Accounting Software - Page 23

Essential accounting software buying information

Accounting software simplifies an organization's financial management by automating tasks such as tracking what you owe (accounts payable) and what’s owed to you (accounts receivable), handling invoices (billing), and keeping accurate financial records (general ledger). It integrates all accounting functions to give you a real-time view of your financial health.

“I really appreciate the ability to create rules to categorize transactions,” says Blake Oliver, certified public accountant (CPA) [1], specializing in accounting technology and co-host of The Accounting Podcast. “By doing this diligently, you can automate 80% to 90% of transaction coding.”

Accounting software is used by a wide range of professionals, including accountants, bookkeepers, business owners, finance managers, and operations teams, to keep their books in order, monitor expenses, produce reports on the business’s financial performance, and stay compliant with tax regulations.

Most accounting solutions on the market are priced monthly, and their entry-level plans typically range from $13 to $299 (approximately $18 to $416 CAD) per month and support one to four users. Premium and advanced system subscriptions can go up to $499 (approximately $694 CAD) per month. [2] Nearly half (47%) of the accounting software buyers Capterra advisors spoke to in the last two years budgeted less than $210 (approximately $292 CAD) per month. [3]

First-time accounting buyers should consider their budget, number of users, specific use cases, and necessary integrations when evaluating their options. Consulting with stakeholders on a list of critical questions can help you hone in on the best systems based on your needs. Discuss questions such as:

• How easy is it to create, manage, and share custom financial reports?

• When and how does this system flag bank reconciliation errors?

• Will it integrate smoothly with our existing systems to ensure comprehensive data connectivity?

• How easy is it to monitor business spending, and can I see how spending changes over time?

• How straightforward is it to manage bills for customers, including setting up regular billing for repeat customers?

• How does this software monitor contributor activity and enforce authorization protocols?

What are the most reviewed accounting software systems?

Our research shows that Quickbooks Enterprise is among the best rated in the category with 20,632 verified user reviews. Quickbooks Enterprise is recognized for its robust and comprehensive accounting capabilities, especially for businesses with complex financial or operational needs.

These are Quickbooks Enterprise’s main features:

• Financial reporting: Users highlight the tool’s ability for generating accurate, customizable financial reports and dashboards.

• Bank reconciliation: QuickBooks Enterprise offers time-saving automation, intuitive matching, and audit trails.

• General ledger: Reviewers appreciate the tool’s real-time tracking, ease of navigation, and integration with other modules.

• Accounts receivable: Users find it straightforward to track outstanding invoices, send reminders, and run aging reports.

• Accounts payable: QuickBooks Enterprise offers organized tracking of vendor bills, reminders, and reporting.

• Billing & invoicing: Reviewers highlight customizable templates, automation of recurring invoices, and integration with payment solutions.

What is accounting software?

Accounting software helps businesses track day-to-day finances. It’s like having a digital assistant that keeps a record of money coming in and going out of the business, neatly sorts the transactions into simple categories, and gives an overview of a business’s financial performance.

Using software for accounting eliminates the need for spreadsheets or paper records to track expenses, and helps you record transactions, create and send invoices, and put together detailed financial reports.

“When I started bookkeeping 20 years ago, I manually entered transactions from paper bank statements,” says Oliver. “Now, much of that work is automated. I don't see how you could run a modern business without accounting software. Using spreadsheets for accounting is a massive waste of time. There are businesses that still do it that way, but they are becoming rare.”

According to Gartner's forecast, the global financial management software market is expected to be valued at $24.4 billion (approximately $33.8 billion CAD) by 2026. [4]

Capterra covers 1,083 different accounting products, and we published 8,265 verified reviews from users of this software in the past year alone. [5]

Accounting software pricing

Most products in the accounting software market are priced on a monthly basis and their entry-level plans average $144 (approximately $199 CAD) per month supporting one to four users. Premium and advanced subscriptions typically cost around $312 (approximately $432 CAD) per month.

• Entry-level accounting systems include the core functionality of general ledger, accounts payable and accounts receivable, financial reporting, and bank reconciliations.

• A premium or advanced product that’s priced higher typically includes additional features such as income and balance sheet, expense tracking, billing and invoicing, and inventory management.

Nearly half (47%) of the accounting software buyers Capterra advisors spoke to in the last two years budgeted less than $210 (approximately $291 CAD) per month.

First-time buyers should be aware that:

• Setup, training, and data migration are common upfront costs.

• Maintenance and customer support are common recurring costs.

Pro tip: Hidden fees to look out for

Oliver advises first-time buyers to ask upfront about the costs of certain features that the software provides, like:

1. Credit card processing fees: “Those fees can be high," says Oliver. “It’s often cheaper to have customers pay by bank transfer.”

2. Built-in payroll feature: “It can be pricey,” says Oliver. “So you might want to consider a standalone option, instead of using the one that comes with the software.”

There are some vendors that offer free versions of their software; however, these products generally have much leaner feature sets and do not allow for a higher number of users.

Additionally, plenty of products offer free trials to let users test out the system before committing to a longer-term paid contract. This is a good option for users who have narrowed their list down to a small number of products and want to make sure they like the product before making a purchase. In fact, 61% of Canadian software buyers say that product trials plays a key role in their final decision. [6]

Accounting software features rated by users

All accounting tools offer basic functionality necessary to balance a business's books, such as a general ledger and bank account reconciliation, and most share a set of common features.

Highly rated core accounting software features

• Financial reporting: Generate reports to assess the business's financial performance. 90% of reviewers rate this feature as critical or highly important.

• General ledger: Also known as bookkeeping, the general ledger records and centralizes all financial transactions. 86% of users rate it as a critical or highly important feature.

• Bank reconciliation: Compares and matches accounting records with bank statements to identify discrepancies. 82% of users rate this as a critical or highly important feature.

• Accounts payable and receivable: Tracks money owed by the company to creditors or suppliers (accounts payable) and outstanding money owed by clients to the company (accounts receivable). 79% of users rate accounts payable and 77% rate accounts receivable as critical or highly important features.

Highly rated common accounting software features

Our analysis of proprietary review data reveals other common accounting features users rate as valuable:

• Income and balance sheet: Creates statements detailing the financial position of a business including assets, liabilities, and equity at a certain point in time. 93% rate this feature as critical or highly important.

• Expense tracking: Keeps a detailed log of everyday company expenses, such as purchases and bills to view the flow of funds. 82% of users rate this as a critical or highly important feature.

• Billing and invoicing: Creates, manages, and sends bills to customers or clients. 83% of users rate this feature as critical or highly important.

• Payroll management: Efficiently manage employee salary processes, data, taxes, and records administration. 73% of users rate this feature as critical or highly important.

Top accounting software benefits identified by users

Smoother financial management: Users say accounting software gives them a stronger grip on their finances by helping them control all financial activities from one platform and providing easy access to real-time financial insights.

“I like its ability to centralise and automate financial processes, from accounting and asset management to financial planning and data analysis.”

–Mark P., financial analyst in consumer goods

Improved team collaboration: Users value centralized access to financial data, which simplifies review processes and enhances team productivity. It ensures that tasks such as reviewing bills and financial statements are done faster, as there’s no waiting around for someone to send files.

“I like that the Accounting team can all work together easily on the same things (bills, reports, etc.).”

–Hannah H., HR and accounting specialist in computer software

Supports growing small businesses: Users find accounting software really valuable for supporting and growing their small businesses, especially all-in-one solutions that have everything needed in one place, which can be ideal for startups. This means you can add new features to the software without any trouble as your business gets bigger.

“It has many modules that give you the ability to expand your implementation as the business grows and changes over time.”

–Phillip S., senior accountant in insurance

Streamlined bookkeeping: Users like how much easier accounting software makes their bookkeeping processes by automatically capturing transactions with descriptions, so all of the information is in one place and easy to access.

“Very effective bookkeeping function where you can store all your financial-related documents, files, contracts, bills and receipts in a well-organised way for easy access.”

–Robert M., accountant for a non-profit organization

Common challenges of accounting software identified by users

Operational difficulties are a direct cause of negative sentiments for most reviewers of accounting software. Slow connectivity, system lag time, and glitchy updates disrupting workflow are common issues highlighted by users. These challenges are exacerbated when customer support is slow to respond or provides ineffective solutions.

Operational issues might also arise as a result of an incorrect set-up, explains Oliver: “I advise companies to work with an accountant to create a customized chart of accounts that provides the necessary data for compliance and decision-making. Unfortunately, business decision makers often sign up for accounting software to send invoices and get paid, neglecting necessary customization. They bring in an accountant later, which can be difficult. It's challenging to change categorization after data is entered. It's best to set it up correctly from the start.”

Many users, particularly from small businesses, also raise concerns about the pricing. In Canada, 27% of businesses say funding the investment is one of their top challenges when planning new software purchases. [6]

Oliver agrees that cost is one of the challenges of accounting software: “It used to be a one-time purchase, but now you pay hundreds or thousands of dollars per year for the license. There aren’t many cheaper options to choose from either, because one vendor dominates the market. I would advise buyers to think of the cost in terms of the time saved. The software is part of your business infrastructure now.”

To effectively tackle these limitations, you should seek product demos, and reach out to advisors before making a purchase. Alternatively, nearly 45% of accounting tools listed on Capterra offer free trial options, letting you fully test both basic and advanced features on your own to find the right fit.

What is accounting software used for?

Analysis of our extensive accounting software reviews highlights the most common use cases:

• Digitize bookkeeping: Businesses adopt accounting software to digitize all bookkeeping tasks, from maintaining sales records to reconciling bank statements, leading to fewer mistakes and less time spent on data entry.

• Automate invoicing: Accounting software allows users to send out invoices automatically and set up recurring billing, ensuring both consistency and professionalism in billing practices.

• Track expenses: Users leverage accounting software to monitor business spending and earnings, making it easier to approve or reject transactions and control budgets.

• Handle taxes: Accounting software makes it easier to determine the expenses that you can claim as tax deductions and simplifies the preparation of quarterly or yearly tax returns.

• Improve financial reporting: Businesses use accounting software to shorten their reporting cycles and generate financial statements more frequently and with accuracy. This enables the creation of detailed and customizable reports for smart decision-making.

Many accounting software are designed to support specific industries:

• Accounting practice management software
• Auto dealer accounting software
• Construction accounting software
• Church accounting software
• Lease accounting software
• Nonprofit accounting software

Who uses accounting software?

Accounting software is one of the first tools businesses implement to manage their finances. Its relevance spans across business sizes and functions, proving invaluable for various professionals tasked with financial responsibilities such as:

• Bookkeepers
• Accountants
• Chartered accountants
• Certified public accountants (CPAs)
• Financial managers
• Operations managers

Most businesses that contacted us for accounting software in the last two years are owners of businesses with less than $1 million in annual revenue and small teams—five or fewer employees and software users. Among the businesses we spoke with, non-profit organizations (15%) and accounting firms (9%), including independent certified public accountants (CPAs), are the top two buying segments of this software.

Key users typically hold positions such as the founder or owner, controller, chief financial officer, accountant, and treasurer.

Common accounting integrations

Based on analysis of our extensive reviews database, we’ve identified that the three most common integrations for accounting software are payment processing, payroll, and CRM. By integrating with these popular systems, users can enjoy automated flow of financial information from multiple sources into one centralized accounting system.

Most (68%) buyers prefer integrated accounting suites instead of standalone bookkeeping solutions. Such all-inclusive solutions cater to a breadth of accounting needs, such as billing and invoicing, expense tracking, and payroll, leading to faultless connectivity between different business operations.

Recent trends in accounting software

Artificial intelligence’s expanding role in accounting: A third of Canadian organizations say assessing the value and risk of generative AI is a top business challenge this year. [6] One of its most promising use cases is in accounting. Generative AI-enabled systems can assist in reading, evaluating, and summarizing long legal documents and financial statements. As AI’s ability to analyze volumes of data improves, it’ll become more valuable for accountants. If you want to have AI-enabled features in your software, inquire with your existing providers about their plans to implement AI and ML technology in their products.

Increased focus on data security: Nearly half (48%) of Canadian businesses say security concerns are among the top challenges when investing in new software. With cyber threats growing in sophistication and frequency, accounting software buyers are prioritizing vendors with strong security bona fides. Handling money and sensitive data is at the heart of the finance industry, so look for software providers that offer strong data integrity features to reduce risk to business and prevent downtime or disruptions.

Consumer preference for digital payment methods: Canadian consumers are continually opting for digital payments that offer a seamless and hassle-free experience. Most Canadians use credit/debit cards to pay for online purchases (92%). Digital wallets (17%) and gift cards (16%) are also commonly used payment methods. [7] For businesses accepting digital payments, this insight into consumer preferences underscores the importance of selecting an accounting solution that integrates with their payment processing software. An effective integration allows for real-time financial insights and streamlined workflows.

Sources

1. Blake Oliver, LinkedIn

2. Capterra software pricing data: Only products with publicly available pricing information and qualified software products within the category are included in the pricing analysis. Currency conversions are based on the rate of the day of publication and may differ from current currency rates. Read the complete methodology here.

3. Capterra adviser call notes methodology: Findings are based on data from telephonic conversations that Capterra’s advisor team had with small-to-midsize businesses seeking accounting tools. For this report, we analyzed phone interactions from the past year. Read the complete methodology here.

4. Software Market Insights: Accounting and Finance, Gartner

5. Capterra reviews data: Capterra reviews are collected from verified users for individual software products. For this report, we analyzed reviews from the past year as of the production date. Read the complete methodology. Number of products refers to our complete catalogue.

6. and [a]. Capterra’s 2025 Tech Trends Survey was conducted online in August 2024 among 3,500 respondents in the U.S. (n=700), U.K. (n=350), Canada (n=350), Australia (n=350), France (n=350), India (n=350), Germany (n=350), Brazil (n=350), and Japan (n=350), at businesses across multiple industries and company sizes (5 or more employees). The survey was designed to understand the timeline, organizational challenges, adoption & budget, vendor research behaviours, ROI expectations, and satisfaction levels for software buyers. Respondents were screened to ensure their involvement in business software purchasing decisions.

7. Capterra's 2024 Elusive Online Consumer Survey was conducted online in April 2024 among 5,585 respondents in the U.S. (n=500), Canada (n=500), Brazil (n=497), Mexico (n=470), the U.K. (n=499), France (n=271), Italy (n=496), Germany (n=496), Spain (n=359), Australia (n=497), India (n=500), and Japan (n=500). The goal of the study was to learn about how today's online consumer shops. Respondents were screened to have shopped online several times a month or more often.