QuickBooks Online vs Xero for Bookkeepers

Are you a new freelance bookkeeper trying to decide between QuickBooks Online vs Xero? You’re not alone because many bookkeepers are looking for the best software and tools for running a bookkeeping business! Many people feeling overwhelmed by all the software options. QuickBooks Online (often called QBO) and Xero are at the top of the list – and for good reason. They’re two of the most popular cloud accounting platforms for small businesses and bookkeepers alike. But which one is right for you and your budding bookkeeping practice? We’ll break down QuickBooks Online vs Xero for bookkeepers in detail, chat about pricing, ease of use, interface, reporting, integrations, scalability, customer support, mobile apps, and how each software fits into a freelance bookkeeper’s workflow.

By the end, you’ll have a clear picture of the pros and cons of QuickBooks Online and Xero – and which might be the better fit as you start your bookkeeping business.

Pricing: How Do QuickBooks Online and Xero Stack Up?

One of the first questions on your mind is probably cost. As a new bookkeeper, you’re budget-conscious, and you need to know what each software will cost you or your clients. Let’s compare QuickBooks Online vs Xero pricing.

QuickBooks Online (QBO) offers four main subscription plans in the U.S.: Simple Start, Essentials, Plus, and Advanced. Regular list prices (per month) range from about $35 for Simple Start up to $235 for Advanced (their top-tier plan). Definitely check the their website for the most up to date pricing. Each higher plan adds more features and allows more users. For example, Simple Start is single-user (plus your accountant), Essentials allows 3 users, Plus allows 5, and Advanced supports up to 25 users. (Yes, unfortunately QBO puts a user cap on each plan.) Keep in mind Intuit (the maker of QuickBooks) often runs promotions (like 50% off for 3 months or a free trial), but those are temporary discounts. The regular prices are what you or your client will pay long-term if you go with QBO.

Xero, on the other hand, keeps it a bit simpler with three main plans (in the U.S.): Early (sometimes called Starter in older lingo), Growing (Standard), and Established (Premium). As of 2025, Xero’s plans range from about $20 per month for Early, $47 for Growing, up to $80 for Established – notably cheaper on the surface than QBO’s upper tiers. Even better, Xero does not charge per user; all plans support unlimited users at no extra cost. That’s a pretty big deal, especially if your client has multiple people needing access or if you, the bookkeeper, need to invite other collaborators. (In the accounting software world, unlimited users on every plan is almost unheard of and is a clear Xero advantage.)

However, don’t let the lower price tags fool you without checking the fine print. Xero’s entry-level Early plan is quite limited in functionality – it only lets you send 20 invoices and enter 5 bills per month. That might be okay for a very small business or a brand-new freelancer, but most of your clients will outgrow that fast. In contrast, QuickBooks Simple Start (the lowest QBO plan) has no such transaction limits – you can invoice as much as needed. On the flip side, if a client does need multiple users to access the books, Xero could be more cost-effective since QBO would make you upgrade to a higher plan to get, say, 5 users. To illustrate, QBO’s Plus plan (5 users) runs around $99/month, whereas Xero’s Growing plan (unlimited users) is ~$47/month. That’s a big difference!

For a quick visual comparison, here’s a pricing table for U.S. plans (at regular rates, not including temporary discounts):

Plan Tier	QuickBooks Online (Users Included)	Xero (Users Included)
Entry-Level	Simple Start – $35/mo (1 user + accountant)	Early – $20/mo (Unlimited users) Limits: 20 invoices, 5 bills/mo
Mid-Tier	Essentials – $65/mo (3 users) Plus – $95–$99/mo (5 users)	Growing – $47/mo (Unlimited users) No invoice/bill limits
Top-Tier	Advanced – $235/mo (25 users)	Established – $80/mo (Unlimited users) Includes multi-currency, projects, expenses
Payroll Add-On	Available (Core ~$50 to Elite ~$130/mo + per-employee fee)	No built-in payroll (integrates with Gusto for extra cost)
Free Accountant Access	Yes – invite your accountant as a user on any plan (doesn’t count toward user limit)	Yes – invite external advisors/accountant on any plan (no extra cost)

Both QBO and Xero offer payroll but in different ways. QBO has its own payroll service (for an extra fee), whereas Xero doesn’t have in-house payroll in the U.S. – instead, Xero integrates with Gusto for payroll processing. Also, both platforms let you (the bookkeeper or accountant) have free access to a client’s books as an advisor without bumping up the subscription cost. With QBO, your client can invite you via QuickBooks Online Accountant; with Xero, you’d be added as an advisor user on their organization.

So which is cheaper? If we’re comparing apples to apples: Xero’s monthly subscriptions are generally lower-cost than QuickBooks for similar functionality, especially as the number of users grows. For example, a business that needs 5-10 users will pay a lot less with Xero (since Xero = $47–$80 total, unlimited users) versus QuickBooks (which might force the $235/mo plan for 25 users max). Xero also includes some advanced features (like inventory and accounts payable) on all plans, whereas QBO makes you upgrade to get those. However, Xero’s cheapest plan is only suitable for the tiniest clients due to transaction limits. In many cases, a small business might end up on Xero’s Growing ($47) or Established ($80) plan to remove those limits, which is still competitive against QBO’s $65–$99 mid-tier plans.

From a bookkeeper’s perspective, you should also consider partner discounts and free accounts. QuickBooks has a ProAdvisor program (free to join) where you can get wholesale pricing – often 50% off QBO subscriptions for your clients if you manage the billing. Xero’s partner program similarly offers discounts and even a free Xero subscription for your own practice (yes, free Xero for your bookkeeping business’s books!) once you become a Xero partner.

Bottom line on pricing

If cost is the only factor, Xero tends to win for multi-user scenarios and included features, while QuickBooks can be pricier especially as you scale up. But pricing isn’t everything – so let’s explore how these two actually feel to use day-to-day.

Ease of Use: Which Software Feels Simpler?

When you’re jumping into a new accounting software, the learning curve matters. You want a platform that makes your life easier, not harder – and since you’ll potentially be teaching some clients how to use it (or at least interfacing with them through it), user-friendliness counts for a lot. So, how do QuickBooks Online and Xero compare in terms of ease of use, especially for someone just starting out?

QuickBooks Online has a reputation for being fairly intuitive and easy to use – even if you don’t have a background in accounting. In fact, many bookkeepers (and small business owners) choose QBO because it’s considered user-friendly for beginners. The software’s interface is designed with non-accountants in mind, with guided setups and prompts that help you along. According to one expert review, QuickBooks Online is “quite intuitive and easy to use — even beginners with no prior accounting experience can master the software quite easily”. As a freelancer just starting out, you could likely get comfortable with the basics of QBO after some training and practice. The navigation menu and dashboards in QBO are generally well-organized, and common tasks (like creating invoices or reconciling a bank account) are streamlined with step-by-step workflows. Plus, the terminology in QBO is often more business-owner friendly, using everyday language (e.g. “Get paid” for invoicing, “Bills” for payables) which can make it less intimidating.

Xero, by contrast, sometimes gets a mixed reputation on ease of use. On one hand, Xero is known for a clean, minimalist layout that many find visually appealing. When you log in to Xero, you’re greeted with a dashboard that gives a snapshot of bank balances, invoices owed, bills to pay, etc., without too much clutter. For some, this “less is more” approach feels approachable, especially if you’re a bit tech-savvy. Xero was born in the 2000s as a cloud software (whereas QuickBooks has deeper roots in desktop accounting), so Xero has a modern look and feel. However, Xero can present a steeper learning curve if you don’t have an accounting background. The software sometimes assumes you know what you’re doing in bookkeeping. A review pointed out that Xero “is difficult to learn if you don’t have prior accounting experience, so it isn’t the best choice for beginners”. However, based on my personal experience – when I first tried Xero, I had a couple of “huh, what now?” moments, particularly around setting up things like bank rules and understanding how Xero handles certain workflows. However, with some practice and training on the platform it is actually quite easy to navigate. It’s not that Xero is badly designed (in fact, many love its design); it’s just a bit less hand-holding than QBO. One NerdWallet analysis put it this way: Xero’s sleek layout may feel more approachable to business owners who are new to bookkeeping or prefer simplicity, but the breadth of options in QuickBooks can feel like information overload at first. In short, Xero’s simplicity in layout doesn’t automatically mean it’s simpler to master – there’s nuance here.

From a bookkeeper’s perspective, if you’re already comfortable with accounting concepts, you might actually appreciate Xero’s approach after you get the hang of it. But if you’re truly starting from scratch in bookkeeping software, QuickBooks might get you up to speed faster. Also consider the availability of training resources: Intuit provides a ton of tutorials, and the QuickBooks ProAdvisor training (which is free) is a structured way to learn the software inside-out. Xero has training too (Xero University, etc.), but in the U.S., the community of QBO users is just larger – meaning more forums, more how-to videos on YouTube, and likely local peers who know QBO. That community can make learning feel easier because answers to newbie questions (“How do I void a check in Xero vs QBO?”) are often a quick Google search away.

To summarize ease of use: QuickBooks Online is often praised for its beginner-friendly, guided experience and is considered an industry standard partly because many find it easy to pick up. Xero is praised for its clean design and “less cluttered” interface, but it can be a bit tougher to learn without an accounting foundation. Don’t let that scare you – plenty of bookkeepers love Xero – just know that you may need to invest a little time to climb that initial learning curve.

User Interface & Design: A Look at Look-and-Feel

Hand-in-hand with ease of use is the user interface (UI) – basically, how the software looks and how the menus and screens are organized. A modern, well-designed interface can make your daily bookkeeping work more pleasant (or at least less of a headache!). Let’s compare the UI of QBO and Xero.

QuickBooks Online’s Interface

QBO has undergone several redesigns over the years, and the current interface is pretty polished. The primary navigation in QuickBooks is a left-hand sidebar menu (in Business view) with sections like Get Paid & Pay (for sales and expenses), Bookkeeping, Payroll, Reports, Taxes, etc. There’s also a handy quick-create + New button to create transactions from anywhere. Many users describe the QBO interface as modern and easy to navigate. Forms like the invoice screen are logically laid out – you have your customer info, the invoice lines, and options to customize or add attachments, etc. QBO also recently introduced an “Advanced” (Accountant) view vs “Business” view toggle – as a bookkeeper you might use the Accountant view, which exposes more traditional accounting labels (like Chart of Accounts, Journal Entries) whereas Business view simplifies terms for business owners. This flexibility is nice: you can switch the view based on what makes more sense to you or your client. Overall, QuickBooks’ UI is bright, with a green/blue color scheme and clear fonts. It tends to feel like a dashboard-driven experience – the home dashboard shows an overview of bank accounts, profit and loss, invoices, and tasks, and you can customize it to some extent.

One thing to note: because QBO packs in a ton of features, some screens can get complex (lots of buttons and options). But Intuit has tried to keep common workflows straightforward. For example, bank reconciliation in QBO has its own module that walks you through matching transactions – complete with indicators if something’s off. We often commend QBO for making routine tasks (like reconciliation) fairly foolproof with on-screen cues.

Xero’s Interface

Xero’s design philosophy is often described as clean and minimalist. Xero’s dashboard has a lot of white space and simple graphs. Xero uses a top navigation menu. There’s a menu bar with tabs like Dashboard, Business (for sales, purchases, etc.), Accounting (for reports, chart of accounts), and Contacts. Many actions in Xero are just a click or two away from that menu. The aesthetic is lighter and a bit more minimal than QBO; some would say it feels less cluttered. For example, Xero’s invoice interface is very straightforward – though on the flip side, it’s less customizable (Xero only offers one basic invoice template out-of-the-box, whereas QuickBooks provides multiple templates and customization options).

In Xero, when you open a feature like bank reconciliation, the screen is very focused: it shows bank statement lines on one side and potential matches on the other, encouraging a quick “OK” or “match” decision for each – this design is one reason people love Xero’s banking module. The UI makes it almost game-like to get that “reconciled” status. Another neat UI element: Xero’s contact management and certain reports have interactive links and smart lists – the interface lets you drill down easily to details or filter customers/vendors with a few clicks.

However, some users find Xero’s navigation takes getting used to. Features aren’t always where a QuickBooks user might expect. For instance, instead of a universal “+ New” button, Xero has an add button within each section (e.g., if you’re in Sales, you click “New Invoice”). Once you learn it, it’s fine – just different muscle memory than QBO. Forbes Advisor noted that Xero’s UI isn’t as polished as QuickBooks’ and can be harder to navigate for a new user. In contrast, other sources like Rippling mention Xero’s interface is intuitive and has a customizable dashboard. From my perspective, Xero’s UI feels streamlined, but occasionally I wish some advanced settings weren’t tucked so deep.

Both softwares also offer dark mode options via their mobile apps or browser extensions if that’s your thing, and both continuously update their UIs.

Verdict on UI: This one might boil down to personal preference. QuickBooks Online’s design is user-friendly and pretty robust – it feels like a Swiss Army knife with everything at your fingertips (sometimes almost too many things!). Xero’s design is sleek, modern, and less overwhelming on the surface, though some would argue it hides complexity under the hood. If you appreciate a simple, uncluttered layout, you might lean towards Xero. If you prefer visual cues and more on-screen guidance, QBO might feel more comfortable. The good news is that both UIs are generally well-regarded and bookkeeper-approved once you spend some time in them.

Reporting Features: In-Depth Financials or Basic Essentials?

As a bookkeeper, reports are your bread and butter. P&Ls, balance sheets, cash flow statements, aging receivables – you need your software to churn these out accurately (and maybe make you look good in front of clients!). Let’s see how QuickBooks Online vs Xero compare in the reporting department.

QuickBooks Online has a strong reputation for robust reporting. QBO offers 80+ built-in reports covering everything from standard financial statements to detailed sales, A/R and A/P aging, expense by vendor, job profitability, and more. Many of these reports are highly customizable – you can adjust date ranges, add/remove columns, filter by classes or locations (if using those features), and even create custom reports. For example, in QBO Plus and Advanced, you can tag transactions by Class or Location and then run reports filtered by those categories. QBO Advanced plan even has the ability to build custom dashboards and charts from your reports. One Forbes review noted QuickBooks offers “more powerful tools” and reporting depth compared to Xero, and the Rippling analysis highlighted QBO’s advanced reporting and workflow automations as a plus.

In my experience, one of QBO’s handiest report features is the Customization & Memorization – you can tailor a report (say, a custom Transaction Detail by Client report) and then save that customized report for future use or even schedule it to be emailed to you or the client regularly. This is a lifesaver for monthly bookkeeping routines.

Xero, by comparison, provides all the essential accounting reports and then some – roughly 55+ reports are available, including the big three financial statements, various sales and purchase analyses, tax reports, and so on. Xero’s reports have gotten more flexible over time; a couple years ago they introduced “New” style reports that allow more customization than the old ones. You can now do things like add formulas, group accounts, and save custom layouts in many Xero reports. For instance, you could create a custom P&L that groups certain accounts together for a particular client’s needs. However, Xero’s customization options are still a bit behind what QuickBooks offers out-of-the-box in terms of filtering and segmenting. Xero uses something called “Tracking Categories” to allow slicing and dicing financials (similar to classes in QuickBooks). It works well – you can have up to two active tracking categories (e.g., region, product line) and as many options (values) under each as needed, then reports can break down results by those categories. But if you need a third dimension, you’re out of luck without external tools.

One neat Xero feature is the interactive Executive Summary and Business Snapshot reports – these give a high-level overview with charts and graphs (like an interactive dashboard printout). It’s great for giving clients a visual performance summary. Xero also recently added short-term cash flow forecasting on the dashboard for up to 30 or 90 days (depending on plan), which can be useful for clients to see.

Overall, Xero’s reporting is solid for most small businesses, but if you have a complex reporting need or love to tinker with reports, QuickBooks might edge out. As one source put it, QuickBooks Online edges out Xero in the depth of its reporting capabilities, offering more customization options and a wider variety of reports. QuickBooks also has the nifty feature of Management Reports, where you can package a set of reports with a cover page, table of contents, and notes – nice for delivering to clients professionally.

That said, both QBO and Xero allow you to export reports to Excel or PDF easily, so for any super-specific analysis you can always dump the data and pivot table to your heart’s content. Additionally, both integrate with business intelligence tools or have marketplaces of add-on apps (more on integrations next) that can do advanced reporting (e.g., Fathom, Spotlight, etc.).

Tax reporting is one area to mention: QuickBooks, being U.S.-focused, has a slight advantage for U.S. tax time. It offers a built-in 1099 prep feature and can integrate with TurboTax or export to your tax software. Xero can manage 1099s as well (Xero has a 1099 report and W-9 collection tool), but generally, QBO is a bit more known for tax prep compatibility. Also, QuickBooks has a sales tax engine that will calculate sales tax on invoices and even help prepare sales tax returns for different jurisdictions. Xero also handles sales tax (and even VAT/GST if you have international clients), so both are fine on that.

Summary of Reporting: QuickBooks offers more reports (quantity and complexity) and often more flexibility in slicing data. Xero offers all the key reports and nice visuals, and it includes things like basic budgeting and tracking at no extra cost – whereas QBO requires Plus or Advanced for things like budgeting and class tracking. For most standard bookkeeping clients, Xero’s reports will do the job well. But if you need the extra mile in reporting and you’re on a higher QBO plan, QuickBooks shines. Consider your typical client needs: do they require a lot of custom financial analysis? If yes, QBO might serve you better; if they just need straightforward financials, Xero won’t disappoint either.

Integrations and Add-Ons: Connecting Your Accounting to Everything Else

In today’s world, no software is an island. You’ll likely need to connect your accounting software to other tools – maybe a time tracking system, an e-commerce platform, a CRM, or a project management app. Both QuickBooks Online and Xero are known for their integrations with third-party apps, but there’s a difference in scale and philosophy.

QuickBooks Online integrates with a vast ecosystem of apps through the Intuit App Store. You’ll find integrations for payment processing (Stripe, PayPal, Square), e-commerce (Shopify, Amazon, Etsy), CRM (Salesforce, HubSpot), receipt scanning (Dext, formerly Receipt Bank), time tracking (QuickBooks Time/TSheets, Harvest), and so on. How many integrations exactly? QBO has over 750 integrations available, covering pretty much every category a small business might need. This is slightly fewer than Xero’s roster, but still one of the deepest integration catalogs in the market. Importantly, Intuit often provides some in-house solutions that reduce the need for third parties – for example, QBO has built-in payments (QuickBooks Payments) and built-in lending (QuickBooks Capital), and even its own time tracking (QuickBooks Time) and payroll. These built-in options mean you might not need an external app for those functions if you stick within the QBO ecosystem. However, it’s great to have choices – if you prefer Gusto for payroll or Melio for bill payments, there’s an integration for that.

Xero takes pride in being highly connected. Xero offers over 1,000 integrations with third-party apps – which is massive. In fact, Xero slightly outshines QuickBooks in sheer number of integrations available. Xero integrates with all the popular names too: Stripe and PayPal for payments, Shopify and Amazon for e-commerce, HubSpot for CRM, Expensify or Dext for expenses, and many more. Xero was an early adopter of open APIs, which is one reason it gained traction with tech-forward businesses. If your client uses a less common niche software, there’s a decent chance it syncs with Xero given the breadth of their app marketplace.

A crucial difference: Xero doesn’t have as many native, in-house ancillaries. For example, Xero has no native payroll in the U.S., so you’ll integrate Gusto or another payroll app. Xero doesn’t have a built-in lending or bank product (QuickBooks has QuickBooks Capital and QuickBooks Checking account features), so those needs rely on third-party solutions with Xero. Depending on your view, that’s either a downside (one more thing to set up) or a positive (Xero sticks to pure accounting and lets specialized apps handle the rest).

Both QBO and Xero integrations typically use real-time data sync or at least daily sync. For example, a Shopify sale can create an invoice or sales receipt in the accounting system automatically, saving you manual data entry. I’ve found bank feeds (which are a form of integration) to be equally solid on both platforms – they connect to thousands of banks and pull in transactions. Xero was actually a pioneer in bank feeds and still touts very reliable bank connections.

If you’re a freelance bookkeeper aiming to offer add-on services or specific niches (like e-commerce bookkeeping or integrations with property management systems), it’s worth checking each platform’s app marketplace to see the options. Xero’s marketplace is very well organized by industry and function. QuickBooks’ app store similarly categorizes apps and has user reviews to vet them.

One more thing: Both QBO and Xero have open APIs that allow custom integrations. If you ever scale your practice and want to automate something unique (say, connect a client’s custom invoicing system), developers can work with QBO’s API or Xero’s API. For example, you can use the Xero API integration in to push data from a client’s point-of-sale system that didn’t have a pre-built app – it’s doable with both, but Xero’s culture historically catered more to the techie crowd (it’s a New Zealand-based company that really pushed the cloud accounting revolution).

Integration Summary: You really can’t go wrong with either in terms of connecting to other tools – both are top of class. That said, Xero holds a slight edge in number of available integrations (1000+ vs QuickBooks’ ~750), and Xero is often praised for its open, flexible integration capabilities. QuickBooks covers all mainstream needs too, and also offers some built-in features reducing the need for external apps for things like payroll, time tracking, or lending if you prefer a one-vendor solution. If your freelance bookkeeping niche involves lots of different software systems, Xero’s broader app ecosystem might be appealing. But for most common scenarios, both will connect just fine to whatever your clients throw at you.

Scalability: Growing with Your Practice and Clients

“Scalability” might sound like a buzzword, but it matters. As your bookkeeping practice grows, you’ll take on bigger clients or more clients. You need to know if QuickBooks or Xero will scale up with both your clients’ business growth and your own needs managing multiple accounts.

Traditionally, QBO has targeted small to mid-sized businesses – and in recent years, even upped its game to serve slightly larger businesses with the Advanced plan. A single QBO company file (account) can have up to 25 active users (on the Advanced subscription), and in my experience, it can handle a good volume of transactions (though extremely high-volume e-commerce businesses might start to push QBO’s limits – there are transaction count caps in the technical specs, but you’d need to be in the tens of thousands of transactions per month to worry). For many small businesses, QBO can scale from a one-person startup all the way to a company with, say, $20 million in revenue and a moderate finance team. Intuit also offers an upgrade path to products like QuickBooks Enterprise (desktop or hosted) or even mid-market solutions if clients massively outgrow QBO, but those are separate products.

For your bookkeeping practice scalability, QuickBooks shines by offering QuickBooks Online Accountant (QBOA) – a special dashboard for accountants and bookkeepers (free to use) where you can see all your client QBO companies in one place and jump between them. This makes managing, say, 10 different client books easier – one login, one dashboard. QBOA also provides practice management tools, like a workpapers feature and to-do lists for closing the books, etc. As you add more clients, QBOA is ready to accommodate. And remember, you can become a ProAdvisor and get listed in Intuit’s directory, potentially bringing you more clients – that’s a form of scaling your business too!

Xero is often lauded for being extremely scalable on the multi-user front because of that unlimited user policy. If one of your clients suddenly grows from 3 employees to 30 and they all need access to the accounting system, Xero doesn’t make it costlier – no sweat. Xero also tends to handle multi-currency and international operations well (the Established plan includes multi-currency support), which might become relevant if your client base expands to those doing cross-border business. In terms of transaction volume, Xero can handle a lot as well; I’ve heard of users with 1000s of invoices a month on Xero without issue. There isn’t a hard publicized limit; performance could vary, but generally, Xero is used by businesses from freelancers up to fairly large private companies. In fact, Xero often markets itself as suitable for mid-to-large businesses due to its unlimited users and strong features like advanced security/uptime and integrations.

For your own practice’s scaling, Xero has Xero HQ, which is comparable to QuickBooks Online Accountant. Through Xero HQ, you can see all your client organizations, track deadlines, and even see alerts like which clients haven’t reconciled their bank in X days. Xero’s partner program also has levels (bronze, silver, gold, etc.) as you bring on more clients – higher status can earn you more benefits (like marketing resources or higher partner discounts). So Xero is very much thinking about helping you grow your practice. One anecdotal difference: some bookkeepers say QuickBooks is great until a client hits a certain complexity, then they might need to move to something bigger, whereas Xero can stretch a bit further for complex needs by leaning on integrations.

Take inventory management as an example of scaling needs: QBO’s built-in inventory is only in Plus/Advanced and is solid but basic (good for light product-based businesses). Xero’s built-in inventory is also basic (but available in all plans). If a client becomes a larger wholesale or manufacturing operation, neither QBO nor Xero alone might suffice – you’d integrate a more powerful inventory system (like DEAR or Unleashed) to either. Both can scale via integrations in that way.

Another aspect of scalability is multi-entity management. If your client has multiple companies, or if you as a bookkeeper have many client files, how easy is it to manage? In QuickBooks, each company is a separate subscription (same in Xero). Xero offers a discount if one subscriber (like you) has multiple organizations on the same account/email. QuickBooks, via wholesale billing, also effectively gives you discounted rates if you manage the billing. So both try to ease the pain of “more companies = more cost” a bit for accountants.

Verdict: Both QuickBooks Online and Xero are scalable for a growing bookkeeping practice. QuickBooks might have an edge in the largest small-business segment in the U.S. (with its Advanced plan and broad feature set). Xero’s unlimited users and slightly more open nature make it ideal for businesses that plan to grow their team or integrate many systems as they scale. From our perspective as bookkeepers: if you start with QBO or Xero, you likely won’t have to switch software as you gain more clients – both have the infrastructure (with QBOA or Xero HQ) to handle dozens of clients and both can serve clients ranging from solo entrepreneurs to multi-million-dollar companies. It really comes down to the specific needs of those clients as they scale (and your own preference which ecosystem you want to grow with).

Customer Support: Helping You (and Your Clients) When Things Go Wrong

No software is perfect, and you’re bound to have questions or run into issues. When that happens, customer support quality can be a lifesaver – or a major frustration. Let’s talk about the support experience with QuickBooks Online vs Xero.

Intuit provides multiple support channels for QBO users. There’s a phone support line (generally available during business hours and even 24/7 for certain issues) and a live chat option. If you or your client runs into a bug or confusion, you can request a call from support or chat within QBO. In my experience, phone support wait times are usually short, but the quality of help can vary. Sometimes you get a very knowledgeable agent who solves your problem in 5 minutes; other times you might get someone who is clearly reading from a script, which can be frustrating if you have a complex issue. QuickBooks does not offer official email support (they steer you to phone or chat for direct contact). They do, however, maintain a robust online help center and community forum. Chances are, if you search the community, someone has asked your question before. And as a ProAdvisor, you have access to a special accountant support line which tends to have reps more versed in accounting specifics.

Xero’s approach is a bit different. Notably, Xero does not have phone support at all for customers. There is no number to call. Instead, Xero uses an email/ticket-based support system. You typically submit a support request through Xero Central (the online help portal), and then a Xero rep will email or even call you back if needed. They advertise 24/7 support, but it’s essentially 24/7 availability to log a ticket. In practice, I’ve usually gotten email replies within a few hours to a day. The quality of Xero support responses has generally been high in my experience – the reps are friendly and often provide screenshots or links to relevant resources. But the lack of instantaneous help (like no immediate phone call) can be nerve-wracking if something is on fire in the books and you need quick help. Xero also doesn’t offer live chat in the U.S. (as of last I checked), so it’s primarily that asynchronous email support. They do sometimes schedule a call if an issue is complex, but you can’t directly call them first.

For many bookkeepers, this difference in support model is a big consideration. If you value being able to pick up the phone and get an answer, QuickBooks might feel more reassuring. If you’re okay writing detailed emails and waiting a bit, Xero’s support can resolve things just fine.

Both companies have invested in self-help resources:

• QuickBooks: an extensive knowledge base, tutorial videos, and the QuickBooks Blog. Plus, the ProAdvisor training and certification process itself teaches you a ton, effectively reducing the need for support. They also have webinars and an online community for accountants.
• Xero: the Xero Central knowledge base is excellent, with how-to articles for just about everything. Xero also has a community forum and a YouTube channel (“Xero TV”) with short videos. As a Xero partner, you also get dedicated account management depending on your partner level, which can help escalate issues if needed.

One more angle: If your clients are using the software, sometimes you become their first line of support (“Hey, I can’t connect my bank feed, help!”). In those cases, you’ll be thankful for whichever vendor makes it easier for you to troubleshoot. I’ve found QBO’s error messages and help articles sometimes directly embedded in the software can be helpful. Xero often has little “?” help icons in the software that link to relevant Xero Central topics – also helpful.

Overall Support Takeaway: QuickBooks Online offers more direct support channels (phone, chat), which can be comforting if immediate help is needed. Xero’s support is 100% online (email/ticket) which works but requires patience and a willingness to communicate in writing. Both have strong online resources and communities. If top-notch support access is a priority for you or if you recall moments of needing to call tech support in a pinch, QBO likely has the advantage. If you’re more self-sufficient or don’t mind written correspondence, Xero’s support will get the job done too. Many bookkeepers actually tout that Xero’s support, while not immediate, is very knowledgeable when it does respond – and that counts for something.

Mobile Access: Bookkeeping On the Go

In an age where we do everything on our phones, how do QuickBooks and Xero fare with mobile access? You might not plan to do full bookkeeping from a phone (tiny spreadsheets, anyone?), but having good mobile apps means you and your clients can handle small tasks on the fly – like sending an invoice from your phone, capturing a receipt image, or checking a report quickly.

QBO has a mobile app available for iOS and Android. In my experience, the QuickBooks app is pretty powerful. You (or your client) can create and send invoices, enter expenses, receive payments, and even reconcile banking transactions on the app. One killer feature: receipt capture and expense management. With the mobile app, you can snap a photo of a receipt and QBO will attempt to scan details and attach it to an expense transaction – super handy for freelancers who pile up paper receipts. The app also includes mileage tracking – it can use GPS to automatically track your driving and categorize business miles (great for Schedule C folks). According to user feedback and some reviews, QuickBooks’ mobile apps “outperform other popular accounting software apps”, meaning they tend to be more fully featured and reliable. I personally find the QBO app’s interface clean and not too dissimilar from the web – so there’s not much of a learning curve switching between desktop and mobile.

Xero offers a couple of apps: the main Xero Accounting app and a Xero Expenses app (for expense reports if you use that feature). The Xero Accounting app lets you reconcile bank transactions, create invoices or bills, and view contacts and basic reports. It’s nicely designed and easy to navigate. You can also capture receipts via the Xero app (utilizing the camera and Hubdoc integration) to input expenses – though if you want to use the full Xero Expenses feature for, say, employees submitting expense claims, that’s where the separate Xero Expenses app comes in (note: Xero’s Expenses feature is only included in the Established plan or as a paid add-on for lower plans). The Xero mobile app also supports sending quotes, checking who owes you money, and a cool thing: you can reconcile bank feed items with a swipe (great while you’re in line for coffee – clear a few bank transactions on your phone!).

That said, Xero’s mobile app historically hasn’t been as feature-rich as QuickBooks’. For example, some advanced things like editing custom reports or viewing the full general ledger detail might need the web version. A Forbes Advisor comment mentioned “Xero’s mobile app is not as feature-dense” as QuickBooks’ – which aligns with the idea that QuickBooks tries to pack more into their app. However, Xero’s apps cover all the everyday tasks you’d need on the go. I’d say where Xero mobile might lag is in the bells and whistles like automatic mileage tracking (Xero doesn’t track mileage in the app, you’d use a separate app or manual method since Xero lacks a mileage feature entirely).

For you as a bookkeeper, mobile access means you can check a client’s books quickly if you’re out and they call with a question (“Did I categorize that purchase correctly?” – you could peek at their transactions on your phone). It also means your clients have no excuse not to record things timely (“Just take a picture of the receipt in the app!”). In both cases, encouraging clients to use the mobile app can help keep records up-to-date (especially for receipt capture and invoicing on the go for, say, contractors or consultants).

Which is better mobile? Honestly, both QuickBooks and Xero have excellent mobile apps that let users handle key tasks and avoid falling behind on bookkeeping. Both are rated highly on app stores (usually in the 4+ stars). If I had to nitpick: QuickBooks’ app might be a bit more robust (with features like mileage and slightly more reports), whereas Xero’s app is streamlined and might be a tad more user-friendly in design. HubSpot’s comparison noted both have excellent mobile apps for scanning receipts on the go, with Xero making it simple to categorize transactions, and QuickBooks doing similarly while tying into its broader ecosystem. From a bookkeeper standpoint, I’m happy as long as the app doesn’t sync wrong – and I’ve had no major sync issues with either; actions on mobile sync near-instantly to the web data.

So, whether you’re Team iPhone or Android, you can rest easy that both QBO and Xero have you covered for mobile bookkeeping. It really allows you and your clients to be more responsive and organized, which in turn makes you look good as their bookkeeper.

Suitability for Freelance Bookkeeping Practices (Which One Should You Choose?)

We’ve gone through a lot of features and comparisons, but now let’s talk big picture: As a freelance bookkeeper in the United States, which software is better for your practice – QuickBooks Online or Xero?

First, a bit of reality: Per NerdWallet QuickBooks Online is the 800-pound gorilla in U.S. small business accounting. It has over 5 million users worldwide (7+ million if you count QuickBooks Desktop), whereas Xero has over 4 million users globally. In the U.S. specifically, QuickBooks is almost synonymous with small-business bookkeeping. What this means for you: if you hang out your shingle as a bookkeeper, chances are a lot of potential clients are already using (or expecting you to use) QuickBooks. Being proficient in QBO can open a larger pool of clients simply due to market share. It also means accountants and tax preparers you collaborate with are more likely to be familiar with QuickBooks. QuickBooks is essentially an industry standard.

That said, Xero has been steadily growing its U.S. presence and has a passionate user base. It’s especially popular among tech startups, creative agencies, and folks who value its modern approach or who maybe had a bad experience with QuickBooks and wanted an alternative. If you become skilled in Xero, you could carve out a niche (for example, “Xero specialist bookkeeper”) and attract clients who are specifically on Xero or looking to switch to it. Being a Xero Certified Advisor (equivalent to ProAdvisor) can set you apart in those circles. Plus, Xero’s partner program offers perks like a free subscription for your own firm’s books and marketing support. Xero also has an advisor directory where you can be listed once you’re certified, which can bring leads.

Working with multiple clients: If you intend to serve many clients, consider the workflow. QuickBooks Online Accountant (QBOA) gives a one-stop dashboard for all client QBO files and includes tools like a unified ledger view, accountant-specific reports, and the ability to make journal entries or reclassify transactions in batch across clients. It’s built to facilitate an accounting firm environment. Xero HQ likewise provides a central hub for managing multiple clients, with features like activity feed and client insights (it will show, e.g., unreconciled items or upcoming deadlines for each client). Both systems have solutions for the multi-client juggle, so you’re covered either way – but you’ll want to invest time learning whichever “accountant portal” you go with, as it will boost your efficiency.

Client onboarding and collaboration: If you have a brand-new client, setting them up on either QBO or Xero is straightforward. QuickBooks has an easy invite process or you can set up the file yourself (sometimes with a free trial or using your ProAdvisor free license for your firm). Xero offers a free trial as well, and as a partner you could even create the org under your account with a discount. When collaborating, both allow simultaneous multi-user access (cloud perks!) so you and a client can literally be in the file at the same time making updates. One thing I personally love about Xero is the Discuss feature in bank rec – you can leave a question on a specific transaction for the client (like “What was this $500 at Amazon for?”) and when they log in, they’ll see those queries. It’s a neat collaboration touch. QuickBooks doesn’t have a per-transaction notes thread like that, but you can add notes to transactions or use QBO’s My Accountant feature to send a message to the accountant (you).

Efficiency and automation: QuickBooks Online has introduced more automation (like automatic bank transaction categorization, rules, etc.) and even AI features under “Intuit Assist”. Xero also has bank rules for automation and even some predictive coding. Both will save you time once you set up rules for routine transactions. However, QBO has a slight edge in built-in automation tools (e.g., QBO Advanced can do batch invoices, workflow reminders, etc.). Xero often relies on integration with a specialized app if you want high levels of automation (like workflow apps). Depending on your practice, this may or may not matter.

Community and support for bookkeepers: QuickBooks has huge conferences (QuickBooks Connect), an online ProAdvisor community, and tons of peers for networking. Xero has XeroCon and a loyal following as well, though smaller in the US. I’ve attended both events and found communities of supportive professionals in each – it’s worth considering where you feel you “fit”. If you find the ethos of Xero (they often emphasize #BeautifulBusiness and a friendly vibe) resonates, you might enjoy being part of that tribe. If you prefer the huge Intuit ecosystem with its extensive resources and events, that’s a factor too.

Let’s not forget the clients’ perspective: Some clients will come to you already on one software. Being flexible and knowing both is ideal in the long run. As a new bookkeeper, you might start with one (most likely QuickBooks due to demand) but I encourage you to at least familiarize yourself with the other. It makes you more versatile. Plus, migrations are possible – I’ve helped clients move from QuickBooks to Xero and vice versa. It’s work, but it’s doable. So the choice isn’t necessarily permanent; it’s about what you’ll focus on to launch your practice.

Ultimately, the quickbooks online vs xero for bookkeepers debate comes down to matching the tool to your specific needs and those of your target clients.

When QuickBooks Online might be your best bet: If your target market is local small businesses who already use QuickBooks or if you want the broadest client pool and a slightly easier ramp-up in learning, QBO is a safe choice. QuickBooks is also great if you value the all-in-one aspect (accounting + payroll + payments in one ecosystem) and the immediate support access. It’s designed for small business owners in many ways, so you’ll spend less time explaining how to use it to clients, and more time actually doing the books. QuickBooks is also aligned closely with U.S. accounting/tax norms (GAAP), which can be reassuring for domestic-focused businesses.

When Xero might be your top choice: If you plan to work with slightly larger small businesses or startups that collaborate internationally or have multiple team members using the system, Xero’s unlimited user feature is gold. If you want to differentiate yourself by offering a modern solution that some competitors might not, Xero can be a selling point (“I specialize in Xero, a cutting-edge cloud accounting platform”). Xero is ideal for collaborative bookkeeping – some find its real-time collaboration and even the feel of entering transactions to be very efficient once learned. It’s also arguably more scalable for a growing business that might add lots of apps and users, as we discussed. Many bookkeeping firms successfully build their whole workflow around Xero + integrated apps and find it very streamlined.

Finally, consider your personal preference after trying them. You might simply enjoy using one more than the other, and since you’ll be in the software day in and day out, that’s important! Both offer free trials – take them for a spin, maybe even do a sample bookkeeping scenario for a fake company in each to see which clicks with you.

Quick Recap

• QuickBooks Online – Ubiquitous in the U.S., beginner-friendly, strong reporting and all-in-one features, but can get pricey as you add users. Great support availability. Widely recognized (easy to market around).
• Xero – Growing fan base, unlimited users on all plans, clean interface, robust integrations, slightly steeper learning curve if new to accounting. Generally cheaper for similar functionality. Support via email only. Offers unique perks for advisors and excels in multi-user collaboration.

Both are excellent for a freelance bookkeeping practice – truly. It often boils down to the clientele you serve and the ecosystem you want to be part of. Some bookkeepers even offer both, letting the client’s needs drive the choice. You might end up doing that as well, but when you’re just starting out, focusing on one to get certified and efficient is wise.

My personal take? I started with QuickBooks because that’s what clients knew, but I learned Xero along the way and now I enjoy using both. QuickBooks Online feels like an old reliable friend – I know its quirks and its strengths (and where it might hiccup). Xero feels like the cool new friend – slick and fun, and sometimes it surprises you with how smoothly something can be done.

Whichever you choose, remember that you are providing the real value as the bookkeeper – the software is just your tool. Both QuickBooks Online and Xero can help you deliver great books and financial insights for your clients. And if you optimize for the tool that fits you and your clients best, you’re setting yourself (and them) up for success.

Frequently Asked Questions about How to Start a Bookkeeping Business From Home

Can I use both QuickBooks Online and Xero in my bookkeeping business?
Absolutely, they both have great benefits and are both at the top of the list as the best bookkeeping software for small businesses! Many freelance bookkeepers are proficient in both QBO and Xero. You might have some clients on QuickBooks and others on Xero, depending on their preference or industry. It’s a bit more to juggle learning two systems, but it can expand your potential client base. If you go this route, consider getting certified as a QuickBooks ProAdvisor and as a Xero Advisor. You can then advertise yourself as versatile. Just be sure to keep client data separate and stay up-to-date on both platforms’ changes. It’s perfectly fine to use both – just manage your time to maintain expertise in each.

Which is easier for a small business owner to use – QuickBooks or Xero?
QuickBooks Online is generally considered a tad easier for a U.S. small business owner with no accounting background, because it’s very intuitive and guided. The interface uses familiar terms and it has built-in help (and TurboTax integration for taxes, etc.). Xero is also user-friendly in design but can be harder if someone is not accounting-savvy. That said, many non-accountants use Xero successfully every day. It really comes down to personal comfort – some find Xero’s simplicity easier, while others prefer QuickBooks’ guidance. As a bookkeeper, you can help either type of client by setting things up properly and training them a bit. If a client is nervous about tech, I might lean QBO; if they’re a bit more tech-forward or need multi-user access, Xero could be great.

What about QuickBooks Online Accountant vs Xero Partner Program – do they cost money?
Good news: QuickBooks Online Accountant (QBOA) is free for professional bookkeepers/accountants. By signing up, you also join the ProAdvisor program at no cost. QBOA gives you a portal to manage clients and even includes a free QuickBooks Online Plus subscription for your own firm’s books (as long as you maintain ProAdvisor status). Similarly, the Xero Partner Program is free to join for bookkeepers and accountants. Once you’re in, Xero will provide you with a free Xero subscription to run your own bookkeeping business’s finances. Both programs offer training materials and support specifically for accounting professionals. So, you shouldn’t have to pay for the privilege of using these accountant-specific platforms – they want to win us over, after all!

If most of my clients are in the US, is Xero a risky choice since QuickBooks is more common here?
It’s true that QuickBooks is more of a household name in the US, but Xero is not risky – it’s a solid platform used by millions worldwide and tens of thousands in the US. The main consideration is expectations and integrations. Some U.S. clients might specifically ask for QuickBooks because their tax CPA uses it or their last bookkeeper set them up on it. Also, certain U.S.-specific integrations (like some state tax filing services, etc.) might favor QuickBooks.

However, Xero aligns with U.S. accounting standards too and can handle U.S. taxes (sales tax, 1099s, etc.) just fine. If you’re U.S.-based, QuickBooks aligning with GAAP and local tax features can be helpful, whereas Xero shines for cross-border or IFRS needs. So, if your clientele is strictly local mom-and-pop businesses, QuickBooks might be the path of least resistance. If you’re targeting tech startups, e-commerce sellers, or international entrepreneurs, Xero could be a great differentiator. It’s less about risk and more about fit. Many U.S. bookkeepers successfully run Xero-only firms – just be ready to sometimes explain “What is Xero?” to a prospect, whereas nobody asks “What is QuickBooks?”

How do I get certified in QuickBooks or Xero, and should I do that?
Getting certified is highly recommended for a new bookkeeper – it boosts your credibility and ensures you know the software well. For QuickBooks Online, you’ll use the ProAdvisor program. Intuit offers free training modules and webinars for QBO certification. You can take the QuickBooks Online Certification exam (also free for ProAdvisors) which covers all QBO essentials. It’s open-book and you can retake sections if needed. Once you pass, you’re a Certified ProAdvisor, which allows you to put a badge on your website and get listed on Intuit’s Find-a-ProAdvisor directory (great for marketing!). For Xero, you’ll join the partner program and then complete the Xero Advisor Certification course. It’s also provided for free online – typically a series of videos and quizzes. Passing that certifies you as a Xero Advisor, and you can be listed in Xero’s advisor directory. Both certifications are well worth the time investment. They not only teach you the software but often also some best practices. Plus, as mentioned, they come with perks (like free software, listing in directories, etc.).

In short, yes – get certified in whichever software you plan to use. It will make you a more confident and competent bookkeeper.

I hope this helped clear the fog on the QuickBooks Online vs Xero decision for your bookkeeping venture. Remember, both tools are just means to an end – delivering accurate books and helpful insights to your clients. Whether you vibe with Team QuickBooks or Team Xero (or both!), you’re on the right track by focusing on the need for tools in your bookkeeping business.