QuickBooks Online
Do you still need QuickBooks?
Start with the accounting work and the people who rely on it. Software price is only one part of a change. Check whether the pain comes from the ledger itself or an intake and handoff step around it before replacing a core accounting system.
- Simple Start1 user + 2 accountants$38/mo
- Essentials3 users + 2 accountants$85/mo
- Plus5 users + 2 accountants$140/mo
- Advanced25 users + 3 accountants$340/mo
- Workforce Payroll + Essentialsplus $6.50 per employee$125/mo
- Workforce Premium + Plusplus $10 per employee$203/mo
What could be scoped around it
- A customer or job intake that captures the details your team needs
- A staff-reviewed handoff to the existing invoicing process
- A specific reporting view, subject to verified data access
These are surrounding workflows. Replacing the ledger, importing history or reproducing accounting reports requires a separate verified project.
Keep QuickBooks if
- Your accountant works inside it and would charge more to work any other way.
- You run payroll through it. Payroll taxes carry penalties; that's not the place to save money.
- You use inventory, classes or project costing heavily. That's accounting software doing real work.
Why it matters
Agree the scope before moving records
Document the required records, exports, access, costs and responsibility for checking the result. Keep the existing accounting workflow in place until any proposed change has been reviewed.
Questions owners ask
How much does QuickBooks Online cost in 2026?
After the introductory discount, QuickBooks Online is $38 a month for Simple Start, $85 a month for Essentials, $140 a month for Plus, $340 a month for Advanced. Payroll is sold as a bundle on top, from $125 a month plus $6.50 per employee.
Can a small business run without QuickBooks?
A different accounting setup needs careful comparison with the people responsible for your books. Evaluate surrounding intake or handoff work separately; do not assume the ledger itself should be replaced.
Will my accountant work with books that aren't in QuickBooks?
Ask your accountant which records, access and workflows they need before changing systems. Include their migration and ongoing work in any cost comparison.
What happens to my QuickBooks history?
Check the export options for your account and have the required records verified before any cancellation. A complete migration is a separate scope; it is not promised by a website or intake build.
Could a smaller workflow tool take work off your plate?
Accounting is mission-critical, so replacing it is rarely a casual project. In a free 30-minute conversation, we can identify a lower-risk workflow around it that might be worth exploring with coding AI.
Practical guidance, not a promise of a cheap or maintenance-free replacement.