

• Invoice Generator: Build and send professional invoices directly from your browser in just a few clicks.
• Industry Templates: Customizable invoice templates designed for different trades, ensuring every document looks professional and accurate.

Pros and Limitations of Tofu:

2. Freshbooks – Best for Service-Based Small Businesses

FreshBooks is a cloud accounting tool designed for small businesses that value simplicity in managing invoices, time tracking, and expenses. It replaces complex accounting processes with an interface built for everyday work. You can track billable hours, convert them into invoices, and receive payments faster, all in one place.

Key Features of Freshbooks:

• Time Tracking Linked to Invoices: Tracks hours automatically and adds them to invoices for accurate billing.
• Expense Management: Records expenses, attaches receipts, and categorizes spending.
• Automated Payment Reminders: Send reminders to clients and reduce the time spent following up on unpaid invoices.
• Mobile Access: Lets you manage invoices, clients, and reports from your phone, keeping work accessible anywhere.
• Reporting Tools: Generates financial summaries and project profitability insights to help you monitor growth.
• Client Portal: Offers clients a private dashboard to view invoices and make payments securely.

Best For:

• Freelancers and Service Professionals: Individuals who bill by the hour and want accurate time tracking and invoicing in one place.
• Small Teams: Businesses that manage projects, expenses, and payments together without needing a full accounting setup.
• Consultants and Agencies: Firms that rely on detailed reports and clear project-based billing for multiple clients.

Pricing:

• Lite Plan: $10.50/month
• Plus Plan: $19/month
• Premium Plan: $32.50/month

Pros and Limitations of Freshbooks:

3. Wave – Best Free Accounting Software for Solo Operators

Wave is a free accounting and invoicing platform created for freelancers and small business owners who want essential financial tools without monthly fees. It covers invoicing, expense tracking, and basic accounting functions while keeping everything simple to use. Its zero-cost structure makes it a strong alternative to QuickBooks for those who need straightforward bookkeeping without premium pricing.

Key Features of Wave:

• Free Core Accounting: Provides invoicing, income tracking, and expense management at no cost.
• Customizable Invoices: Allows branded invoices with line items, payroll taxes, and payment options.
• Online Payments: Accepts card and bank payments directly from invoices through Wave Payments.
• Receipt Scanning: Uploads and records receipts to keep expenses organized in real time.
• Basic Reporting: Delivers simple profit and loss, cash flow, and balance sheet reports for financial clarity.
• Automatic Bank Connections: Syncs transactions from linked accounts to reduce manual data entry.

Best For:

• Freelancers: Professionals who want to manage basic accounting and invoicing without complex features.
• Solo Contractors: Individuals handling small projects who need an affordable way to stay organized.
• Microbusiness Owners: Businesses with limited transactions that prefer a free, easy-to-use accounting platform.

Pricing:

• Starter Plan: $0/month
• Pro Plan: $19/month

Pros and Limitations of Wave:

4. Zoho Books – Best for Small Teams That Need a Scalable Accounting Platform

Zoho Books is a cloud-based accounting solution designed for small businesses that want automation and growth-ready features. It offers a complete set of tools for invoicing, expense tracking, banking, and reporting while keeping the interface clear and easy to navigate.

Key Features of Zoho Books:

• Automated Workflows: Reduce repetitive tasks by setting rules for invoicing, reminders, and payment follow-ups.
• Multi-User Access: Supports team collaboration with defined roles and permissions, enabling the management of approvals and entries.
• Client and Vendor Management: Keeps detailed records of transactions, payments, and communications in one dashboard.
• Comprehensive Reports: Generates tax summaries, profit and loss statements, and cash flow reports for quick insights.
• Bank Reconciliation: Automatically syncs your bank accounts to categorize and match transactions.
• Inventory Tracking: Tracks stock levels and purchase orders for businesses managing physical products.

Best For:

• Growing Small Businesses: Teams planning to scale their client base and operations while keeping accounting streamlined.
• Service Providers: Businesses that need recurring billing and project-based financial tracking.
• Companies with Multiple Users: Teams that benefit from defined access controls and built-in approval processes.

Pricing:

• Free Plan: $0/month
• Standard Plan: $20/month
• Professional Plan: $50/month
• Premium Plan: $70/month

Pros and Limitations of Zoho Books:

5. Xero – Best for Growing Businesses with Accountants

Xero is a cloud-based accounting platform designed for small and mid-sized businesses that require flexibility and collaboration in managing their finances. It stands out as a strong QuickBooks alternative because of its simple interface, unlimited users, and real-time collaboration features.

Key Features of Xero:

• Unlimited Users: Let multiple users access financial data at the same time, with permissions for different roles.
• Real-Time Collaboration: Allows you and your accountant to view and update the same reports instantly without file sharing.
• Smart Bank Reconciliation: Matches bank transactions automatically and reduces manual entry.
• Expense and Project Tracking: Monitors project costs, billable hours, and team spending to maintain clear profitability insights.
• Cloud Reporting: Provides live financial dashboards and custom reports that update as transactions occur.
• Third-Party Integrations: Connects with over 1,000 business apps for payroll, payments, and CRM functions.

Best For:

• Businesses Working With Accountants: Companies that rely on collaborative access for bookkeepers and finance partners.
• Mid-Sized Teams: Teams that need multiple logins and shared visibility into financial data.
• Companies Seeking Cloud Flexibility: Businesses that prefer managing accounts from any device without syncing issues.

Pricing:

• Starter Plan: $29/month
• Standard Plan: $46/month
• Premium Plan: $69/ month

Pros and Limitations of Xero:

6. Bonsai – Best for Freelancers and Project-Based Work

Bonsai is an all-in-one business management tool designed for freelancers, consultants, and creative professionals who want to manage contracts, projects, and payments from a single dashboard. It stands apart from QuickBooks by combining invoicing, proposals, time tracking, and client management in one platform.

Key Features of Bonsai:

• Integrated Contracts and Proposals: Creates legally vetted contracts and customizable proposals for clients.
• Invoicing and Payments: Generates professional invoices and supports multiple payment options, including credit cards and ACH transfers.
• Time and Task Tracking: Logs billable hours and tracks project tasks to simplify billing accuracy.
• Client Management: Stores project details, communication records, and payment history in one workspace.
• Expense and Tax Tools: Categorizes expenses and provides tax estimation tools for freelancers managing multiple clients.
• Workflow Automation: Sends reminders, triggers recurring invoices, and automates routine follow-ups.

Best For:

• Freelancers: Professionals who manage client projects from proposal to payment.
• Consultants and Agencies: Teams that combine service delivery, billing, and client management under one system.
• Creative Professionals: Designers, marketers, and writers who need an organized, contract-ready workflow.

Pricing:

• Basic Plan: $15/user/month
• Starter Plan: $25/user/month
• Premium Plan: $39/user/month
• Elite Plan: $59/user/month

Pros and Limitations of Bonsai:

How Do These Tools Compare Side-by-Side?

Every accounting platform serves a different purpose, depending on how you manage work, clients, and finances. Some focus on mobile speed, while others support detailed reporting or team collaboration. Here's how these tools differ in features, pricing, and usability.

Why Many Contractors and Small Business Owners Look Beyond QuickBooks

QuickBooks has long been the go-to accounting tool for small businesses. But it isn’t designed for field-based work where simple and fast workflows matter most. The way you manage jobs, payments, and clients often demands something faster and more flexible. Here’s why many are switching to easier tools that fit how they actually work:

• Too complex for daily use: QuickBooks includes advanced accounting features that many contractors never use. Small businesses that need invoicing usually feel overwhelmed by tools designed for full-scale accounting instead of daily operations.
• High costs that add up over time: Subscription fees, add-ons, and payment processing costs can make QuickBooks expensive. Many small businesses pay for features they rarely use, and studies show that half of enterprises waste over 10% of their budget on unused SaaS tools. Leaner software often proves more budget-friendly while still covering essential functions.
• Limited mobile experience: For field-based professionals, mobile usability is essential. Many users report delays or missing features in QuickBooks’ mobile version, which slows down invoicing and payments when working outside the office.
• Long setup and steep learning curve: Setting up accounts, syncing bank accounts, and managing integrations requires time. That can delay productivity for small teams who need to move fast.
• Not built for field conditions: Contractors often work in areas with poor connectivity or limited access to laptops. A tool that requires internet or desktop access makes it harder to manage invoices or track expenses in real time.
• Harder to adapt as you grow: QuickBooks fits best once teams have dedicated accounting staff. For smaller operations, scaling up means finding software that keeps things simple while supporting more clients and jobs.

What Should You Look for in an Alternative to QuickBooks?

The best accounting software feels like it was built for the way you work. It helps you manage money, clients, and jobs without adding extra steps. When comparing QuickBooks alternatives, focus on what supports your day-to-day work, rather than what looks impressive on a feature list.

• Ease of use in daily work: A good tool feels natural from the first login. You should be able to create invoices, check payments, or review expenses without digging through layers of settings.
• Transparent and predictable pricing: Clear pricing helps you stay in control of your budget. The right platform avoids hidden fees, paid add-ons, or expensive upgrades that appear after you sign up.
• Mobile access that actually works: Reliable mobile access lets you manage your business needs wherever you are. For contractors needing invoicing software, it means checking client details, sending invoices, or tracking payments right from the job site.
• Offline capability for field conditions: Work doesn’t stop when the internet drops. The right app continues to function offline and syncs your data automatically once you’re connected again.
• Scalability without complexity: Growth should feel simple. The best software expands with your workload and team size while keeping the same easy experience.
• Integrations that save time: Smooth connections to payment systems, client databases, or accounting exports keep everything in one place. When tools work together, you spend less time entering data twice.

What’s the Smartest Way to Switch from QuickBooks?

Moving from QuickBooks Online or QuickBooks desktop to a new accounting tool can feel like a major step, but a smooth transition begins with understanding how your data fits into the new system. Most modern platforms now include import tools that simplify the transfer of client details, invoices, and transaction history.

A few steps make this process more efficient and help you keep financial data accurate:

• Review existing records: Checking your chart of accounts, reconciling balances, and closing old invoices before exporting data prevents issues later. Clean data imports faster and improves long-term reporting accuracy.
• Export from QuickBooks in common formats: Most alternatives accept CSV or Excel files for clients, invoices, and expense data, helping you carry over only what you still need.
• Verify data once imported: Reviewing totals, client lists, and payment histories after import helps confirm that everything aligns before you resume regular billing or reporting.
• Use available migration support: Many modern accounting platforms offer onboarding teams or migration assistants to guide the setup. These tools reduce the time it takes to get back to normal operations.

A well-timed and organized transition lets you maintain accuracy while freeing your business from complex workflows. With the right preparation, switching from QuickBooks can help you work faster and manage finances with greater clarity.

Final Thoughts: Best QuickBooks Alternatives for Business Owners

The right accounting tool can simplify how you manage clients, payments, and cash flow. Each QuickBooks alternative offers a unique advantage, whether it’s automation, team collaboration, or mobile convenience. The growing demand for flexibility has reshaped what business owners expect from accounting software.

Choosing software that fits your workflow can help you stay focused on operations instead of bookkeeping. Simpler tools often lead to faster payments, better organization, and fewer mistakes in financial reporting. 

FAQ

What features matter most when choosing a QuickBooks alternative?

Ease of use, transparent pricing, mobile accessibility, and offline functionality are top priorities. Tools that integrate payments and automate basic tasks help save time and reduce manual errors.

How do QuickBooks alternatives handle invoicing and payments?

Most alternatives allow you to create branded invoices, send them instantly, and collect payments through cards, ACH, or mobile wallets. Many tools also automate payment reminders to reduce delays and improve cash flow.

Can you import data from QuickBooks to a new platform?

Most alternatives support importing client details, transaction history, and invoices using CSV or Excel files. Some also offer migration support to ensure your data moves over accurately.

What are the main cost differences between QuickBooks and its alternatives?

QuickBooks plans can exceed $30 per month, while alternatives like Tofu start at just $9 per week. This difference helps smaller businesses save on recurring software costs.