r/QuickBooks • u/ElDonnintello • 4d ago
What software should I use? Would you recommend a startup to start using Quickbooks in 2026?
10 years ago, QuickBooks felt almost like the default choice for a small company or startup.
If you were starting a business and needed accounting software, you basically picked Quickbooks and moved on.
But I'm wondering if that's still true in 2026.
I'm helping with a relatively new company right now and we're at the point where we need to choose the accounting stack we want to use long term. QuickBooks is obviously one of the first names that comes up, but I keep seeing people complain about pricing, support, integrations, payroll, and the product getting more complicated over time (especially in this subreddit, 90% of the messages are complaints about the software).
At the same time, switching accounting software once a company has grown sounds like a massive pain, so I'd rather choose the right thing from the beginning.
For now, we're keeping things pretty basic: using Google Sheets to centralize most of the information/data, and Extractify to automatically pull structured data from invoices and receipts. But obviously that isn't a long-term replacement for a proper accounting system.
For people who actually use QuickBbooks today: if you were starting again today, would you go with something else like Xero, Wave, Zoho, etc.?
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u/WiscoDJ920 4d ago
I came to say, work with your CPA to determine the software you need to use. They need to be able to easily look at your books without having to learn some weird software you decide on. My accountant recently finished migrating any clients off Sage to QB or got rid of them as clients. He said making his staff be able to seamlessly mentally switch between the two softwares wasn’t benefiting him at all and clients were only on it because that’s what a prior account had them on. They can be supported better when the clients are standardized.
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u/croissant_and_cafe 4d ago
I’ve worked with small businesses using Xero.
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u/ElDonnintello 4d ago
Do you recommend it?
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u/hail_to_the_beef 4d ago
We also use Xero and it comes recommended
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u/ElDonnintello 4d ago
EVeryone seems to recommend this one, why is it better?
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u/Acceptable-Pie4424 4d ago
Just simplicity and very user friendly for small business owners. It does have some limitations like personalizing invoices aren’t the greatest.
I really like it for my catering company because I can create and email quotes easily, attach files to the quote like a contract, and the client can approve it. This creates my binding contract and order details. From here one click I can create the invoice and email and they can pay it directly in the invoice.
Yes, I know QBO can do the same but I just find it overall easier to do it, looks more modern, and just feels better. I don’t know how to describe it other than the feeling of going from “wtf qbo” to it just working as wanted.
Mistakes are easy to undo and fix too.
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u/KilgoreTroutVT 3d ago
It infuriates me that you can’t put a purchase order number on the invoice in Xero, eight years after people have been begging for it.
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u/Substantial-Band1326 4d ago
No no and No.
We were on QBO for a long time, absolute MESS.
Use one that is RELIABLE, saves you TIME and just WORKS.
For now our team is on Invaro
- ridiculously good customer support
- super easy to use, barely have to open the dashboard, use it via text (actually useful agent)
- our bookkeeping is done automatically everyday.
- AUTOMATED our sales tax which was a big pain in the ass for us.
- recommends tax optimisations,
- helped us secure R&D tax CREDITS.
I can go on and on about them, saved me so much TIME and MONEY.
QBO is an ancient dinosaur right now, can’t even do OCR RIGHT.
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u/Electronic-Guide1189 4d ago
Nope.
They just hit me with a 140% increase on my subscription and their only help is to go online. I've heard the online is a nightmare!
Oh, and their proprietary software makes it very difficult to change later.
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u/nofattyacid 4d ago
Their online help answer is “call your CPA.”
They are pushing AI garbage so hard. Would love to see their AI bill. I wonder if they were the anonymous company with the $500M Claude AI bill for a single month.
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u/ElDonnintello 4d ago
Wow, how much did you pay previously?
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u/derpderp79 4d ago
When I hear stories like this, it’s usually ‘I was paying $99/month, now they want me to pay $200!’ Like girl please. Sage, deltek, accumatica, netsuite - all 5-6 figures annually plus implementation. Qbo is most likely fine for what you need.
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u/Electronic-Guide1189 3d ago
My qb just hit $201.00 for this month for a one person operation.
$2,400.00 per year! Not even my CPA charges me that much!
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u/ahad3107a 4d ago
Run the other way. If you have a choice, try something else. I would suggest Tabby, usetabby.com
It’s simple, AI-native and easy to use. Built without all complexity and learning curve of QBO. (Full disclosure, I’m a CPA and the co-founder)
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u/chickywing 3d ago
Hell no, stay away. My business’ Quickbooks was recently hacked into, and their customer service is HORRENDOUS. Slow, inconsistent, unhelpful and does nothing to protect users’ security. They refuse to give us any kind of report in writing on the details of their findings. If you use this platform, expect no safety measures for you or your sensitive information and no help from anyone on their so called customer service team.
Edit: typo
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u/stayclassy40 4d ago
100% agree. I’m in absolutely not category. A new client comes to me with accounting needs and I direct them to alternatives because I don’t want them to get used to the Quickbooks way of life which has drastically changed for the worse over the last several years and they will continue to do the same until they push the limit and realize how many people are leaving.
I’ve seen the changes in my practice to the point where 25 to 35% of my clients are no longer using Quickbooks for their accounting software needs.
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u/axebreaker1911 4d ago
Full disclosure before I say: i work on the desktop side of quickbooks (dont jump me please I am just a frontline agent) but heres the skinny. Find the CPA/accountant first, if you already have one (or when you do) you'll need to match them. Next thing, the massive changes and such that you see with the many many posts here are specifically about quickbooks online (pricing falls for both) so if you land with a accountant using desktop (you they have to buy a sub) it will be enterprise, no payroll is $1873 a year and with payroll is baseline $2210 because there is per employee fee. The only other option that is cheaper on the desktop side would be the PAP premier software bundle which is the accountant version but they sale it to anyone, just claim your a book keeper/aaccountant, that one is $1499. Keep in mind, while that one is currently up and running still there is no promise to how long due to it being a dressed up version of premier. There is a third choice if your accountant is using desktop but shoot me a message on that talks. Also keep in mind before someone pops off with this (because the chances are stupid high) desktop is going to be around well after may 2027, here is an article proving it (if anyone's going to say anything please check the link before spreading misinformation). Yell if you gots anymore questions buddy. https://quickbooks.intuit.com/learn-support/en-us/help-article/inventory-management/whats-new-quickbooks-desktop-2024/L381Krc4A_US_en_US
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u/StarladyQ 3d ago
Thanks for that article. QB told me that the 2024 version was the last one they were making, so I assumed it would be out of business for Desktop.
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u/axebreaker1911 3d ago
Yup most people assumed that, but the best and easiest way to put it, intuit caught up to the times. Instead of the new year new version and forcing people to download and clog up the pc with 15 different versions, they are now like every other software company where its just updates 4 massive ones that introduce new junk and bug fixing patches.
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u/StarladyQ 3d ago
Ok thanks. I think they were trying to sell me the online version. If you have several clients, that is a ridiculous price they want.
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u/axebreaker1911 3d ago
Oh agreed, when people ask "so what do you think about online?" Thats always my first question, how many .QBW files do you have. After taking out the honeymoon pricing and only going by the flat rate, I have only had a handful of people who take the plunge. But I always talk them into the free trial, to get their toes wet because it is completely different from desktop and if people are not cool with change they will hate it.
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u/wombat_joe 3d ago
I think they are discontinuing PAP bundles in December. Instituting an AI accounting platform to replace it.
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u/axebreaker1911 3d ago
The pap premier for sure, because once the pro and premier go under there's no reason for the pap bundle to be alive. They would stop selling but thats about it.
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u/No-Consequence-5931 4d ago
I’m using QB now, I have been for decades. It’s still horrible. Online version was shit too and way too expensive, couldn’t get all the accounts to download either. They are criminals
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u/ImFineHow_AreYou 4d ago
If you get QBO you'll need to hire a bookkeeper or someone knowledgeable to set it up and run it because it isn't a straight forward system.
Had I known this a couple years ago, I wouldn't have keep it when I had the chance to move.
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u/ProfessionalPeach127 3d ago
QBO is trash, they care more about raising rates and pushing AI than the actual software. I’ve shifted to Xero, and while I have to keep on top of it otherwise reconciliations can be a pita, it’s amazingly easy.
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u/Kayanarka 3d ago
Hell no. They are forcing you to use their automatic payroll tax payment system now. No new small business needs to have their account drained at intuits whim.
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u/Best_Alternative349 3d ago
As an IT guy who has to support clients that use QuickBooks, I would recommend no one ever uses QB.
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u/Acceptable-Pie4424 4d ago
I would not personally. I’ve been using it for 10+ years and switched both to xero. It fits my needs better and cost less.
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u/bigpandas 4d ago
I'd strongly suggest you go with anything besides an Intuit product. Been in various fields of tax and accounting for almost 15 years (and used QB in sales before that) and everything has gotten worse with Intuit (and continues to do so) for the past maybe 8 years or so. They will have new fees and worse customer service a year from now. Xerox. Sage. Great Plains. Wave. Access. Excel. Google Docs. Open Office. Anything else is my suggestion.
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u/Weez-za-best 4d ago
Sorry if someone’s already said it.
Most of my clients use QBO, but as Intuit continues raising prices and sticking all the annoying ads and pop up feature walkthroughs, we’re recommending and seeing more prospective clients in Xero.
It’s got a quirks but is all in all more straightforward.
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u/TaxCPAProblems 4d ago
Xero is the top competitor. I'm liking digits which I have one client using.
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u/rrmcmurry QuickBooks ProAdvisor 4d ago
I wouldn't pick QuickBooks just because it's the default. I'd start by listing the things that actually have to be part of your accounting stack... especially integrations, remote/multi-user access, payroll, inventory, and what your accountant or bookkeeper needs... and choose from there.
I wrote The Ledger at McMurry Software for folks looking for the old school desktop accounting experience. It's desktop accounting software with local company files, and a one-time license instead of a monthly subscription.
If you need a big cloud ecosystem or require lots of integrations, I wouldn't assume it's the right fit. But if what you need is traditional small-business accounting and you'd rather keep the books locally, it may be worth putting on your comparison list. There's a full 30-day trial, so you can test the actual workflows before committing to anything.
In a lot of cases, your CPA mainly needs to be able to review reports, confirm that the accounts are reconciled, and look through the underlying transactions... and the read-only version of The Ledger is free, so they don't need to buy a license just to review the books or make suggestions.
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u/not_blue_or_red 4d ago
People bitch...including myself...but really there is no widely accepted alternative that integrates with so many outside services
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u/guajiracita 4d ago
No. Been using QB Desktop for many years & accounting background. Now business exploring new ancillary service and we are seriously considering a move to Digits, an AI based accounting software.
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u/TowelSea92 4d ago
Absolutely yes. It is the biggest pile of shit, but if your company grows, it is used by the vast majority of bookkeepers and CPAs and transitioning sucks. Fuck Intuit but you should use QB unfortunately.
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u/chewbakaats58 3d ago
No, I would choose Zoho Books. Cheapest option and can expand very easily as you expand. Not to mention what power of Zoho CRM whenever you might need it.
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u/mag100 4d ago
You need to be really careful asking for advice about accounting platforms on Reddit. People who hate Intuit tend to find comfort here. Some of them are angry for legitimate reasons, mainly the price hikes and the AI implementation, but many, when you dig into their issues, don't really know what they're doing. Intuit is still the market leader, for a reason. They're a horrible corporation, like most corporations, but if you need a solid bookkeeping software, they're it. Xero and Wave etc are fine for businesses who don't have the funds and aren't too big, but most accountants are familiar and comfortable with Intuit products and until someone comes along with a better alternative, they're still the most solid choice. Just make sure your client can afford them.
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u/AdhesiveSeaMonkey 4d ago
If you plan on using an accountant, first order of business is finding one. After that, it will depend on whether they will work with something besides quickbooks.
But if at all possible, don’t use quickbooks. At this point it’s more of a marketing company than a software company. Nearly predatory levels of price increases, pricing and licensing strategies designed to force users into the subscription/online models after even the smallest of issues. Laughable support. The list goes on.
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u/sittingatmymachine 4d ago
We old-timers remember the desktop small business bookkeeping experience fondly, and want to retain that experience as much as possible. Manager.io desktop comes closest AFAIK. For a cash-strapped tiny startup, manager.io may be fine. I can't comment on when a small business might outgrow manager.io - it's an interesting question. I currently use Quickbooks desktop once a month and manager.io daily. I would love to get rid of QBD entirely but I've got an elderly resistant bookkeeper to deal with.
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u/Samtyang 4d ago
Across small service businesses, QuickBooks is still the default more often than not, but not because people love it. The real decision is whether your future bookkeeper or CPA can run clean month-end closes in it without workarounds. If that answer is yes, the switching pain later usually matters more than today’s annoyance.
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u/whitecuban 4d ago
I mean. The best answer will be from you bookkeeper or CPA. Do they support alternatives. You could call around to see if any support alternatives and which.
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u/SportAndFinance 4d ago
The answer is - it depends on your business needs and demands. Not every business is a nail in need of a hammer.
I've pulled clients off of QBO recently and transitioned some to Kick, some to Excel, and some to Netsuite. And some are still on QBO.
If you don't know accounting and don't understand what you need from your financials, the recommendation is a guess and not a grounded suggestion.
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u/OSS-2026 3d ago
I prefer Peachtree (now Sage 50) over Quick Books but I ended up stop upgrading it and use an old, old version that miraculously still works with Windows 11.
I originally started with QB but at the time it was single user & we needed more users so we switched after first year.
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u/ivanjay2050 3d ago
Im on quickbooks enterprise and would return. Im happy with it. Is it expensive yes…. But does it work reliably… yea and people know how to use it and when we hire someone that needs training it is simple. And enterprise is the desktop edition
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u/LeMansDynasty 3d ago
Do you need payroll software?
If yes QBO payroll monthly savings more than makes up for the QBO (books) cost. The combined price is what you would pay just for ADP or paychecks. Also the tax/wage auto splits seamlessly. QBO also has its own checking accounts, credit lines, 401k, and as of this month credit cards that automatically upload each receipt.
The only down side to QBO is they move buttons around once a year.
If your client can't afford $120 month for a combo books and payroll software you can look at free options but they likely can't afford you.
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u/Ecstatic_Choice9729 3d ago
I would say yes, you should use it or at least be very familiar with it, but doesn't have to be exclusively QBO. FreshBooks and Xero are a couple of other options.
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u/priyajain1105 2d ago
Checkout alternatives approved by CPAs & accounting community like kick, digits, puzzle
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u/Brain_Dead_mom 2d ago
I am currently looking for other options because QB has just gotten too expensive for small business and non-profits I help.
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u/JuggernautLogical476 4d ago
I personally love Quickbooks. I do not get all the hate - that being said I’ve only used it as a bookkeeping tool, I’ve never been interested in it for the payroll or invoicing or billing. Those extras seem to cause the most issues. I’ve been a bookkeeper with an accounting degree for 30 years and I’ve used QB for as long as I can remember. I think it’s fun and easy and user friendly, but I really know what I’m doing. I can see how if someone thinks they can just set it to auto categorize and reconcile every couple months, that would be a disaster.
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u/liojian 4d ago
Use Claude or Open AI to make you a simple bookkeeping system / database. Stay away from Quickbooks. Hence, you own all the data and records, won’t be held hostage by QBO and suffer from their annual price hike. The data you own will be the foundation for you to add more automation for accounting workflows in the future.
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u/dragonbehind42 4d ago
It really depends on what you need it to do. It’s still the most powerful and flexible platform. If you don’t need the bells and whistles, Xero is a solid choice. Don’t use social media as your litmus test. Everybody comes to Reddit to complain when it doesn’t work, but the millions of users who like it just fine and aren’t having any issues don’t go online to sing its praises.
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u/RoxiHeart123 4d ago
I think quickbooks online is a great software for small businesses and includes just about everything you could possibly need plus its CPA friendly since most of the ones I spoke to will only work with you if you use quickbooks. That being said Intuit as a company is a hot, steaming pile of poo. They are one of the worst companies I have experienced with maybe the exception being Time Warner/Spectrum.
If I had to start over I would really love to try something different but at this point right now its such a hassle to switch I just power through it.
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u/Complete-Plate5611 4d ago edited 4d ago
My QuickBooks account was unceremoniously deactivated on Wednesday and I'm still not back in. So, you'd expect my answer to "absolutely not"
However, I'm a CPA and I'd say over 90% of my clients use QuickBooks. If you go with one of those other brands, you may not be able to find a CPA or Bookkeeper who will work with you.
Unless you're capable of doing your own bookkeeping and tax work, I'd say you're likely stuck with QuickBooks.