How to Choose the Right Bookkeeping Software for Your Business

In recent years, manual bookkeeping processes have become outdated and time-consuming.

Bookkeeping software offers a more efficient and accurate way to handle financial tasks while providing valuable insights into a company’s financial health.

They help businesses manage and track their financial transactions by automating many bookkeeping tasks and simplifying the process of recording, organizing, and analyzing financial data.

There are various types of bookkeeping software available in the market today. But with so many options available, how do you choose the right accounting and bookkeeping platform for your needs?

In this blog, we will explore the key factors to consider when selecting bookkeeping software to streamline your financial management process and help drive your business forward. So, let’s dive right in!

Factors to Consider When Choosing Bookkeeping Software

Factors to Consider When Choosing Bookkeeping Software

The benefits of using bookkeeping software cannot be overstated. It saves time, reduces errors, and provides valuable insights into a business’s financial health.

However, there are several factors that you need to consider when choosing bookkeeping software for your business.

By carefully evaluating these factors, you can select the right bookkeeping software that meets your needs and helps you manage your finances efficiently.

1. Business Size and Type

The first factor to consider when choosing bookkeeping software is the size and type of your business. Different businesses have different accounting needs, so selecting software that caters specifically to your industry is essential.

For example, if you’re a freelancer or a sole proprietor in your business, you may not require complex features like inventory management or payroll processing.

You can also seek guidance from a professional accountant or bookkeeper to ensure your financial records are accurate and up-to-date.

On the other hand, larger businesses with multiple employees may need these features in their bookkeeping software. The number of employees, transactions, and financial data will significantly impact the functionality you require from bookkeeping software.

A basic bookkeeping system may suffice for small businesses with few employees and minimal transactions.

However, as your business grows in size and complexity, you may need more advanced features such as multi-user access or payroll processing. 

2. Ease of Use

Another critical factor is the software’s ease of use. You want a user-friendly and intuitive system for you (and potentially your team) to navigate.

If the software is too complicated or difficult to understand, it can lead to errors in data entry and confuse managing financial records.

So, you want a program that is easy to navigate and understand, especially if you are unfamiliar with accounting terminology or practices. 

Look for software with a clean interface and well-organized menus that make it simple to find what you need.

If you encounter any issues or need help understanding certain features, ensure that proper software support and training, such as tutorials, user guides, or customer support, are available.

3. Scalability & Customization

As your business grows, so will its accounting needs.

Therefore, choosing bookkeeping software that can grow with your business over time without frequently switching systems is essential. Avoiding retraining on new platforms will save you time and money in the long run.

Every business has unique accounting needs; hence, choosing bookkeeping software that allows customization according to your specific requirements is essential.

This includes customizable charts of accounts, invoice templates, reports, and integration with other tools or platforms used by your business.

4. Functionalities

One of the main reasons for investing in bookkeeping software is its ability to automate repetitive tasks such as data entry and bank reconciliation.

It should have basic automation features such as automatic bank feeds, auto-categorization of expenses, recurring invoice generation, and payment reminders.

It should also support standard financial reports, such as profit and loss statements, balance sheets, cash flow statements, and customizable reports.

Different bookkeeping software offers various features, such as invoicing, international banking support, and expense tracking tools. Some software has more advanced features like automatic billing reminders or budgeting tools.

Before deciding, consider which features are essential for managing your finances effectively.

5. Integration Capabilities 

Any software used in your business should integrate with other tools and software you use daily. This avoids the need for double data entry and minimizes the risk of human error. S

o, it would be best to choose a bookkeeping software that seamlessly integrates with other tools and platforms used by your business, such as e-commerce platforms, payment processors, or payroll systems.

This will ensure smooth data flow and avoid manual data entry.

6. Cost

When it comes to choosing the right bookkeeping software for your business, budget and cost are essential factors to consider. Choosing the cheapest option available may be tempting, especially if you are on a tight budget.

However, keep in mind that cheaper does not always mean better. Low-priced software may lack necessary features or have limited capabilities that could hinder your business’s growth in the future.

On the other hand, opting for expensive bookkeeping software does not necessarily guarantee quality either.

It is essential to carefully review each option’s features and see if they align with your business needs before deciding based on cost alone.

Another aspect to consider is hidden costs, such as training fees or data migration charges. If you know them beforehand, these additional expenses may add up quickly and significantly impact your budget.

While it is important to balance affordability and functionality, cost should not be the only determining factor.

Top Bookkeeping Software Options for Small Businesses

Top Bookkeeping Software Options for Small Businesses

Bookkeeping software can be valuable for managing a small business’s financial aspects. So, we have compiled a list of top bookkeeping software options for small businesses to simplify things.

QuickBooks Online

Developed by Intuit, QuickBooks Online is cloud-based accounting software that has recently gained immense popularity among small business owners. It is a web application that users can access from any device with an internet connection.

This means you can manage your books on the go, collaborate with team members and accountants, and share real-time financial information.

Another critical feature of QuickBooks Online is its user-friendly interface.

The dashboard provides a clear overview of your business’s financial health, including cash flow, profit and loss statements, and outstanding invoices.

The software also offers customizable reporting options, allowing you to generate reports tailored to your business needs.

For those with little or no accounting experience, QuickBooks Online offers tutorials and resources to help you get started.

The software also integrates with practical applications such as PayPal, Shopify, and Square for seamless transaction management across multiple platforms.

doola Books

doola Books is a comprehensive bookkeeping software designed to streamline your company’s financial management.

You get a clear overview of your company’s profits/losses, cash flow, and outstanding invoices. It also allows you to invoice customers effortlessly and track the status of those invoices in real-time so you can easily maintain up-to-date financial records.

So you can focus more on what truly matters—growing your business.

With doola, understanding your cash flow and profitability is straightforward. It simplifies tax filings by centralizing all your financial activity in an easy-to-use interface.

By linking your business bank account, doola Books consolidates all your financial transactions into one accessible platform.

You can connect multiple bank accounts, credit card accounts, and merchant processing accounts as needed.

The platform’s user-friendly interface and robust features ensure you can use doola books efficiently and effectively for your financial management. 

The key features of doola Books include:

  • Financial Overview: The dashboard provides a quick snapshot of your company’s profits, losses, cash flow, and outstanding invoices.
  • Real-time Tracking: Keep track of your financial records in real-time, ensuring up-to-date information at all times.
  • Invoicing: Easily create and send invoices to customers and monitor their status.
  • Tax Preparation: Simplifies tax season by centralizing all financial activities, making it easier to manage and report.


Founded in 2006, Xero is cloud-based accounting software that helps small businesses manage their finances and streamline their bookkeeping processes.

Due to its user-friendly interface, comprehensive features, and affordable pricing plans, Xero has become one of the leading bookkeeping software options for small businesses.

One of the major advantages of using Xero is its accessibility through any device with an internet connection.

This means that users can access their financial information anytime and anywhere, making it highly convenient for business owners who are always on the go.

Additionally, Xero offers automatic bank feeds, which allow international business banking transactions to be imported directly into the software, saving time and reducing the risk of manual errors.

Moreover, Xero’s robust reporting feature provides real-time insights into a business’s financial performance through customizable dashboards and reports.

These reports help identify trends and areas for improvement so that informed business decisions can be made. Xero also integrates with popular payment gateways such as PayPal and Stripe, making it easier for customers to pay their invoices online.


FreshBooks is cloud-based bookkeeping software specifically designed for small businesses and freelancers. It prides itself on being user-friendly, intuitive, and efficient in managing all aspects of financial records.

With over 20 million users worldwide, FreshBooks has become one of the market’s most popular bookkeeping software choices.

One key feature distinguishing FreshBooks from other bookkeeping software is its user interface. The platform is designed to be simple and easy to navigate, even for those unfamiliar with accounting terms or processes.

Its dashboard provides a clear overview of your finances, making staying on top of your business’s financial health easier.

Another standout feature of FreshBooks is its invoicing capabilities. The software allows you to create professional-looking invoices within seconds and send them directly to clients through email or mail.

You can also set up recurring invoices for regular clients, saving you time and effort manually creating them monthly.

Moreover, FreshBooks integrates with multiple payment gateways, such as PayPal and Stripe, allowing clients to pay their invoices online conveniently. 


Wave is cloud-based accounting software that provides small businesses with comprehensive financial management tools. It offers invoicing, expense tracking, bank reconciliation, payroll processing, and tax preparation features.

One of Wave’s key strengths is its user-friendly interface. The dashboard layout is simple and easy to navigate, making it ideal for those with little to no accounting experience.

In terms of invoicing, Wave allows you to customize templates with your logo and brand colors. You can also add payment options such as credit cards or bank transfers for convenient payment processing.

Additionally, you can set up recurring invoices for clients with regular payments.

Expense tracking in Wave is also efficient and hassle-free. You can connect your bank accounts or credit cards and automatically import transactions into the system for better organization and reporting.

Another standout feature of Wave is its integrated payroll service. It offers automatic tax calculations and direct deposit options for employees’ paychecks. However, there are extra fees associated with using their payroll service.

Pricing Comparison

When it comes to choosing the right bookkeeping software, the most important factors to consider are the features and price of each option.

To help you make an informed decision, let’s take a closer look at the features and pricing of some popular bookkeeping software options:

💰 1. QuickBooks

Starting at $360 per year, QuickBooks offers a variety of features such as invoicing, expense tracking, financial reporting, and inventory management.

It also has integration capabilities with other business tools and services.

💰 2. doola Books

doola Books offers a flexible pricing structure to accommodate different business needs.

The starting price for their comprehensive bookkeeping software is $300 per year, providing full access to advanced invoicing, income/expense management, and accounting features.

💰 3. Xero

With annual plans starting at $348, Xero offers a user-friendly interface with bank reconciliation, invoicing, and expense tracking features.

It also has advanced reporting options and integration with over 800 third-party apps.

💰 4. FreshBooks

FreshBooks specializes in invoicing and time tracking for small businesses. Its all-inclusive plan costs $540 per year.

The company also offers project management tools and integrations with popular payment gateways.

💰 5. Wave

Wave offers free accounting software with features like invoicing, expense tracking, and financial reports.

However, additional paid services, such as payroll processing, are available at an additional cost.

Get Your Finances in Check with doola Books  

When to Choose doola

Running a business is a tedious and time-consuming task involving many strategic and operational challenges.

However, managing your books doesn’t have to be one of them. doola Books offers an easy-to-use platform that simplifies recordkeeping, ensuring your financial affairs are always in order.

Get started with doola Books as your trusted financial recordkeeper to simplify bookkeeping and invoicing so you can stay on top of open invoices, monitor spending, and effortlessly understand your bottom line.

doola's website is for general information purposes only and doesn't provide official law or tax advice. For tax or legal advice we are happy to connect you to a professional in our network! Please see our terms and privacy policy. Thank you and please don't hesitate to reach out with any questions.

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