A plain-English guide to what a bookkeeper, an accountant and a CPA each do for a small business, and which ones you actually need.
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Choosing bookkeeping software for a small business
In short
For most small businesses, the right software is the one your bookkeeper and accountant already know, that connects to your bank, and that you'll actually log into. QuickBooks Online is the most common choice in the U.S.; Xero and simpler tools work well too. Bank feeds and accountant access matter more than features.
What matters most
- Bank feeds. Transactions should flow in automatically from every account.
- Accountant access. You should be able to invite your bookkeeper and accountant without sharing your login.
- Your accountant's preference. Fewer exports and conversions at tax time.
- Integrations with what you already use: Stripe, Shopify, your payroll provider.
What matters less than you'd think
Advanced inventory, project and reporting features are useful only if you'll use them. Starting with the basic plan and upgrading later is normal.
Already have software?
Keep it. Switching mid-year creates its own cleanup. Unless your current setup is truly broken, the fix is usually better habits, not new software.
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