Select the Ideal Accounting Software for your Business in Under 5 Minutes!!!
- Jasmine Lauderdale
- Nov 21, 2025
- 3 min read
Choosing the right accounting software can make a significant difference for sales and service businesses. The right system helps manage finances efficiently, saves time, and supports growth. This guide compares five popular accounting software options—Xero, Sage Intacct, NetSuite, QuickBooks Online, and FreshBooks—focusing on their pricing, features, and subscription limitations. Understanding these factors will help you pick the best fit for your business needs.
Pricing Overview
Pricing is often the first factor businesses consider. Each software offers different subscription plans, which vary in cost and included features.
Xero offers three main plans ranging from $13 to $70 per month. The Starter plan limits invoices and bills, while the Premium plan supports unlimited transactions.
Sage Intacct uses custom pricing based on business size and needs, typically starting around $400 per month. It targets mid-sized to larger businesses.
NetSuite pricing is also customized, often starting at $999 per month plus a per-user fee. It suits businesses needing a full ERP solution.
QuickBooks Online has four plans from $25 to $180 per month. The Simple Start plan is basic, while Advanced offers more automation and reporting.
FreshBooks plans range from $15 to $50 per month, focusing on small businesses and freelancers with limits on billable clients.
For sales and service businesses, consider not just the monthly fee but also the transaction limits and user access included in each plan.
Key Features for Sales and Service Businesses
Sales and service businesses have specific accounting needs, such as invoicing, expense tracking, project management, and reporting. Here’s how each software addresses these:
Xero supports unlimited invoicing, bank reconciliation, and integrates well with payment gateways. It also offers project tracking and inventory management.
Sage Intacct excels in multi-entity and multi-currency accounting, making it ideal for businesses with complex financial structures. It includes strong reporting and automation.
NetSuite provides a comprehensive suite including CRM, inventory, and order management, alongside accounting. It’s suitable for businesses needing an all-in-one system.
QuickBooks Online offers easy invoicing, expense tracking, and payroll integration. It also has a large ecosystem of third-party apps.
FreshBooks focuses on time tracking, invoicing, and client management, making it a good choice for service providers and freelancers.
Look for features that match your business processes. For example, if you handle many projects or clients, FreshBooks or Xero might be better. For complex financial needs, Sage Intacct or NetSuite could be more suitable.
Subscription Limitations and Scalability
Understanding subscription limits helps avoid surprises as your business grows.
Xero limits the number of invoices and bills in lower plans but offers unlimited transactions in higher tiers.
Sage Intacct has no strict transaction limits but requires a minimum contract term and setup fees.
NetSuite requires a longer commitment and can be costly to scale but supports extensive customization.
QuickBooks Online limits users and features by plan, with the Advanced plan supporting up to 25 users.
FreshBooks limits the number of billable clients per plan, which can restrict growing service businesses.
Consider your expected growth and whether the software can scale without forcing you to switch platforms.
Practical Examples
A small sales business with straightforward invoicing and expense tracking might choose QuickBooks Online Simple Start for its ease of use and affordability.
A service business with many clients and projects could benefit from FreshBooks Plus, which supports up to 50 clients and includes time tracking.
A mid-sized company with multiple locations and currencies might find Sage Intacct fits best due to its advanced financial management features.
A growing sales company needing inventory and order management alongside accounting might select NetSuite despite its higher cost.
A startup wanting a balance of features and price could start with Xero Standard and upgrade as needed.
Final Thoughts
Choosing accounting software depends on your business size, complexity, and growth plans. Evaluate pricing carefully, focusing on what features you get at each subscription level. Match software capabilities with your sales or service business needs, especially invoicing, project tracking, and reporting. Also, consider how easily the software can grow with your business.
Comparison Chart of Accounting Software Programs
Software | Features | Pricing | Limitations | Ideal Business Type |
Wave | Free invoicing, accounting, receipt scanning | Free | Limited features compared to paid options | Startups and Sole Proprietors |
Xero | Unlimited invoicing, bank reconciliation, project tracking, inventory management | Starting at $11/month | Limited customer support options | Small Businesses |
FreshBooks | Time tracking, invoicing, project management | Starting at $15/month | Not suitable for larger businesses | Freelancers and Service-Based Businesses |
QuickBooks | Invoicing, expense tracking, reporting | Starting at $25/month | Limited integrations with non-Intuit products | Small to Medium Businesses |
Sage Intacct | Inventory management, invoicing, reporting | Starting at $46.50/month | Complex interface for beginners | Medium to Large Enterprises |
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