How to Choose the Best Accounting Software for Small Businesses

Efficient financial management is vital for small businesses. Even the simplest of operations can entail complex financial processes, which become more challenging as the business grows. Inaccurate or scattered financial data can pose significant hurdles for small business owners, requiring them to manage multiple essential tasks simultaneously. Accounting software tailored to small businesses can offer a solution by simplifying tasks like bookkeeping, inventory tracking, and financial statement generation. Integrating this software with your order fulfillment system can further enhance efficiency.

Selecting the right accounting software is critical, as making the wrong choice can lead to complications and switching systems can be cumbersome. This article provides valuable insights into the features you should consider when choosing accounting software for your small business, helping you make an informed decision and ensuring streamlined and accurate financial management.

Why Do You Need an Accounting Software for Your Small Business

Running a small business involves many responsibilities, and managing finances is crucial yet tedious. Accounting software automates tasks, reduces errors, and frees up time for more critical work. It simplifies tracking income, expenses, and tax preparation, making it a cost-effective alternative to hiring an accountant or a larger firm for small businesses.

Here are a few benefits of opting for accounting software over hiring an accounting professional.

1. Accuracy and Efficiency: Humans make mistakes; it’s natural. But when it creeps into your financial records, it can have serious consequences. Accounting software is designed to minimize these errors by automating calculations and data entry. It ensures that your financial data is accurate, reducing the risk of costly mistakes.

2. Time Savings: Small business owners often wear many hats, and time is precious. Manual financial tasks, like tracking expenses, creating invoices, and reconciling bank statements, can be incredibly time-consuming. Accounting software streamlines these processes, freeing up your valuable time for strategic decision-making and growing your business.

3. Financial Visibility: To make informed decisions for your business, you need a clear understanding of its financial health. Accounting software provides real-time insights into your income, expenses, and profitability. With just a few clicks, you can access comprehensive financial reports and dashboards that help you stay on top of your business’s financial performance.

4. Tax Compliance: Tax season often brings stress, particularly for small business owners. Accounting software simplifies the process by keeping accurate records, generating tax reports, and even helping you track deductible expenses. This ensures you’re well-prepared for tax filings and reduces the risk of tax-related issues.

Top 6 Factors to Consider for Choosing the Best Accounting Software

Choosing the right accounting software is crucial for business growth. What should you look for in accounting software? Explore six key factors to find the perfect match for your small business.

1. Cost-Budget Fit

Budget considerations are crucial for small businesses. To find the right fit, consider your budget, the number of users, required features, upfront and ongoing costs, and any extra charges. Accounting software pricing can vary based on features, vendor reputation, business size, training, etc. Accounting solutions often follow a subscription model, where you pay a recurring fee monthly or yearly instead of buying a license. Some providers may offer custom pricing or a mix of models to suit your needs.

Furthermore, you’ll incur initial and ongoing expenses when subscribing to the software. These include upfront costs like perpetual license, customization, installation fees, and ongoing expenses like maintenance and support services. Remember to consider all these costs when choosing accounting software that fits your budget. This way, you’ll have a complete picture of what owning and using the software truly costs.

To help you navigate the evaluation process, here are some common questions to ask:

• What’s the total cost of ownership?
• Is there a free trial?
• What’s included in the subscription fee?
• Are there any hidden fees?
• How does pricing scale with business growth?
• Can you customize the pricing plan?
• What’s the support cost?

2. Features Offered

Selecting the best accounting software for your small business goes beyond cost considerations; it’s also about finding features for your business’s specific needs. 

• Core Accounting Functions: Start by identifying your fundamental accounting needs, including income and expense tracking, invoicing, and bank reconciliation. For instance, if you run an online boutique, you’ll want accounting software to track sales revenue, manage expenses, and generate invoices effortlessly.

• Reporting and Analytics: Consider the reporting capabilities of the accounting software. Do you need detailed financial reports, like profit and loss statements or cash flow analysis? 

• Inventory Management: Inventory tracking may be a top priority if you’re in retail or eCommerce. Look for software like Megaventory that can help you seamlessly manage inventory levels, track product sales, and automate reorder points. 

• Payroll Processing: If you have employees, payroll processing can be a valuable addition. Some software has integrated payroll features that automate payroll calculations and tax withholdings. 

• Multi-User Access: Consider whether multiple users need access to the software. Does it offer user roles and permissions to control what users can access and modify? For example, a marketing agency with account managers and finance staff may need role-based access control to maintain data security.

• Integration Capabilities: Think about the other tools you use for your business, such as customer relationship management (CRM) software or eCommerce platforms. Ensure that the accounting software can integrate seamlessly with these tools to streamline data flow. 

3. User-Friendly

Today, most accounting software for small businesses is designed to be user-friendly. However, there can still be variations in the level of accounting and technical expertise required. 

Here are some practical steps to help you assess whether accounting software is easy to use:

• Free Trials and Demos: Many accounting software providers provide free trials or demonstrations. Make the most of these opportunities to gain practical experience with the software. It will let you explore its interface, features, and overall usability.

• User Reviews and Recommendations: Seek feedback from other small business owners who have used the software. Online user reviews and recommendations on forums or social media can provide valuable insights into the software’s ease of use.

• Interface Intuitiveness: Consider the software’s interface. Is it intuitive and well-organized? Look for clean, uncluttered designs that guide users logically through the software.

• Onboarding and Training: Evaluate the availability of onboarding resources and training materials the software vendor provides. User-friendly software often comes with comprehensive tutorials, guides, and customer support to assist users in getting started.

• User Support: Assess the availability and quality of customer support. Responsive support can be a significant factor in resolving any usability issues.

4. Quality of Customer Support

Adopting a new accounting system requires guidance and support during the initial stages and ongoing assistance afterward. Examine the available support and training options, as well as their availability. Here are vital aspects to examine when evaluating the quality of customer service:

• Responsiveness: Assess how responsive the customer support team is. Quick response times to inquiries or issues can minimize disruptions to your business operations.

• Support Channels: Determine the available support channels. Look for phone support, email support, live chat, or a dedicated customer support portal. 

• Availability: Check the support team’s availability. Ensure their hours align with your business hours and operational needs. Availability during weekends or extended hours can be precious. For instance, if you frequently update your accounts on weekends, support limited to Monday to Friday may not suit your needs.

• Expertise: Evaluate the expertise of the support staff. Knowledgeable and skilled support agents can solve your questions or problems efficiently.

5. Alignment With Your Business Needs 

One of the primary factors to consider when selecting accounting software for your small business is your specific business needs. Different industries have unique requirements, and your choice of software should align with those demands. 

Here are some examples of how accounting needs vary across different industries:

• Electronics: A business in the electronics industry may require robust inventory tracking to manage various components and parts, ensuring accurate cost calculations and efficient supply chain management.
• Hardware: Hardware businesses often deal with complex product assemblies and may need software for intricate inventory management and bill of materials (BOM) tracking.
• Food & Beverage: In the food industry, managing perishable inventory, tracking recipe costs, and handling food safety compliance can be critical accounting functions.
• Fashion: Fashion businesses may need software that helps manage seasonal inventory turnover, handles multi-channel sales, and tracks costs associated with design and production.
• Healthcare: Healthcare practices require accounting software to handle patient billing, insurance claims, and compliance with healthcare regulations.
• Construction: Construction companies may have specific needs like job costing, project management, and equipment tracking to monitor profitability on a project-by-project basis.

While these are just a few examples, it’s essential to evaluate the unique requirements of your business. Consider your industry, business size, growth plans, and any specialized accounting functions vital to your operations. Identifying your business needs and selecting accounting software that caters specifically to your industry’s demands go a long way in ensuring a seamless and efficient financial management process.

6. Flexibility and Scalability

Every business is unique, so your accounting software should let you customize it to fit your needs. Good accounting software offers different features and pricing options, allowing you to choose what works best for your budget and business size. Moreover, your business operations may evolve, and your accounting software should be able to adapt. Look for software that allows you to customize features and settings to match your specific needs. It ensures that your accounting solution grows with your business and accommodates changes in your processes.

Also, as your business expands, so will your accounting requirements. Ensure that your chosen software can handle increased data volumes, additional users, and more complex financial transactions without significant performance issues. Scalability is essential to prevent the need for a costly and disruptive software migration as your business grows.

Here are some questions to ask while assessing the flexibility and scalability of the accounting software:

• Can I customize features?
• Does it adapt to changing business processes?
• Is data import and export easy?
• What’s the user limit?
• Does it handle increased transaction volume?
• Is there sufficient storage capacity for growing financial data? 
• Can we add modules or integrations to extend its functionality as our needs change?
• What’s the cost of scaling up?

Manage Your Business Accounting and Save Time With Megaventory  

Simplify financial management with accounting software for better decision-making and smooth tax handling. Choosing the right software is crucial, but it doesn’t have to be a hassle. Megaventory offers cloud-based inventory management for medium-sized businesses, streamlining product and service integration with QuickBooks Online. It seamlessly updates products and production orders between the platforms. This extension also connects Megaventory clients and QuickBooks customers while automating supplier management. Make a wise choice and confidently manage your business accounting with Megaventory

Author Bio: Virginia Andrus is an independent Digital Marketing Consultant with 6+ years of marketing experience. Virginia is a chef by heart. In her free time, she is either writing marketing copies for brands and agencies or experimenting with new recipes at her home.

Connect with her on Twitter:@andrus_virginia