Best Accounting App for Small Business

Discover the 7 best small business accounting apps. Boost control, flexibility, & savings.

TL;DR

Choosing the right accounting software for your small business is about more than just tracking expenses. You need a solution that integrates seamlessly with your operations, supports any payment processor through open gateways, and grows with your business. Here are the top seven tools that meet these requirements:

  1. Zoho Books: Best overall with open APIs and payment flexibility
  2. Xero: Most robust app marketplace and third-party integrations
  3. Nutcache: Lightweight but powerful for invoicing and expenses
  4. FreeAgent: Streamlined UI with support for custom payment integration
  5. Hiveage: Invoicing-focused with Authorize.Net and ACH support
  6. Bill Connect (via NMI): NMI gateway for QuickBooks and Xero users
  7. NolaPro: Fully customizable ERP-style platform with open gateway integration

The Best Accounting App for Small Business

In today’s digital economy, the right accounting app is as essential as your POS or CRM system. Whether you’re a one-person operation or managing a growing team, accounting software, and bookkeeping software, are essential tools for small businesses. Solutions that support open payment gateways give you full control over how and where you get paid. These seven platforms stand out not only for their features, but because they don’t lock you into a single payment provider. They also allow you to accept payments directly from customers, streamlining your workflow.

1. Zoho Books: Best Overall

Top Features:

  • Customizable invoicing, billing, and time tracking
  • Create invoices digitally and send to clients
  • Bank reconciliation and syncing with multiple bank accounts, inventory management, and project accounting
  • Strong mobile app for on-the-go bookkeeping

Payment Processing:

  • Integrates with Authorize.Net, PayPal, Razorpay, Worldline, and more
  • Fully open API support allows custom gateway setup
  • Works well with Swipesum-assisted gateway mapping (e.g., NMI, Cybersource)

Pricing:

  • Free for businesses with revenue under $50K
  • Paid plans start at $20/month (Standard) and scale based on features/users

2. Xero: Best for Third-Party Payment Flexibility

Top Features:

  • Bank feed syncing for real-time transactions, invoicing, and cash flow dashboards
  • Automatically import bank transactions for real-time bookkeeping
  • Payroll, project tracking, inventory, and multi-currency support
  • 1,000+ apps in the Xero Marketplace

Payment Processing:

  • Supports payment processors Authorize.Net, Stripe, Square, GoCardless, and custom setups
  • Accepts ACH and credit card payments via integrated or custom processors
  • Works seamlessly with Swipesum to route payments through preferred gateways

Pricing:

  • Starts at $15/month (Early), with higher tiers at $42 and $78/month

3. Nutcache: Lightweight and Customizable

Top Features:

  • Time tracking and task-based project management
  • Team collaboration tools for small teams and employees, with integrated invoicing
  • Expense tracking and bilingual support (English/French)

Nutcache’s automation features help small businesses save time on project management and bookkeeping tasks.

Payment Processing:

Pricing:

  • Free for up to 20 users with limited features
  • Premium plans start at $10/user/month

4. FreeAgent: For Freelancers & Small Teams

Top Features:

  • All-in-one dashboard for invoicing, expenses, bank feeds, and time tracking
  • Auto-categorization of expenses and smart tax timeline
  • Mileage tracking and customizable reports including profit and loss statements
  • Comprehensive tax management and compliance features

Payment Processing:

  • Native support for Stripe, PayPal, and GoCardless
  • API enables custom payment processor integrations via Swipesum
  • Good fit for businesses needing flexibility beyond built-ins

Pricing:

  • $12/month for sole proprietors (first 6 months), then $24/month
  • Partnerships with some banks offer FreeAgent free of charge

5. Hiveage: Best for Invoicing

Top Features:

  • Professional invoicing with recurring billing, subscriptions, and auto reminders
  • Send invoices easily to clients to streamline billing and improve cash flow
  • Multi-currency support and mileage tracking
  • Great for contractors, agencies, and service providers

Payment Processing:

Pricing:

  • Free tier with 5 clients
  • Paid plans start at $19/month (up to 250 clients)

6. Bill Connect: Best for NMI Users

Top Features:

  • Works as an extension for QuickBooks Online/Desktop and Xero
  • Automates invoice delivery and payment collection
  • Enables payment tokenization, vaulting, and real-time reconciliation

Payment Processing:

  • Built specifically to embed NMI payment processing into accounting workflows
  • Supports credit card, ACH, and recurring billing
  • Powerful option for those already on NMI or using Swipesum’s gateway configurations

Pricing:

  • Depends on integration partner (e.g., via Omnimerchant or NMI)
  • Typically add-on pricing, negotiated with the provider
  • Pricing may also vary based on the number of additional users or collaborative access required

7. NolaPro: Best Fully Customizable ERP-Style Accounting Platform

Top Features:

  • Full accounting suite including AP, AR, payroll, inventory, and POS
  • Open-source and web-based, with source-code access
  • Can run on local servers or cloud
  • Supports multiple companies and company-wide management for businesses with complex organizational needs

Payment Processing:

  • Integrates with Authorize.Net out of the box
  • API support allows full custom gateway configuration (e.g., Cybersource, NMI)
  • Ideal for developers or businesses needing tailored payment infrastructure

Pricing:

  • Completely free self-hosted version for companies needing a customizable solution
  • Hosted/cloud plans start at $29/month

Introduction to Financial Management

Financial management is at the heart of every successful small business. The ability to keep track of income and expenses, manage cash flow, generate reports, and plan for tax season can make the difference between thriving and surviving.

Modern accounting apps simplify this work. Features like automatic transaction imports, mileage tracking, and real-time reporting bring clarity and consistency to your operations. These tools also assist in creating automated workflows for financial management, making it easier to stay organized. Most importantly, when integrated with an open payment gateway, these tools give you the flexibility to work with the best possible rates and terms, something Swipesum helps business owners navigate every day.

Additionally, these tools help you organize and file your financial data for tax season, ensuring everything is securely stored and easily accessible.

Benefits of Using Accounting Software

Bookkeeping software and free bookkeeping software offer cost-effective options for small businesses to manage finances efficiently.

  • Improved Financial Health: With built-in tracking and dashboards, business owners can spot trends and address issues before they become problems.
  • Time Savings: Automation features like bank sync, recurring invoices, and receipt scanning cut hours of manual work each month.
  • Cloud Collaboration: Share access with your accountant, bookkeeper, or team without exchanging spreadsheets.
  • Better Decision-Making: From sales tax reports to profit and loss statements, you can base decisions on real-time numbers, not outdated reports.

Features of Great Accounting Apps

  • Core Features: Invoicing, expense categorization, bank reconciliation, and cash flow reporting.
  • Advanced Tools: Inventory tracking, project time logs, and payroll add-ons.
  • Integrations: Look for payment gateway support (e.g., NMI, Authorize.Net) and CRM compatibility.
  • Ease of Use: Even powerful tools should have a clean UI and accessible support.
  • Mac Compatibility: Ensure the software works seamlessly on Mac computers for users who prefer Apple devices.

Small Business Accounting Needs

Small businesses often need more than just basic bookkeeping. For example:

  • Payroll and Contractor Payments
  • Client Invoicing and Retainers
  • Tax Prep and Quarterly Filing

Accounting software should offer the flexibility to grow. That includes the number of users, the ability to assign roles, and integration with your merchant services provider. It should also support collaboration with accountants and accounting professionals, making it easier to manage double-entry accounting and streamline communication. This is where open gateways become critical, ensuring you’re never stuck with a one-size-fits-all processor.

Free Accounting Software Options

If budget is a concern, a few free bookkeeping software tools provide solid foundations:

  • Wave: Offers basic invoicing and expense tracking with payment integration via Stripe, and allows users to connect an unlimited number of bank accounts and credit cards.
  • ZipBooks: Has a free tier with core features.
  • GnuCash: Open-source option for tech-savvy users.

These tools may lack gateway flexibility, which is why free isn’t always the best fit. Swipesum often helps clients migrate from free to flexible platforms once growth demands more control.

Online Accounting Solutions for Small Businesses

Online accounting solutions have become a must-have for small business owners looking to streamline their financial management. These platforms offer a comprehensive suite of accounting features designed to simplify everyday tasks, whether you need to create professional invoices, track expenses, or monitor your cash flow in real time. With intuitive dashboards and automated tools, small businesses can easily manage expenses, generate detailed financial reports, and stay on top of their accounting without the need for complex spreadsheets.

One of the biggest advantages of online accounting software is the ability to access your business data from anywhere, making it easier to collaborate with your team or accountant. Many solutions include a free version or offer a free trial, so you can explore the features and see how they fit your business before committing to a subscription. This flexibility allows small businesses to find the right balance between cost and functionality, ensuring you only pay for the tools you need.

From sending professional invoices to tracking every business expense, online accounting solutions help small businesses maintain healthy cash flow and make informed decisions. With robust expense tracking and easy-to-use invoicing tools, you can keep your finances organized and focus on growing your business. Whether you’re just starting out or looking to upgrade your current system, online accounting software provides the essential features to manage your business efficiently and effectively.

Choosing the Right Accounting App

When selecting software:

  • Start with your business goals.
  • Review each app’s pricing, scalability, and integration capability.
  • Confirm it works with your preferred payment processor or ask Swipesum to help you configure one.

Always read user reviews from businesses similar to yours and test-drive the free trial versions.

Small Businesses and Financial Management

From managing day-to-day expenses to projecting next quarter’s budget, accounting apps play a critical role. By integrating your accounting system with an open payment gateway, you unlock better margins, streamlined reconciliation, and faster payments.

Tax Time Preparation

Tax season shouldn’t be stressful. The right app can:

  • Track income and categorize expenses automatically
  • Export clean reports for your CPA
  • Simplify deductions and 1099 generation

Apps that offer built-in tax features or integrate with tax software make filing easier. Swipesum ensures your payment setup matches your tax structure, especially for multi-location or high-volume merchants.

Security and Reliability of Accounting Solutions

  • Cloud Backups: Automatic and encrypted
  • User Permissions: Limit access to sensitive data
  • Compliance: Look for tools that align with PCI, SOC 2, and GDPR standards

Security isn’t optional. Swipesum partners with tools that maintain industry-leading compliance and support audit preparation.

Using a Great App for Financial Management

Once you’ve selected your software:

  • Automate everything you can
  • Connect your business bank account and payment processor
  • Schedule monthly reviews of cash flow, AR/AP, and reconciliations

If your system isn't connected to an open payment gateway, you're leaving margin on the table. Let Swipesum plug in the right gateway, processor, and support team to make it seamless.

Wrap-Up

The best accounting app is one that fits your workflow and doesn’t limit how you get paid. These seven tools give you that flexibility while supporting key small business functions like invoicing, reporting, and cash flow management:

  • Zoho Books
  • Xero
  • Nutcache
  • FreeAgent
  • Hiveage
  • Bill Connect (via NMI)
  • NolaPro

Pairing the right app with an open gateway strategy is where Swipesum shines. Our team helps you identify the best-fit software, configure your preferred gateway (like Authorize.Net, Cybersource, or NMI), and support your system as you scale.

FAQs About Best Accounting Apps

Q: What are some of the best accounting apps for small businesses?
A: Zoho Books, Xero, Nutcache, FreeAgent, Hiveage, Bill Connect, and NolaPro are top options that support open payment gateways.

Q: Why is Zoho Books recommended?
A: It’s a full-featured platform with powerful APIs, making it highly customizable and payment-processor friendly.

Q: What makes Nutcache a good option?
A: It balances simplicity and customization, with flexible billing and time-tracking features.

Q: How does FreeAgent support small businesses?
A: It offers intuitive invoicing and expense tracking with light API support for payment gateway integration.

Q: Are any of these apps free?
A: Hiveage has a free version, and Nutcache offers a limited free tier. Wave is also a solid free option but has fewer gateway options.

Q: What’s the value of open payment gateways in accounting apps?
A: They allow you to choose your payment processor... saving money, unlocking better terms, and enabling scale.

Q: How can Swipesum help?
A: We consult with small businesses to identify the best accounting software and match it with the ideal payment processor. We help with setup, support, and ongoing optimization.

Michael Seaman

Michael Seaman

Michael Seaman is the co-founder and CEO of Swipesum. A veteran of the payments industry and former employee at one of the largest payments companies, Michael, along with his brother Stephen, has led Swipesum since its inception in 2016. Swipesum is committed to providing innovative payment solutions and exceptional service to its diverse clientele. In his free time, Michael enjoys traveling with his wife Kelsey and their three children, pole vaulting, and engaging in typical Midwestern dad activities.

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