Choosing software when you have a bookkeeper
The software decision is really a decision about who works in your books, and who controls them.
Short answer
Ask your bookkeeper which ledger they use before you buy anything, then buy the subscription in your own name. You should always be the owner and primary admin of your books, and your bookkeeper should be an invited user you can remove.
Ask these before you buy
- Which software do you work in every day?
- Do you need your own login, or an accountant account that links to mine?
- Which plan do you need me on, and why? (Payroll, bills and inventory push you up a tier.)
- Will you set up my chart of accounts, or do I start from the default?
Own your books
A common mistake is letting a bookkeeper open the subscription in their name. If you part ways, getting your data back can take weeks. Open the account yourself, keep the primary admin role, and invite your bookkeeper as a user. That's how we work with every client: your books stay yours.
Watch the access limits
- QuickBooks Online caps users by plan, from 1 on Simple Start to 25 on Advanced. Accountants are usually invited separately from that count; confirm the current terms when you invite yours.
- Xero allows unlimited users on every plan, so adding a bookkeeper costs nothing extra.
- FreshBooks gives accountant access only from the Plus plan upward, not on Lite.
Switching is the expensive part
Moving between ledgers means re-mapping the chart of accounts, re-entering opening balances and losing easy access to old detail. Budget a few hours of your bookkeeper's time at minimum. That's why the first choice matters more than saving a few dollars a month.
Rather have it done for you?
We keep small-business books reconciled every month, in QuickBooks Online or Xero, for a fixed fee. Start with a free 20-minute review of where your books stand.
Book a free review