How to Choose the Right Accounting Software Plan
Choosing the right accounting software is one of the biggest upgrades you will make in your business. When you are transitioning from folders, shoe boxes, and spreadsheets into a true bookkeeping system, the software you pick matters. Not just for today, but for the future of your business.
And if you have already started searching, you have probably seen the endless posts about rising subscription costs or people saying they cannot stand certain systems. The truth is that this is something you will see across every software program. We are all operating in a world where subscription models are the norm, and cloud based systems replace the one time purchases we used to rely on with QuickBooks Desktop.
Before cloud software existed, business owners used a physical accounting ledger to track every transaction by hand. Technically, you could still run your business that way if you wanted to keep costs low. But convenience, accuracy, and automation matter, and that is why so many business owners turn to modern bookkeeping tools.
Why Choosing the Right Plan Matters
The right software plan simplifies your bookkeeping, keeps you organized, and saves you money. The wrong one creates unnecessary costs or holds your business back because you do not have the features you need.
The Shift Toward Subscription Based Software
Subscription pricing can feel frustrating, but it also comes with major benefits. Your data is stored securely in the cloud, your team can access the file from anywhere, and updates roll out automatically. As the market continues to shift toward cloud based solutions, this model is becoming the standard in our industry.
Why I Recommend QuickBooks Online for Small Businesses
I am a QuickBooks Online ProAdvisor, so I am able to pass on exclusive ProAdvisor Preferred Pricing to my clients. But even long before that, I was using QuickBooks Desktop in corporate environments and comparing different software options regularly.
Time after time, QuickBooks delivered exactly what most small businesses needed.
QuickBooks Online is flexible, scalable, and powerful enough to support entrepreneurs in a DIY bookkeeping phase, while also growing with them as they move into full service bookkeeping.
There are software programs claiming to be built specifically for industries like trades, farming, or construction. But accounting itself does not change dramatically across industries. And every time I have taken over books from one of these industry specific programs, the files still needed a full clean up and we still switched back to QuickBooks Online. This is normal. You did not get into business to be a bookkeeper, and you are not expected to maintain perfect records on your own.
What Most Accounting Programs Do Not Tell You
QuickBooks Online connects to hundreds of apps and tools that you may already be using. That is a huge benefit, but it can also be one of the fastest ways to unintentionally mess up your books if the integrations are not set up correctly. It is never as simple as clicking connect and hoping everything syncs perfectly.
Why QuickBooks Online Works for Most Small Businesses
For the majority of business owners, QuickBooks Online is the best all around solution. It gives you room to grow, connects with the tools you already use, and makes it easy to work with a professional bookkeeper in the future.
When You Reach the One Million Mark
Once your business approaches or passes the one million revenue mark, you may start hearing recommendations for more complex accounting systems like Oracle Netsuite. And while these platforms are powerful, they are not always necessary the moment you cross that threshold.
Do not let the revenue milestone fool you. Depending on your business model, operations, and internal processes, you may be able to stay in QuickBooks Online much longer than you think. Many companies comfortably operate in QuickBooks Online well beyond the one million mark with the right setup, clean data, and a strong bookkeeping foundation.
When the time comes to consider a move, you will know. Until then, investing in a clean, organized QuickBooks file is usually the smartest and most cost effective option.
So Which QuickBooks Online Plan Should You Choose
The short answer is that it depends on how your business operates today and where you are headed next. The long answer is below.
And if you become an Oak and Ledger monthly bookkeeping client, your QuickBooks Online subscription is fully covered under our bookkeeping packages. That means you get the plan you need without paying the monthly software cost on your own.
QuickBook Plans
Simple Start
Perfect if you are only sending invoices and tracking expenses. Great for brand new businesses or service providers who are starting simple.
Plus
A strong option for product based businesses or anyone who needs more detailed reporting, inventory tools, or project tracking.
Advanced
Ideal if you have a growing team, need internal controls, or want more customization and automation throughout your bookkeeping.
Ledger
QuickBooks recently introduced QuickBooks Ledger as a lower cost, accountant supported version of QuickBooks. It is not a full operating system for business owners, meaning you cannot send invoices, track expenses on your own, or run your business inside of it. It is designed for accountants and bookkeepers to manage your books on the backend while you continue to operate your business using your existing systems.
This option is ideal for very simple business models or for owners who want professional bookkeeping without learning the software themselves. Because it is still new and evolving, it may not be the best long term solution for every business, but it can work well for business owners who want minimal involvement in their monthly books.
The Truth About AI Features in QuickBooks
QuickBooks Online now advertises a lot of AI based tools. While helpful in theory, they frequently miscategorize transactions and cause more clean up work in the long run. One of my clients uses QuickBooks Advanced, and I still see the AI suggestions incorrectly categorize transactions on a regular basis.
AI is improving, but bookkeeping requires accuracy and context. Software cannot replace professional judgment.
How Oak and Ledger Helps You Set Up the Right System
During onboarding, we help you choose the right QuickBooks Online plan, set it up correctly, customize your chart of accounts, and build a reliable bookkeeping system tailored to your business.
No guesswork. No wasted money. No overwhelm.
Want Help Choosing the Right Plan
If you are still unsure which QuickBooks Online plan makes the most sense for your business, you do not have to figure it out alone. I help small business owners choose the right system, set everything up correctly, and build a bookkeeping foundation that supports growth and long term success. If you are ready for clarity, confidence, and a bookkeeping process that actually works for your business, schedule a call with Oak and Ledger and let’s get your financial systems set up the right way from the start
Tools and Resources
Ledger Tracker - Perfect for business owners who are not ready for a bookkeeper or an accounting software subscription.
2026 Planner - Perfect for those who still believe in the power of writing things down. Start planning for growth now
Oak and Ledger is a participant in the Amazon Services LLC Associates Program, an affiliate advertising program that allows creators to earn small commissions by linking to products on Amazon. There is no additional cost to you if you choose to purchase through these links. I only share tools and resources that I genuinely use, trust, and believe will support you and your business.