Best QuickBooks Alternatives for Small Business in 2025
Running a small business comes with its own set of challenges. For example, you are paying for accounting software that is not able to keep up with your changing requirements or is way too complex for what you actually need. You open QuickBooks, and it feels like you need a degree in accounting just to send an invoice.
Sound familiar?
Here's the thing: most small business owners don't realize they’re overpaying and dealing with software that’s more complicated than it needs to be. You might think your current system works "fine," but what if there was something simpler, more affordable, and a better fit?
You're not stuck with QuickBooks. There are now plenty of options out there. Some are free, others cost much less, and a few are built for businesses that have outgrown QuickBooks altogether. Some also offer features like an inventory management software that can help you stay organized. If you’re searching for a QuickBooks alternative in Canada, this guide is for you.
What Are QuickBooks Alternatives?
QuickBooks alternative are other accounting tools that do what QuickBooks does, sometimes better, sometimes for less money. Think of them like different tools in a toolbox.
These alternatives come with different features and functionalities. Some are completely free, some are budget-friendly, and some are for businesses that need more features like an inventory stock management system or integration with a full ERP supply chain platform.
Why People Look for QuickBooks Alternatives
1. Price
QuickBooks can be expensive, especially if you're just getting started. Spending $30–50 or more each month adds up, especially when you're trying to save every dollar.
2. Too Many Unused Features
QuickBooks offers a lot of features, but you may not need most of them. If you’re only sending invoices and tracking expenses, a simpler option can save time and money.
3. Not Enough of What You Need
On cheaper plans, QuickBooks leaves out features like time tracking or project management. To get them, you need to upgrade, sometimes more than once.
4. Too Complicated
QuickBooks can be hard to use if you don’t have an accounting background. Many business owners want something that just works without needing hours of tutorials.
5. User Limits
QuickBooks limits the number of users on each plan. If your team grows, you might need to pay more just to give another person access.
6. Confusing Layout
The software can feel cluttered. Some users say even simple tasks take too many steps. Many prefer accounting tools that are more user-friendly.
Top QuickBooks Alternatives for 2025
1. Dynamics 365 Business Central
– Best for Mid-Sized Businesses
Pricing: From $89.60/month per user
Best for: Mid-size businesses needing more than basic accounting
Business Central combines finance, customer management, and inventory management system tools. It connects with Microsoft products and works on the cloud or mobile.
Key Features:
- Smart reporting and analytics
- Sales, inventory, and supply chain features
- Works on desktop and mobile
- Easy Microsoft integration
Why Choose Business Central: Great for businesses already using Microsoft tools and looking to manage operations, sales, and inventory stock management systems in one platform. If you're based in Toronto or anywhere in Canada, this Microsoft-based tool offers smooth QuickBooks Dynamics 365 integration to support your growth. Many companies comparing Business Central vs QuickBooks choose Business Central for its deeper feature set. A successful Business Central implementation also ensures a smoother transition.
2. Wave
– Best Free Option
Pricing: Free (Pro plan: $16/month)
Best for: Freelancers or small businesses on a budget
Wave covers invoicing, expense tracking, and financial reports, without charging a monthly fee. It makes money through payment processing, which is competitively priced.
Key Features:
- Unlimited invoicing and expense tracking
- Bank account sync
- Tax reports and receipt scanning
- Multi-user access
Why Choose Wave: Ideal if you’re starting out and want solid tools without a monthly bill. Great for service-based businesses that don’t need a warehouse management system or inventory tools. It’s a good QuickBooks alternative Canada users are beginning to explore.
3. Xero
– Best Overall Option
Pricing: From $20/month
Best for: Growing teams needing access for multiple users
Xero offers strong features, a simple interface, and lets unlimited users access the system, something QuickBooks charges extra for.
Key Features:
- Unlimited users
- 1,000+ app integrations
- Project and time tracking
- Multi-currency support
- Powerful mobile app
Why Choose Xero: It’s excellent if you need flexibility, strong mobile features, and don’t want to pay extra just to add a team member. When comparing Xero vs QuickBooks, many prefer Xero for its unlimited user access.
4. FreshBooks
– Best for Freelancers
Pricing: From $14/month
Best for: Freelancers or service providers
FreshBooks makes it easy to manage time, clients, and billing. It’s user-friendly and offers excellent support.
Key Features:
- Time tracking and invoicing
- Project and client tools
- Receipt scanning
- Automated payment reminders
Why Choose FreshBooks: If billing and time tracking are your priorities, FreshBooks is built with that in mind.
5. Zoho Books
– Best Value for Features
Pricing: Free plan; paid plans from $15/month
Best for: Businesses wanting a lot of features without a high cost
Zoho Books offers great value, especially if you're using other Zoho tools. It even includes inventory management systems and automation tools.
Key Features:
- Inventory and project tools
- Multi-language and multi-currency
- Workflow automation
- Deep reporting tools
Why Choose Zoho Books: It gives you the most tools for the money, especially for companies needing more than basic accounting.
6. Sage 50 Accounting
– Best Desktop Option
Pricing: From $61.92/month
Best for: Companies needing desktop software with advanced features
Sage 50 offers powerful tools for things like job costing and inventory, but it’s a desktop solution, not cloud-based.
Key Features:
- Strong inventory tracking programs
- Job costing
- Microsoft Office integration
- Deep financial reports
Why Choose Sage 50: Good for those who prefer traditional software and want tools for advanced inventory and financial tracking. When comparing Sage vs QuickBooks, Sage stands out for businesses needing powerful desktop capabilities.
7. NetSuite
– Best for Big Companies
Pricing: Custom pricing (usually from $999/month)
Best for: Large businesses that need a full ERP system
NetSuite goes beyond accounting. It’s a full business platform with everything from inventory management system software to global finance tools.
Key Features:
- Complete ERP solution
- Handles multiple companies and locations
- Strong reporting and compliance tools
Why Choose NetSuite: Ideal for larger businesses needing full-scale operations management. A great replacement for QuickBooks when scaling up.
Specialized QuickBooks Alternatives
Puzzle – For Startups
Pricing: Free for businesses with under $5,000 in monthly expenses
Puzzle shows you how long your funds will last, what you're spending, and helps track cash flow—perfect for new companies.
Square – For Social Selling
Pricing: Free (with commission) or from $29/month
Square helps businesses that sell through social media or in person. It handles payments and basic accounting.
Gusto – For Payroll
Pricing: From $40/month
Gusto isn’t full accounting software, but it’s excellent for handling payroll. Great if paying employees is your main need.
Making the Right Choice
Think About Your Business Size: Solo business owners: Wave, FreshBooks, or Square
Small teams (2–10 people): Xero, Zoho Books, or FreshBooks
Growing businesses (10+ people): Sage 50, Business Central, or NetSuite
What Features Do You Need?
Enterprise-level: NetSuite, Business Central
Just the basics: Wave or Zoho Books
Time tracking: FreshBooks or Xero
Inventory management: Sage 50 or NetSuite
Support for multiple currencies: Xero or Zoho Books
Budget Considerations: Free tools: Wave (note: there are payment fees)
Affordable options: Zoho Books, FreshBooks
Mid-range: Xero, Sage 50
Key Features to Look For
When evaluating QuickBooks alternatives, focus on these essential features:
Core Accounting Functions
- Double-entry bookkeeping
- Bank reconciliation
- Financial reporting
- Tax preparation support
User Experience
- Intuitive interface
- Mobile accessibility
- Multi-user support
- Customer support quality
Integration Capabilities
- Bank and payment processor connections
- Third-party app integrations
- API availability for custom connections
Scalability
- Ability to handle growing transaction volumes
- Additional features as you grow
- Multi-location support if needed
Implementation Tips
Moving Your Data, Don't worry
Most alternative software to QuickBooks will help you move your information from QuickBooks to their system.
It's like moving houses: it takes some planning, but it's totally doable. Many companies offer free migration services or have simple tools to help you transfer everything.
Getting Your Team on Board
Change can be scary for your team. Pick a time when business is a bit slower to make the switch. Most of these QuickBooks alternatives are actually easier to use than QuickBooks, so your team might thank you for it.
Take It for a Test Drive
Almost every replacement for QuickBooks offers a free trial. Use it! Set up a fake business or use your real data to see how it feels. It's like test driving a car—you wouldn't buy one without driving it first, right?
Start Simple
You don't need to use every feature on day one. Start with the basics: invoicing, expense tracking, and basic reports. You can always add more features as you get comfortable.
Conclusion
Well, the thing is: alternatives to QuickBooks aren't just "alternatives" anymore. Many of them are actually better than QuickBooks for most small businesses. They're cheaper, easier to use, and designed for real people, not accountants.
Whether you're looking to save money, get better features, or just want something that doesn't make you want to pull your hair out, there's probably a QuickBooks alternative in Canada that's a better fit for your needs.
The best part? You don't have to take anyone's word for it. Try a few options, see what feels right, and make the switch when you're ready. Your business (and your sanity) will thank you for it.
Don't wait for your accounting software to become a bigger headache than it already is. The right tool is out there. Maybe it's time to consider Microsoft Dynamics 365 or work with a trusted Microsoft partner in Canada like Dynamics Square.
Get in touch with our team in Toronto for expert guidance on choosing the right financial management solution, whether it's a simple switch or a full-fledged ERP transition.
You can reach us by phone at +1 289 807 0740 or by email at info@dynamicssquare.ca.