What is the best QuickBooks plan for my business?
The right QuickBooks Online plan depends on a few key questions about how your business operates. Most small businesses end up on Essentials or Plus, but the decision comes down to specific features you either need now or will need soon.
Start with users. Simple Start allows one user. Essentials allows three. Plus allows five. If you have a bookkeeper, an office manager, and yourself who all need access, Simple Start is already out. Count the people who need to log in regularly.
Next, consider projects or job costing. If you need to track profitability by project, client, or job, you need Plus. Construction companies, contractors, and consultants who bill by project should start here. Simple Start and Essentials don’t have project tracking, which means you’d be guessing at which jobs actually made money.
Bills and vendor payments are where Simple Start falls short. You can record expenses, but you can’t track unpaid bills or manage accounts payable properly. Essentials adds this capability, which is why most real businesses skip Simple Start entirely.
Time tracking comes with Essentials and above. If you bill clients for time or want employees to log hours against jobs, you need at least Essentials. Plus ties time tracking to projects for better job costing.
Inventory matters if you sell physical products. Plus includes basic inventory tracking. If you’re a service business without products to stock, this feature won’t factor into your decision.
For most service-based businesses, Essentials covers the basics well. For construction, home services, or any business tracking costs by job, Plus is worth the extra monthly cost because proper job costing pays for itself in visibility. A San Diego bookkeeper who works with these industries regularly can help you evaluate what you actually need.
Advanced is overkill for most small businesses. It adds batch invoicing, custom user permissions, and dedicated support. Companies with complex operations might eventually grow into it, but starting there rarely makes sense.
Pick the plan that fits how you actually work rather than the cheapest option that technically allows you to log in. Upgrading later is easy, but starting too small means tracking things manually that the software should handle. If you’re unsure about initial configuration, QBO Setup & Training helps you get the setup right from day one so the software works for your business instead of against it.
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More Questions
What is outsourced bookkeeping?
Outsourced bookkeeping means hiring an external firm or individual to handle your financial record-keeping instead of doing it yourself or employing someone in-house. The bookkeeper works remotely through cloud accounting software.
Read answerHow do I track subcontractor payments?
Track subcontractor payments by collecting W-9s upfront, setting up vendors in accounting software, and coding every payment to its job. Consistent tracking keeps you compliant and shows true project costs.
Read answerHow do I set up direct deposit for employees?
Start with a payroll platform that handles ACH transfers, then collect authorization forms and bank details from each employee. Run a test transaction to verify account information before the first real payday.
Read answerWhat does a bookkeeper actually do?
A bookkeeper maintains the day-to-day financial records of your business. They categorize transactions, reconcile accounts, manage bills and invoices, and produce monthly financial statements that show how your business is performing.
Read answerDo I need to charge sales tax on shipping?
It depends on the state and how the charge appears on invoices. In California, shipping is generally not taxable if separately stated and reflecting actual carrier costs, but handling fees are taxable.
Read answerDo I need a bookkeeper who understands construction?
Yes. Construction accounting involves job costing, progress billing, retainage, and subcontractor tracking. A general bookkeeper will produce books that are technically correct but don't show you which jobs actually made money.
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