Top Software Picks for Your Small Biz

Running a small business means you're probably juggling a lot of different tasks. You need to get your product or service out there, keep your finances in order, and make sure customers know you exist. Luckily, there's a ton of software out there designed to help. We've rounded up some of the best software for small businesses that can make your life a lot easier, without costing a fortune. These tools cover everything from accounting to building your online presence, helping your business run smoother.

Key Takeaways

• QuickBooks Online is a top choice for overall accounting needs.

• FreshBooks is great for service-based businesses and invoicing.

• Xero offers robust cloud-based accounting solutions.

• Wave Apps provides free accounting, invoicing, and payroll.

• Squarespace, WordPress, and Wix are good options for building a business website.

1. Intuit QuickBooks Online

QuickBooks Online has been a go-to for small business accounting for a long time, and for good reason. It really nails the balance between having solid accounting tools and being pretty easy to use. What makes it stand out is how adaptable it is. You can get it in different versions, there are tons of add-ons you can connect, and its mobile app is better than what most competitors offer. It’s a strong contender if you need robust accounting features but don’t want to spend all day figuring out complicated software.

Who It's For

Because QuickBooks Online can be a bit pricey, it’s best suited for small businesses that have a budget for technology. Even if you’re new to bookkeeping, you can learn it, but it also has enough advanced features if your business needs get more complex. Its flexibility and user-friendly design mean it works for a lot of different kinds of businesses.

Key Features

• Double-entry accounting

• All major Accounts Receivable and Accounts Payable forms

• Mobile access for on-the-go management

• Time tracking capabilities

Pros and Cons

Pros:

• Great interface and dashboard

• Good invoicing tools

• Helpful income tax features

• Effective mobile apps

Cons:

• Limited reporting options

• No vendor or bill management

• Few record templates

QuickBooks Solopreneur

For those flying solo, Intuit also offers QuickBooks Solopreneur. This version builds on the QuickBooks Self-Employed platform and includes features like automatic mileage tracking, income and expense management, invoicing, estimates, income tax planning, and mobile access. It’s a good option if you’re a sole proprietor looking for an affordable and easy-to-use accounting solution.

2. FreshBooks

What is FreshBooks?

FreshBooks is a really solid accounting software, especially if your business is mostly about providing services. Think freelancers, consultants, or agencies. It makes invoicing super easy, and it’s got a clean look that’s not intimidating, even if you’re not an accounting whiz. It’s known for being user-friendly and having a great mobile app. You can track your time, manage expenses, and get paid online. It’s built on double-entry accounting, which is what most businesses need to keep their books straight.

Key Features

FreshBooks really shines with its features tailored for service businesses:

• Invoicing: Create and send professional invoices quickly. You can even set up recurring invoices for clients you bill regularly.

• Time Tracking: Log hours spent on projects directly within the app, making sure you bill clients accurately for your time.

• Expense Management: Snap photos of receipts with your phone and upload them, or connect your bank accounts to automatically import transactions.

• Project Management: Organize client projects, track progress, and manage team members working on them.

• Proposals: Create and send professional proposals to clients before starting a project.

• Client Management: Keep all your client contact information and project history in one place.

Pricing

FreshBooks has a few different plans, and the cost depends on how many clients you have. The Lite plan is the most affordable, starting around $19 a month, and it’s good for up to five clients. If you need more, they have Plus and Premium plans with more features and client capacity. They also have an option for custom pricing if you have a really big operation. It’s worth checking out their site to see which plan fits your business size best.

Who is it For?

This software is a great fit for:

• Freelancers and independent contractors

• Small service-based businesses (like agencies, consultants, designers)

• Businesses that need to track time and bill by the hour

• Anyone who wants an easy-to-use invoicing and accounting system

It’s not the best choice if your business sells a lot of physical products because its inventory tracking isn't as robust as some other options. For that kind of business, you might want to look at something like QuickBooks Online. But for services, FreshBooks is hard to beat.

Pros and Cons

Pros:

• Super easy to use, even for beginners.

• Excellent mobile apps for managing your business on the go.

• Great time tracking and project management tools.

• Handles retainers, which is a nice touch for some service businesses.

• Good customer support.

Cons:

• Can get expensive if you need to add many team members.

• Inventory management is pretty basic.

• Some advanced accounting features might be missing for very complex businesses.

Overall, FreshBooks is a strong contender for small service businesses looking for straightforward accounting and invoicing. It’s a tool that can really help you get paid faster and keep your finances organized without a lot of hassle. If you're in California and looking to streamline your operations, considering managed IT services could also be beneficial, as providers can handle your technology needs, allowing you to focus on your core business functions, much like FreshBooks helps with your finances. Managed IT services can reduce costs and minimize downtime.

3. Xero

What We Like About Xero

Xero is a solid choice for small businesses, especially if you've got a few people who need to access the accounting data. It covers all the basics you'd expect from double-entry accounting, like handling bills, expenses, inventory, payroll, and sales. Plus, it offers some pretty good reports and analytics, and you can even track projects within the software. It uses AI to help automate things and connect with other financial sites, which is a nice touch. We also found its integration options and the network of advisors helpful.

Who Should Consider Xero?

If your business needs multiple users to work with your accounting software, Xero is definitely worth checking out. It’s also a good fit for companies that can use most of its features and need strong reporting capabilities. One thing that sets Xero apart is its ability to track fixed assets, which isn't common in this type of software. It's a good option for businesses that need to manage their finances efficiently and want a tool that can grow with them. You can find out more about how Xero compares to other options by looking at premier IT support services.

Key Features

• Double-Entry Accounting: The foundation of accurate financial tracking.

• Accounts Receivable & Payable: Manage all your incoming and outgoing payments.

• Inventory Management: Keep tabs on your stock levels.

• Payroll: Handle employee payments and related taxes.

• Mobile Access: Manage your finances on the go.

• Time Tracking: Monitor time spent on projects or by employees.

Xero Pricing and Deals

While pricing can change, Xero often has deals available. For instance, you might find offers like saving a significant percentage off plans for the first few months. It's always a good idea to check their site directly for the latest promotions. They offer different editions to suit various business sizes and needs.

4. Wave Apps

Wave is a solid choice, especially if you're just starting out or are a freelancer. It used to be completely free, which was a big draw. Now, they've split it into a free 'Starter' plan and a paid 'Pro' plan. The Starter plan is okay for basic invoicing, but you miss out on some really handy stuff like importing bank transactions automatically. If you want to upload receipts or get those bank imports, you'll need to pay extra, or go for the Wave Pro plan at $16 a month. Honestly, for what you get, the Pro plan feels pretty reasonable, especially since it includes all the features. It's particularly good for managing invoices and keeping track of your money, and it handles different currencies, which is a nice bonus.

Who is Wave For?

Wave really shines for sole proprietors and freelancers who send out a lot of invoices and want a system that’s easy to understand. Even if you're not a numbers person, the interface is pretty straightforward. It also offers accounting with double-entry support and has payroll options, though if you have a lot of employees, you might find other options on this list a bit more suited for that specific need. It's a good all-around tool for keeping your business finances organized without a steep learning curve. You can find more about managing your business finances by looking into IT solutions.

Key Features

• Invoicing: Create and send professional invoices quickly.

• Accounting: Features double-entry accounting to keep your books accurate.

• Receipt Scanning: Upload expense receipts directly through the app (paid feature).

• Bank Connections: Link your bank accounts to import transactions (paid feature).

• Multi-currency Support: Handle transactions in different currencies.

5. Squarespace

Ease of Use and Design Flexibility

Squarespace is a really popular choice for small businesses that want a professional-looking website without needing to hire a designer or learn complex coding. It's known for its drag-and-drop interface, which makes building and updating your site pretty straightforward. You can pick from a bunch of different templates, and they're all designed to look good on phones and tablets right out of the box. This means you don't have to worry too much about making sure your site looks okay on different devices.

Features for Small Businesses

Beyond just looking good, Squarespace offers tools that are actually useful for running a business online. You can set up an online store to sell products, manage inventory, and process payments. They also have features for booking appointments, which is great if you offer services. Plus, their built-in marketing tools can help you with things like email campaigns and social media posting. It's kind of an all-in-one package for getting your business online and running smoothly.

Pricing and Scalability

When it comes to cost, Squarespace has a few different plans. They start at a pretty reasonable price for basic websites, and then you can upgrade as your business grows and needs more features, like e-commerce or advanced analytics. It's a good option because you can start small and then scale up without having to switch platforms entirely. Keeping pace with new technologies and shifting user preferences ensures competitiveness and relevance in the market, and Squarespace tries to keep up with that.

6. WordPress

When you're looking to get your business online, WordPress is a really solid choice. It's super flexible, which is why so many people use it. You can build anything from a simple blog to a full-blown e-commerce site.

One of the best things about WordPress is the sheer number of themes and plugins available. You can find thousands of free and premium themes to give your site a professional look without needing to be a design whiz. Plus, plugins can add all sorts of functionality, like contact forms, SEO tools, or even online stores. It really lets you customize your site to fit exactly what your business needs.

Getting started with WordPress does involve a few steps, but it's pretty straightforward. You'll need to pick a web hosting service to store your website's files. Many hosting providers offer one-click WordPress installation, making the setup process much easier. After that, you can choose a theme and start adding your content.

Here's a quick rundown of what you generally need to do:

• Choose a Web Host: This is where your website will live online. Look for reliable providers that offer good support. Many offer plans specifically for WordPress users.

• Install WordPress: Most hosts make this easy, often with a one-click installer.

• Select a Theme: Pick a design that matches your brand. There are tons of free and paid options.

• Add Plugins: Extend your site's capabilities with plugins for things like SEO, security, or contact forms.

• Create Content: Start adding your pages, blog posts, and product information.

It's a powerful platform that can really grow with your business. If you're thinking about building a website, it's definitely worth looking into WordPress for your business.

7. Wix

Website Building

Wix is a really popular choice for small businesses that need a website, and for good reason. It’s got this drag-and-drop interface that makes building a site feel less like coding and more like putting together a puzzle. You can pick from a ton of templates, which is great because you don’t have to start from scratch. Plus, there are all sorts of add-ons, called widgets, that you can use to give your site extra features, like contact forms or image galleries.

It’s a solid option if you want to get a professional-looking site up and running without needing a web developer.

Getting Started

1. Choose a Template: Browse through the hundreds of templates available. They’re categorized by industry, so you can find something that fits your business type.

2. Customize Your Design: Use the drag-and-drop editor to move elements around, change colors, fonts, and add your own text and images.

3. Add Functionality: Integrate apps from the Wix App Market to add features like online stores, booking systems, or contact forms.

4. Publish Your Site: Once you’re happy with how everything looks, you can publish your website.

Pricing

Wix offers a few different plans, starting around $17 per month. They also have a free plan, which is good for testing things out, but it comes with Wix branding and doesn't connect to your own domain name. If you want a more professional look, you’ll need to upgrade.

If you're looking for a way to build your online presence, Wix is definitely worth checking out. It’s a user-friendly platform that can help you create a site that represents your business well. You can explore different website builders to see what fits best for your needs, and Wix is a strong contender in that space.

8. Bill.com

When it comes to managing your business's finances, especially payments and getting paid, Bill.com is a pretty solid choice. It really streamlines the whole process of paying bills and sending out invoices. Think about it: instead of juggling paper checks and chasing down payments, you can do most of it online. This can save you a ton of time, which, let's be honest, is probably better spent on actually running your business.

Bill.com is particularly good for businesses that deal with a lot of vendors or have a complex accounts payable process. It helps you organize all your bills, get them approved by the right people, and then schedule payments. You can even pay vendors electronically, which is faster and often cheaper than mailing checks. On the flip side, it also makes it easier to invoice your clients and get paid faster, with options for online payments.

Here’s a quick look at what it offers:

• Automated Bill Pay: Upload bills, route them for approval, and schedule payments.

• Invoicing: Create and send professional invoices to your customers.

• Payment Options: Pay bills via ACH, check, or virtual card; receive payments via ACH or check.

• Integration: Connects with accounting software like QuickBooks and Xero.

For small businesses looking to get a handle on their cash flow and reduce the administrative burden of financial tasks, Bill.com is definitely worth a look. It’s one of those tools that can make a noticeable difference in your day-to-day operations, helping you stay on top of your finances and potentially improve your business's IT support by freeing up resources.

Currently, they often have deals, like 25% off the first three months, which can make it easier to try out.

9. Zoho CRM

Zoho CRM is a solid choice for small businesses looking to manage their customer relationships effectively. It's part of a larger suite of Zoho products, which means if you're already using other Zoho tools, they'll likely integrate pretty smoothly. This CRM offers a good balance of features and affordability, making it accessible for many small operations.

When you're starting out, the free version is quite capable for basic contact management and sales tracking. As your business grows, you can upgrade to paid plans that unlock more advanced features. These paid tiers are still competitively priced, especially when you consider the depth of functionality you get. It's not just about tracking contacts; it's about managing the entire sales pipeline, from initial lead to closing the deal.

Here's a quick look at what you can expect:

• Lead Management: Keep track of potential customers and nurture them through the sales process.

• Deal Management: Visualize and manage your sales pipeline, seeing where each deal stands.

• Task Automation: Set up workflows to automate repetitive tasks, saving you time.

• Reporting and Analytics: Get insights into your sales performance and customer behavior.

If you're looking for a CRM that can grow with you and offers a lot of bang for your buck, Zoho CRM is definitely worth a look. It's a platform that can really help organize your customer interactions and boost your sales efforts. For businesses already invested in the Zoho ecosystem, it's almost a no-brainer. You can explore their different plans to see which one best fits your needs, starting with their free offering if you want to test the waters. It's a good way to get a feel for how a CRM can help manage your customer data, similar to how some businesses use access control systems to manage physical entry points access control brands.

10. Mailchimp

When you're trying to get your message out to customers, email marketing is still a really solid way to go. Mailchimp is one of the big names in this space, and for good reason. It's pretty straightforward to use, even if you're not a tech wizard. You can whip up email campaigns, set up automated messages for things like welcoming new subscribers or following up after a purchase, and see how well they're doing.

Mailchimp also plays nicely with other tools you might be using, like e-commerce platforms. This means you can connect your online store and send targeted emails based on what people are buying or browsing. It's a good way to keep customers engaged and encourage repeat business.

Here's a quick look at what it offers:

• Customizable Email Campaigns: Design emails that look like your brand.

• Automation: Set up emails to send automatically based on triggers.

• Audience Management: Keep your contact lists organized.

• Reporting: Track opens, clicks, and other important metrics.

They have different pricing plans depending on how many contacts you have and what features you need. For businesses just starting out, they often have a free plan that lets you get a feel for the service. It's a good way to test the waters before committing to a paid plan, especially when you're just getting your business off the ground and need to manage your budget carefully. Thinking about your overall cloud strategy can also be helpful as you grow, as mentioned in discussions about migrating to the cloud.

Mailchimp is a great tool for sending out emails to your customers. It helps you keep in touch and share important updates. Want to see how we can help your business grow with smart communication? Visit our website today!

Wrapping It Up

So, there you have it. Picking the right software can feel like a lot, but it really doesn't have to be. We've looked at some solid options that can help your business run smoother, from keeping your books in order to talking to your customers. Remember, the best tool is the one that fits your specific needs and budget. Don't be afraid to try a few out to see what clicks. Getting these basics right will free you up to focus on what you do best – growing your business.

Frequently Asked Questions

What is accounting software for small businesses?

Many small businesses use software to help manage their money, send bills, and keep track of who owes them. This type of software is often called accounting software. It helps make sure a business's money is organized and easy to understand.

Are there free software options for small businesses?

Yes, there are many free options available. Wave Apps, for example, is completely free and offers tools for accounting, sending invoices, and even payroll. It's a great way to start without spending money.

How do I choose the best software for my business?

When picking software, think about what your business needs most. Do you need to send lots of invoices, track inventory, or manage employees? Also, consider how easy it is to use and how much it costs. Reading reviews and trying free trials can help you decide.

Is there special software for different kinds of businesses?

Some software is designed specifically for certain types of businesses. For example, FreshBooks is often recommended for businesses that provide services, like consultants or freelancers. QuickBooks Online is good for businesses that have more complex money matters.

Can I use this software on my phone or tablet?

Yes, many modern business tools are built for the web, meaning you can use them from any device with internet access. This makes it easy to manage your business on the go, whether you're at home or traveling.

Can one software program do many different things for my business?

Many software programs can do more than one thing. For instance, some accounting software also helps with sending emails to customers or building a website. This can save you money because you might not need to buy separate programs for different tasks.