Choosing the Right QuickBooks Online Plan
Most business owners choose a QuickBooks plan based on what someone on the internet recommended. In reality, the right plan depends on how your business operates today and how you actually plan to use the software.
This article is not about buying the biggest plan just in case. It is about choosing the right level of support for your current stage and avoiding unnecessary complexity that can make bookkeeping harder, not easier.
The goal is clarity and scalability, not extra bells and whistles.
Why the QuickBooks Plan You Choose Matters
QuickBooks Online offers three primary plans: Simple Start, Plus, and Advanced.
Most small business owners, especially start ups and service based businesses, can operate in Simple Start for far longer than they expect. I have worked extensively in all three plans, and many of the upgraded features are far less necessary than the marketing makes them seem.
If you are new to QuickBooks Online, starting with too many features can feel overwhelming. Overbuying software often creates confusion, while underbuying can limit reporting or workflow visibility. Choosing the right plan from the beginning helps keep your bookkeeping clean and your reports useful.
QuickBooks Simple Start
QuickBooks Simple Start is ideal for service based businesses with straightforward income and expenses. It works well for start ups, solopreneurs, and even larger businesses with a single decision maker who needs access to financial information.
Many of my clients use Simple Start, including businesses earning anywhere from early stage revenue to over $500,000 annually.
Simple Start allows you to:
Send invoices and accept online payments
Record sales receipts from a point of sale system
Track income and expenses
Access essential financial reports to operate your business
This plan is not designed for inventory management or businesses with multiple users actively working inside QuickBooks. Simple Start supports one connected sales channel, such as a single POS system, and one primary user. Your bookkeeper or CPA does not count toward the user limit.
For most service based businesses that do not sell products or track inventory, Simple Start provides everything needed for accurate bookkeeping and clear financial reporting.
QuickBooks Essentials
QuickBooks Essentials is essentially QuickBooks Simple Start, but gives you three users access to your QuickBooks file and the feature of multiple currencies. It acts as the middle between Simple Start where you need the essentials, plus a few more options without the costs of switching to QuickBooks plus.
QuickBooks Plus
QuickBooks Plus is designed for growing businesses that need more advanced features. This includes product based businesses, companies with inventory, or businesses with multiple users or sales channels connected to QuickBooks Online.
Plus also enables class, job, project, and location tracking, which can provide more detailed reporting for businesses that want to break down income and expenses by department, service line, or location.
QuickBooks has also expanded Plus to include additional tools such as basic customer relationship management features, appointment scheduling, proposal creation, contract uploads, and light project tracking. While these features can be helpful for some businesses, many are not essential for accurate bookkeeping.
QuickBooks Plus is often the sweet spot for businesses that are growing and need more structure, but not full enterprise level controls.
QuickBooks Advanced
QuickBooks Advanced includes all the features of Simple Start and Plus, along with expanded reporting tools and advanced user permissions.
This plan is best suited for larger teams that require internal controls, such as role based access and separation of duties. It allows business owners to limit what users can see or modify based on their role within the company.
Many businesses upgrade to Advanced before they actually need it. Higher cost does not equal better bookkeeping. Advanced works best for companies with complex operations, multiple departments, and teams that require customized access and reporting.
For businesses without those needs, many Advanced features go unused.
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Choosing the Right Plan for Your Business
The right QuickBooks plan depends on how your business operates today, not what you might need years from now.
Clean bookkeeping starts with:
Understanding your business model
Knowing who needs access to financial information
Choosing tools that support clarity instead of complexity
QuickBooks is a powerful tool, but it works best when it matches your actual workflow and bookkeeping needs. When the plan fits, the software becomes easier to use and far less overwhelming.
You can check out Intuit QuickBooks most up to date information on plans and pricing here.
If you want support beyond DIY solutions
If you want support beyond DIY solutions, reach out to see how Oak and Ledger can help you build a bookkeeping system that supports your business as it grows.