Bookkeeping software is one of the first tools small business owners search for—but the options are overwhelming. Some tools are too simple, some are too advanced, and some sound helpful until you're crying into your bank feed trying to fix a sync issue.
This blog breaks it all down: what’s actually worth paying for, which tools we see most often at Sam’s List, and how to choose one that fits your business stage (without wasting your time or budget).
The Top Bookkeeping Software in 2025
| Software | Best For | Starting Price | Key Features |
| QuickBooks | Most small businesses | $30/mo | Invoicing, bank sync, customizable reports |
| Xero | Inventory-heavy or global businesses | $13/mo | Multi-currency, inventory, integrations |
| Wave | Budget-conscious solopreneurs | Free | Invoicing, receipts, basic reports |
| Bench | Hands-off + monthly service | $299/mo | Human bookkeeper, tax filing, reports |
| Zoho Books | Businesses using the Zoho suite | $20/mo | Project billing, automation, workflows |
What Founders Usually Get Wrong
“We see founders signing up for the $500/month plan before they’ve even reconciled last quarter. Don’t pay for complexity you don’t have yet.”
— Kimi, Co-founder ofSam’s List
Most people don’t know what they actually need. They hear someone say “youneedQuickBooks” and jump in, only to find out they hate using it, or it doesn’t fit their business model. Bookkeeping software only works when it fits your transaction volume, structure, and industry.
Software Mini Reviews (With Real-World Use Cases)
QuickBooks
The default choice for most businesses—and for good reason. It’s powerful and widely supported by accountants.
✅ Great for: Businesses making $100K+ with a mix of contractors, expenses, and revenue sources
❌ Avoid if: You’re overwhelmed by dashboards or prefer hand-holding
Xero
Quietly beloved by e-commerce brands, especially those with inventory and global customers.
✅ Great for: Online sellers with complex logistics, product SKUs, or currency requirements
❌ Avoid if: You don’t want to learn new software that your accountant doesn’t use
Wave
The no-cost, no-frills option that gets the job done for freelancers and solo founders.
✅ Great for: Freelancers, solopreneurs, or side hustlers with <50 transactions/month
❌ Avoid if: You need robust reporting or payroll features
Bench
Not really “software”—more like hiring a bookkeeping service wrapped in a dashboard.
✅ Great for: Business owners who want to be 100% hands-off and get clean monthly reports
❌ Avoid if: You want in-app customization or to manage anything yourself
Zoho Books
Strong fit for anyone already deep in the Zoho ecosystem or looking for maximum automation.
✅ Great for: Agencies, consultants, and project-based billing
❌ Avoid if: You’re using other CRM or PM tools and don’t want to switch
When Software Isn’t Enough
Here’s the hard truth: software can only do so much. If you’ve got a bunch of uncategorized transactions, Stripe fees, inventory adjustments, and late 1099s, it’s time for a human.
Most people don’t realize this until it’s tax time—or until they get a letter from the IRS asking about something they misreported.
That’s why at Sam’s List, we tell founders to think of software as a tool, not a solution. Tools are helpful—but they’re not going to fix messy books on their own.
Frequently Asked Questions
What is the best bookkeeping software for small business?
QuickBooks is the most widely used and supported by accountants. Wave is best for simple needs, and Bench is ideal if you want someone else to do the work.
Can I use Excel for bookkeeping?
Yes, but it gets messy fast. Most accountants won’t accept Excel-based books. Use actual software unless you’re extremely organized and very small.
What’s the easiest bookkeeping software for non-accountants?
Wave and Bench are the most beginner-friendly. Bench does the work for you, while Wave keeps it simple and free.
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Author: Kimi, Co-founder of Sam's List
Kimi writes about what she's learning while building Sam's List and shares honest takeaways from her conversations with accountants and financial advisors across the country. None of this is financial advice—just the stuff most people wish someone told them sooner.
