Xero vs QuickBooks (2025): Which Accounting Software Wins?

Choosing the right accounting software can feel overwhelming, but it doesn't have to be.

I've spent years helping small business owners and entrepreneurs find the accounting solution that works for them. Both Xero and QuickBooks Online are popular accounting software options that simplify financial management, but they work differently.

In this article, I'll break down what makes each platform unique and help you figure out which one fits your business best.

What is Xero?

Xero is a cloud-based accounting software designed to help small to medium-sized businesses manage their finances.

Unlike older desktop software, Xero exists online, meaning you can access your financial data from anywhere with an internet connection. The platform started in New Zealand and has grown into a global accounting tool used by thousands of small businesses.

Xero simplifies everyday tasks like invoicing, expense tracking, and bank reconciliation. It lets you automate routine bookkeeping tasks so you can focus on growing your business.

Over the years, Xero has expanded to include payroll processing, inventory management, and multi-currency support for international businesses.

What is QuickBooks Online?

QuickBooks Online is Intuit's cloud-based accounting software.

Intuit also makes QuickBooks Desktop, the older software you install directly on your computer, but QuickBooks Online is the modern cloud version.

This platform helps small business owners track income, manage expenses, and prepare financial reports.

QuickBooks Online has been around longer than Xero and serves millions of small businesses. It's known for being user-friendly and offering solid support.

The software continues to evolve, adding features like receipt capture, job costing tools, and integration with many third-party apps that small businesses rely on.

Find out which QuickBooks is better for your LLC.

Xero vs. QuickBooks Online Comparison

Xero Core Features

Bank Feeds and Reconciliation

Xero connects directly to your bank accounts and automatically pulls in all your transactions. Instead of manually entering every transaction, Xero does the work for you. This saves time and prevents mistakes when you're matching expenses to your records.

Invoicing and Sales Tracking

You can create professional invoices in just a few clicks and automatically track when customers pay you. Xero shows you exactly which invoices are overdue so you know who to follow up with. This keeps your cash flow organized and helps you get paid faster.

Expense Management

Recording expenses is simple because you can take photos of receipts or upload them directly into Xero. The software automatically categorizes your expenses so everything is organized. This makes tax filing much simpler when the time comes around.

Multi-Currency Support

If your business works with international customers, Xero handles multiple currencies without making things complicated. The software converts currencies automatically so you don't have to do the math yourself. This is perfect for businesses that sell globally.

Basic Inventory Management

You can track your stock levels and get alerts when inventory runs low so you never run out unexpectedly. Xero's inventory tools are straightforward and don't overwhelm you with unnecessary complexity. Small businesses appreciate how simple it is to manage their products.

Financial Reports

Xero generates financial reports that show your business's financial health at a glance. These reports include profit and loss statements and balance sheets that show exactly where your money is going. You can understand your business finances without needing to be an accountant.

Bank Accounts Management

You can monitor multiple bank accounts all in one dashboard instead of logging into each bank separately. Seeing your overall cash flow instantly helps you understand how much money you actually have available. This gives you a complete picture of your finances in one place.

QuickBooks Core Features

Invoicing and Payment Tracking

You can create professional invoices and track payments just like you would in Xero. QuickBooks Payments lets your customers pay directly through the invoice, which means money gets to you faster.

This keeps your sales process organized and makes following up on unpaid invoices straightforward.

Bank Feeds

Connect your bank accounts and QuickBooks automatically imports your transactions, similar to Xero. The software matches your bank activity to your records so reconciliation takes minutes instead of hours. This removes the tedious part of accounting and prevents errors.

Expense Tracking

You can record and categorize expenses easily to stay on top of your spending. Receipt capture makes logging receipts simple because you just take a photo instead of keeping paper piles. Everything gets organized in one place so you see exactly where your money goes.

Project Management and Job Costing Tools

If you run projects for clients, you can track time and costs by individual job to see which projects are profitable. This helps you understand which clients are worth the effort and which ones cost you money. You can also see if certain types of work are more profitable than others.

Payroll Processing

You can manage everything related to employee payroll through QuickBooks, including tax withholding and direct deposit. This means you don't need separate payroll software or a payroll service. One platform handles your accounting and your employee payments.

Sales Tax Management

QuickBooks tracks sales tax collected from customers and helps you prepare for tax filing automatically. The software reminds you when sales tax is due so you never miss a deadline. This takes the stress out of managing tax compliance.

Time Tracking

Your team can log billable and non-billable time to track how people spend their working hours. This is especially useful if you charge clients by the hour or need to track productivity. You see exactly how much time each project takes.

Financial Reports

QuickBooks creates detailed reports on profit and loss, cash flow, and other key financial metrics. You can generate these reports whenever you need them to check your business health. The reports are professional and easy to understand.

Pricing Plans

Xero

• Starter Plan ($29 per month): This starter tier is perfect if you're just beginning. You get invoicing, expense tracking, and basic bank feeds with two users included.
• Standard Plan ($46 per month): As your business expands, this plan adds more features including basic inventory management and up to five users.
• Premium Plan ($69 per month): For established businesses, this plan includes advanced features and up to 20 users without paying extra for unlimited user access.

Each tier includes core features like bank reconciliation, financial reporting, and multi-currency support. You pay for exactly what you need as your business grows.

QuickBooks

• Simple Start ($30 per month): This basic plan covers invoicing, expense tracking, and financial reports. It supports one user.
• Essentials Plan ($55 per month): Add features like time tracking, mileage tracking, and project tracking tools. You get up to three users.
• Plus Plan ($82 per month): Get everything in Essentials plus advanced inventory management, job costing tools, and up to 25 users.
• Advanced Plan ($155 per month): The highest tier adds advanced reporting, batch transactions, and custom user permissions for up to 25 users.

QuickBooks offers more pricing tiers, giving you granular control over what you pay for. However, this means QuickBooks plans cost more at higher tiers than Xero's established plan.

Additional Features

Xero

Xero also offers:

• Payroll ($1 per employee per month)
• Expense Claims ($2.50 per user per month)
• Project Tracking ($5 per user per month)
• Analytics Plus ($10 per month)
• Inventory Plus ($5 per month)
• Online Bill Payments (Payment fees apply; varies by provider)

QuickBooks Online

Quickbooks online also offers:

• Payroll Core ($50/month + $6.50/employee/month)
• Payroll Premium ($88/month + $10/employee/month)
• Payroll Elite ($134/month + $12/employee/month)
• QuickBooks Time Premium ($20/month + $8/user/month)
• QuickBooks Time Elite ($40/month + $10/user/month)
• QuickBooks Live Bookkeeping (from $300/month, varies by business specifics)

Also read: Zoho Books vs QuickBooks

Our Rating

Xero

• Support: 4.6
• Price: 4.5
• Features: 4
• Security: 4.5
• Ease of Use: 4.5

QuickBooks Online

• Support: 5
• Price: 4.5
• Features: 4.8
• Security: 4.8
• Ease of Use: 4.6

Customer Reviews

Xero

QuickBooks Online

 

FAQs

Our Verdict on Xero vs Quickbooks

Both Xero and QuickBooks Online deliver solid accounting software solutions for small business owners. Xero wins on affordability and multi-currency support, making it perfect for new or growing businesses and those with international clients.

However, QuickBooks Online provides more comprehensive features, particularly for businesses with complex accounting requirements and those needing strong payroll integration.

If you need proven accounting software with excellent support and features designed to scale with your business, QuickBooks Online stands out as the best accounting solution. Its advanced reporting, job costing tools, and seamless payroll processing make managing finances easier as your business expands.