The Best Online Accounting Software for Small Businesses in 2025
Running a small business in 2025 means every hour and every dollar counts. The right online accounting software can automate your bookkeeping, simplify taxes, streamline invoicing, and give you real-time visibility into your business, without adding administrative stress. If you need help managing day-to-day financials, explore our bookkeeping and accounting services.
With so many tools on the market, choosing the right one can feel overwhelming. That’s where we come in. I’m Katie Bunschoten, founder and CEO of Certum Solutions. After 20+ years helping small businesses choose, implement, and customize accounting software, I’ve narrowed down the four best online accounting software tools we recommend most often:
✔ Xero
✔ Odoo (ERP-level online accounting)
Below, you’ll find an updated 2025 comparison guide, expert insights, hidden watch-outs, and a free downloadable chart to help you choose the right system for your size, industry, and goals.
Download the 2025 Online Accounting Software Comparison Sheet (Free)
Quick Accounting Software Comparison Chart
QuickBooks Online (US)
Starting Price: $30+
Best For: U.S.-based small and mid-sized businesses
Strengths:
• Familiar interface
• Large partner ecosystem
• Excellent integrations
• Huge marketplace of apps
• Great accountant support
Watch-Outs:
• Can get pricey with add-ons
• Reporting is basic unless you upgrade
Payroll: Native QuickBooks Payroll
Integrations: Shopify, Bill, Avalara, Gusto
Certum Take:
QuickBooks Online remains the U.S. standard because of its ecosystem and support. Ideal if you want widespread compatibility and don’t mind paying extra for add-ons.
Get a free quickbooks online trial, use our link:
https://quickbooks.intuit.com/partners/irp/?cid=irp-4499
Need help setting it up? We offer complete QuickBooks Online setup and support for small businesses.
Xero
Starting Price: $15–$78
Best For: Freelancers, remote teams, international users
Strengths:
• Clean, simple design
• Bank-feed-first workflow
• Excellent document library
• Strong global support
Watch-Outs:
• Advanced U.S. reporting isn’t as robust as QuickBooks
• No native U.S. payroll
Payroll: Gusto
Integrations: Stripe, Shopify, Gusto
Certum Take:
Xero is tidy, intuitive, and excellent for internationally minded businesses or pro freelancers who want clean bookkeeping without clutter.
Use our link for up to 90% off of Xero Software Business Plans for the first 6 months
https://xero5440.partnerlinks.io/CertumSolutions
Our team also provides Xero training and support to help you streamline your workflows.
Zoho Books
Starting Price: $20–$275
Best For: SMBs already using Zoho CRM, Projects, or Inventory
Strengths:
• Extremely affordable
• Smooth, lightweight interface
• Works seamlessly with Zoho Suite
• Great value
Watch-Outs:
• Best only if you’re committed to Zoho ecosystem
• Payroll limited to select regions
Payroll: Zoho Payroll
Integrations: Zoho Suite, Stripe, PayPal
Certum Take:
If your CRM, project management, and accounting live under one roof, Zoho Books is a natural fit—simple, affordable, and highly integrated.
We help small businesses complete Zoho Books onboarding, integrations, and workflow setup.
Odoo (ERP-Level Online Accounting)
Starting Price: $25/app or self-hosted license
Best For: SMBs outgrowing QuickBooks or Xero
Strengths:
• ERP-level flexibility
• Modular apps for invoicing, inventory, project, CRM
• Customizable workflows
• Can run SaaS or self-host
Watch-Outs:
• SaaS version limits third-party apps
• More setup complexity
Payroll: Odoo Payroll (region-specific)
Integrations: Full Odoo Suite, APIs
Certum Take:
Odoo is ideal if you’re scaling fast, adding inventory, or need a mix of accounting + operations tools without enterprise-level pricing.
Try Odoo ERP Software for FREE
https://www.odoo.com/?utm_campaign=partner-1858f8ce&utm_source=partner_ref
If you’re considering expanding beyond basic accounting, we offer full Odoo ERP setup and customization.
QuickBooks vs Xero vs Zoho Books vs Odoo
Here’s the breakdown EVERY SMB searches for:
If you want the easiest to learn → Xero or QuickBooks Online
If you’re already on Zoho tools → Zoho Books
If you’re outgrowing QuickBooks → Odoo
If you need U.S.-friendly payroll → QuickBooks Online
If you want all-in-one operational tools → Odoo
If you want the most budget-friendly → Zoho Books
For financial oversight during software transitions, our Fractional CFO services can help you model costs and scalability.
How to Choose the Right Online Accounting Software
The best choice depends on:
✔ team size
✔ industry
✔ need for inventory or manufacturing
✔ your CRM
✔ payroll requirements
✔ future growth
For freelancers & solos:
Xero or Zoho Books
For SMBs needing flexibility:
QuickBooks Online
For growing teams outgrowing basics:
Odoo
Not sure which workflow model fits your team? Our business operations consulting helps map your processes.
Expert Software Recommendation (Katie’s Take)
“Software should fit your workflow— not the other way around. QuickBooks Online is still the U.S. favorite, Xero shines for clean workflows, Zoho Books is unbeatable for value, and Odoo brings ERP-level tools to small businesses.”
“If you’re unsure, we help you compare costs, setup, workflows, and integrations so your system fits your goals— now and in the long run.”
Online Accounting Software FAQs
What is the best online accounting software for small businesses in 2025?
QuickBooks Online is the most widely supported and the easiest for U.S.-based businesses. Xero and Zoho Books are strong options for freelancers, while Odoo is ideal for SMBs outgrowing QuickBooks.
Which online accounting software includes payroll?
QuickBooks Online includes native payroll. Xero and Zoho Books use Gusto or Zoho Payroll. Odoo offers payroll in select regions.
Is free online accounting software good enough for a small business?
Free tools work for very small businesses or freelancers, but once you add staff, inventory, or advanced reporting, you’ll likely need QBO, Xero, Zoho, or Odoo.
When should I move from QuickBooks to Odoo?
When you need multi-warehouse inventory, manufacturing (MRP), or advanced approval or audit workflows.
For help choosing or switching software, explore our software consulting services.
Schedule your FREE Consultation Now
Get personalized recommendations for your industry, size, and goals.
Related Guides
Xero Setup and How to Use AI to build your chart of accounts
https://www.certumsolutions.com/library/how-to-setup-xero-software-beginners
3 QuickBooks Online Features to Take Your Business to the Next Level
https://www.certumsolutions.com/library/3-quickbooks-online-features-to-take-your-business-to-the-next-level
Office Phone: 980-210-6946
Email: help@certumsolutions.com