Xero accounting vs QuickBooks - Which is better?

Apr 05, 2024

A cloud accounting tool is marked as one of the most essential things to smoothly run the daily operations associated with businesses. It allows your business to have deductions in tax, accomplish projects timely, and have clarity of your accounting. 

Xero vs QuickBooks are both comprehensive tools that meet most requirements when it comes to accounting features. They have distinct approaches, and each has distinct advantages and disadvantages.

Xero vs QuickBooks are both designed specifically for small to medium-sized businesses. They are less suitable for organizations that have complex activities to manage. However, both systems have a lot to recommend to most startups, retail stores, agencies, and small businesses.

Overview of QuickBooks accounting software

Key features of QuickBooks accounting software

1. QuickBooks allows you to share customized invoices at any time, from any location:

You can personalize a QuickBooks invoice template to build an impact on your small business; 

You can quickly and easily convert estimates and quotes into invoices; 

QuickBooks allows easy access on any device for uninterrupted accounting activities.

2. Automated invoicing brings accuracy to businesses:

QuickBooks automates the sharing of scheduled invoices; 

Efficiency can be increased by creating batches of invoices before sending them; 

This accounting software keeps sending gentle reminders whenever the invoice's due date is coming up.

3. Set up recurring invoices:

QuickBooks schedule recurring invoices for regular customers which means you can save a lot of time. 

QuickBooks saves the date on the behalf of your company.

What is the pricing for QuickBooks?

The Basic plan from the QuickBooks accounting system starts at $25 per month. All of the fundamentals of organizing receipts, tracking expenses and income, making invoicing, and receiving payments are included in this plan from Xero. 

The Plus plan, which costs $70 per month and includes all of the aforementioned features along with access for a maximum of five users, inventory, time tracking, and access to additional reporting, including reporting on project profitability, is the choice of many growing businesses.

The most expensive plan has the opulent features one would expect: a monthly advance of $150. You can use features like automated reminders and invoice approvals, batch invoices and expenses, management, and custom reporting with QuickBooks Top Plan.

Add-ons for payroll are available in three types: "Payroll Core", "Payroll Premium", and "Payroll Elite" which cost between $45 and $4 per employee per month and $125 and $10 per employee per month, respectively.

Which businesses can use QuickBooks?

If you are located in the United States, your accountant might be most concerned about your lack of using Xero software. They will probably be accustomed to working with QuickBooks because it is the market leader in the United States.

For just $25 per month, the QuickBooks Basic plan is a great offer. QuickBooks is an excellent option for freelancers seeking all of the essential features of accounting software on a budget.

Advantages of using QuickBooks accounting software

1. The software in QuickBooks is user-friendly and geared toward customers. Its design is easy to comprehend.

2. You can easily manage your taxes with QuickBooks. 

3. QuickBooks is always improving and evolving. The software has a lot of amendments that can always be useful for operating your business.

Disadvantages of using QuickBooks accounting software

1. The risk of system crash exists. 

2. Direct professional support is not available

3. Issues related to file size arise.

4. Limitations are set on the number of users 

5. Data backup is not accurate. The chances of losing data exist.

Overview of Xero accounting software

Key features of Xero accounting software

1. Bills can be easily paid:

Xero allows you to monitor and pay bills within the deadline. Also, businesses can get a clear picture of cash flow and accounts payable.

2. Costs associated with filing a claim:

Xero's accounting software allows businesses to control spending and submit claims for reimbursements.

3. Connections to banks:

Business bank accounts can be easily linked with the Xero expense management tool. Daily business transactions are securely transferred directly into Xero.

4. Businesses can accept payments from customers:

By connecting to services like GoCardless, and Stripe you can accept payments online. 

5. Monitor projects:

Jobs can be quoted, invoiced, and paid for. Project and job tracker software also make it easy to monitor profitability and costs.

What is the pricing for Xero?

The Early plan of Xero costs $9 per month, but the features are very limited. You can only enter five bills, and send five invoices and quotes, and a reconciliation of 20 bank transactions can be done. 

The majority of small businesses will benefit from their Growing plan. For $30 per month, invoices and quotations can be sent, bills can be entered, and bank transactions can be reconciled. 

Businesses require the Established plan of Xero to use all of the features. You can receive the Growing features, as well as multi-currency support, expense capture and management, and project cost and time tracking for $60 per month.

Pricing starts at $39 per month for the base and $6 per person for access to their Gusto full-service payroll, which is available to customers in all 50 states in the United States.

Which businesses should use Xero?

In terms of depth of user experience, Xero is an excellent accounting software. Xero is capable of adding to the growth of your startup business. It is a well-built accounting tool for small businesses.

Retail businesses can track inventory, add stock to quotations and invoices, and report on trending product lines. Xero ought to be there for you every step of the way as your business expands.

Advantages of using Xero accounting software

1. You can manage your accounts from any location. It's easy to use. 

2. It ensures the safety and security of business transactions. 

3. You can get product updates for free. 

4. It makes it simple to collaborate. 

5. You can upgrade according to your business's requirements.

Disadvantages of using Xero accounting software

1. The inventory, purchase, and requisition aspects are extremely basic. 

2. Projects, expense claims, and support for multiple currencies are restricted to the most expensive plan. 

3. Businesses will have to manually follow up on unpaid invoices because there is no built-in "Debtor Chasing" function. 

4. Xero's accounting system does not support ETPs (Exchange Trade Products).

Global market share of Quickbooks and Xero

QuickBooks occupies the highest market share across the world, with a colossal 62% chunk of accounting software users worldwide.

While the global market share of Xero is 8.8% (bumping up to 9.09% in 2023), with the majority of users based in the United Kingdom.

Which accounting software is the best for your business?

The user interface of QuickBooks Online was popularly considered outdated at the beginning of the 2010s. However, things have evolved since then, and rivals like Xero have forced QuickBooks to reevaluate its user interface. But there is still room for improvement here. It has a more contemporary feel and is easier to use. 

Businesses in the US should go with QuickBooks Online if they want a lot of value at a low price, advanced reporting, and a minimalist user interface. Businesses outside North America should go with Xero.

Related read: How to choose accounting software for small businesses?

Integrate QuickBooks and Xero seamlessly into Volopay

Volopay is expense management and automation software that was designed to help businesses deal with all their financial challenges and pain points. One of the most amazing features offered by Volopay is the direct accounting integration with QuickBooks and Xero.

This means that all the transactions your business conduct through the Volopay platform or cards get recorded in real-time and entered under the right categories into the accounting sheets. Auto-categorization and expense mapping tools are used to study the pattern and transaction type of the business to create the most accurate accounting book.

There is a lot more you can do with Volopay; book a demo now!


Which is easier to use: Xero or QuickBooks?

Xero is more user-friendly in comparison to QuickBooks.

Do accountants prefer QuickBooks?

Reports suggest that around 78% of accountants rely on the QuickBooks accounting system.

Why is QuickBooks so popular?

QuickBooks is popular among businesses because of Intuit establishing the QuickBooks brand as reliable.

Do you need training to use QuickBooks?

No, QuickBooks is very simple to use. Businesses don’t require training to understand this accounting tool. 

Simplify and automate your expense reporting