Quick Overview
- 1#1: QuickBooks Online - Cloud-based accounting software that helps small businesses manage invoicing, expenses, payroll, and financial reporting.
- 2#2: Zoho One - All-in-one business management suite offering CRM, accounting, project management, and collaboration tools for small teams.
- 3#3: Xero - Cloud accounting platform designed for small businesses to handle bookkeeping, invoicing, and bank reconciliation effortlessly.
- 4#4: HubSpot CRM - Free CRM with integrated marketing, sales, and service tools to help small businesses grow their customer base.
- 5#5: FreshBooks - Easy-to-use invoicing and accounting software tailored for freelancers and small service-based businesses.
- 6#6: Shopify - E-commerce platform that enables small businesses to build, manage, and scale online stores with payment processing.
- 7#7: Gusto - Payroll, benefits, and HR management software simplifying compliance and employee management for small businesses.
- 8#8: Square - POS and payment processing system for small businesses to accept card payments in-store and online.
- 9#9: Asana - Work management platform that helps small teams organize tasks, projects, and workflows collaboratively.
- 10#10: Mailchimp - Email marketing and automation platform for small businesses to create campaigns and nurture leads.
We evaluated tools based on feature depth, user experience, reliability, and value, prioritizing those that deliver comprehensive functionality without compromising ease of use.
Comparison Table
This comparison table explores leading small business software tools, including QuickBooks Online, Zoho One, Xero, HubSpot CRM, and FreshBooks, to assist in selecting the right fit for operations. Readers will find insights into key features, ideal use cases, and unique benefits, covering accounting, invoicing, and customer relationship management needs.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | QuickBooks Online Cloud-based accounting software that helps small businesses manage invoicing, expenses, payroll, and financial reporting. | other | 9.4/10 | 9.7/10 | 8.9/10 | 9.1/10 |
| 2 | Zoho One All-in-one business management suite offering CRM, accounting, project management, and collaboration tools for small teams. | other | 9.1/10 | 9.5/10 | 8.4/10 | 9.3/10 |
| 3 | Xero Cloud accounting platform designed for small businesses to handle bookkeeping, invoicing, and bank reconciliation effortlessly. | other | 8.9/10 | 9.2/10 | 9.1/10 | 8.5/10 |
| 4 | HubSpot CRM Free CRM with integrated marketing, sales, and service tools to help small businesses grow their customer base. | other | 9.4/10 | 9.5/10 | 9.2/10 | 9.7/10 |
| 5 | FreshBooks Easy-to-use invoicing and accounting software tailored for freelancers and small service-based businesses. | other | 8.5/10 | 8.4/10 | 9.4/10 | 8.0/10 |
| 6 |  Shopify E-commerce platform that enables small businesses to build, manage, and scale online stores with payment processing. | other | 9.2/10 | 9.5/10 | 9.0/10 | 8.7/10 |
| 7 | Gusto Payroll, benefits, and HR management software simplifying compliance and employee management for small businesses. | other | 8.8/10 | 9.1/10 | 8.9/10 | 8.5/10 |
| 8 | Square POS and payment processing system for small businesses to accept card payments in-store and online. | other | 8.8/10 | 8.5/10 | 9.5/10 | 9.2/10 |
| 9 | Asana Work management platform that helps small teams organize tasks, projects, and workflows collaboratively. | other | 8.7/10 | 9.2/10 | 8.8/10 | 8.0/10 |
| 10 | Mailchimp Email marketing and automation platform for small businesses to create campaigns and nurture leads. | other | 8.7/10 | 8.5/10 | 9.4/10 | 8.2/10 |
Cloud-based accounting software that helps small businesses manage invoicing, expenses, payroll, and financial reporting.
All-in-one business management suite offering CRM, accounting, project management, and collaboration tools for small teams.
Cloud accounting platform designed for small businesses to handle bookkeeping, invoicing, and bank reconciliation effortlessly.
Free CRM with integrated marketing, sales, and service tools to help small businesses grow their customer base.
Easy-to-use invoicing and accounting software tailored for freelancers and small service-based businesses.
E-commerce platform that enables small businesses to build, manage, and scale online stores with payment processing.
Payroll, benefits, and HR management software simplifying compliance and employee management for small businesses.
POS and payment processing system for small businesses to accept card payments in-store and online.
Work management platform that helps small teams organize tasks, projects, and workflows collaboratively.
Email marketing and automation platform for small businesses to create campaigns and nurture leads.
QuickBooks Online
otherCloud-based accounting software that helps small businesses manage invoicing, expenses, payroll, and financial reporting.
Automated bank feeds and AI-powered transaction categorization for effortless reconciliation
QuickBooks Online is a cloud-based accounting software tailored for small businesses, offering comprehensive tools for invoicing, expense tracking, payroll processing, inventory management, and financial reporting. It enables real-time collaboration with accountants, automated bank reconciliations, and mobile access for on-the-go management. As the market leader, it integrates seamlessly with over 750 third-party apps, scaling from startups to growing enterprises.
Pros
- Comprehensive feature set including payroll, inventory, and project tracking
- Excellent mobile app and real-time cloud access
- Robust integrations with 750+ apps like Shopify and PayPal
Cons
- Premium plans can be expensive for basic users
- Steeper learning curve for non-accountants
- Customer support can be slow during peak times
Best For
Small to medium-sized businesses needing scalable, all-in-one accounting with strong automation and reporting.
Pricing
Simple Start $30/mo, Essentials $60/mo, Plus $90/mo, Advanced $200/mo (annual billing with first 3 months at 50-70% off).
Zoho One
otherAll-in-one business management suite offering CRM, accounting, project management, and collaboration tools for small teams.
Unified dashboard with seamless cross-app data flow and Zia AI for intelligent automation across the entire suite
Zoho One is an all-in-one cloud-based platform offering over 40 integrated business applications tailored for small to medium-sized businesses. It encompasses CRM, sales, marketing, finance, HR, project management, collaboration tools, and more, all accessible via a single login and dashboard. This unified suite promotes seamless data sharing and workflow automation, reducing the need for multiple standalone tools.
Pros
- Comprehensive suite of 40+ integrated apps covering all business needs
- Excellent value with scalable pricing for small teams
- Strong customization, automation, and AI-powered insights
Cons
- Steep learning curve due to vast feature set
- Some apps lag behind best-in-class specialists
- Interface can feel cluttered for beginners
Best For
Small businesses seeking an affordable, fully integrated suite to manage sales, operations, HR, and finance without multiple subscriptions.
Pricing
Starts at $37/user/month (billed annually) for full access; flexible per-employee or per-user plans available.
Xero
otherCloud accounting platform designed for small businesses to handle bookkeeping, invoicing, and bank reconciliation effortlessly.
Automatic bank feeds that import and categorize transactions from major banks worldwide
Xero is a cloud-based accounting software tailored for small and medium-sized businesses, offering invoicing, bill payments, bank reconciliation, expense tracking, payroll, and financial reporting. It provides unlimited users across all plans and supports multi-currency transactions for global operations. With over 1,000 integrations, it connects seamlessly with tools like Shopify, Stripe, and CRM systems to automate workflows.
Pros
- Unlimited users on every plan
- Automated bank feeds and reconciliation
- Extensive app marketplace with 1,000+ integrations
- Mobile app for on-the-go access
Cons
- Payroll and advanced features require higher tiers or add-ons
- No offline functionality
- Customer support limited to email and chat (no phone for basic plans)
- Steeper pricing for growing businesses
Best For
Small businesses and startups needing scalable cloud accounting with strong integrations and multi-user access.
Pricing
Starts at $15/month (Early plan) for core invoicing; Growing ($42/month), Established ($78/month), and Ultimate ($100+/month) add payroll and advanced tools; billed annually for discounts.
HubSpot CRM
otherFree CRM with integrated marketing, sales, and service tools to help small businesses grow their customer base.
Flywheel inbound methodology with unified data across free CRM and paid marketing/sales/service hubs
HubSpot CRM is a comprehensive customer relationship management platform that centralizes contact management, deal tracking, email integration, and task automation to streamline sales processes. It offers a robust free tier suitable for small businesses, with scalable paid hubs for marketing automation, customer service, and advanced analytics. Designed around the inbound methodology, it helps businesses attract, engage, and delight customers while providing deep insights into the customer lifecycle.
Pros
- Generous free CRM with unlimited users and up to 1 million contacts
- Intuitive interface with drag-and-drop tools and extensive templates
- Seamless integrations with 1,000+ apps including Gmail, Slack, and Zoom
Cons
- Advanced features locked behind expensive Professional/Enterprise tiers
- Steep learning curve for complex automations and reporting
- Limited customization and API access in the free plan
Best For
Small businesses seeking a scalable, no-cost entry to CRM that grows into full marketing and sales automation.
Pricing
Free CRM forever; Starter hubs from $20/user/month; Professional from $800/month; Enterprise custom pricing.
FreshBooks
otherEasy-to-use invoicing and accounting software tailored for freelancers and small service-based businesses.
Project Profitability Tracker that combines time, expenses, and billables to show real-time profit margins per project
FreshBooks is a cloud-based accounting software tailored for small businesses, freelancers, and service professionals, specializing in invoicing, time tracking, expense management, and basic bookkeeping. It automates billing processes, tracks project profitability, and integrates with payment gateways to help users get paid faster. Designed with simplicity in mind, it eliminates the need for complex accounting knowledge while offering mobile access and client portals.
Pros
- Intuitive interface ideal for non-accountants
- Customizable invoicing with automated reminders and payments
- Robust time tracking and project profitability insights
Cons
- Limited advanced accounting features like inventory or payroll
- Reporting capabilities are basic compared to full-suite competitors
- Pricing scales up quickly with more clients or team members
Best For
Freelancers and small service-based businesses needing straightforward invoicing, time tracking, and expense management without deep accounting needs.
Pricing
Starts at $19/month (Lite, 5 clients) up to $60/month (Premium, unlimited clients); annual billing discounts available, with Select plan for enterprises.
Shopify
otherE-commerce platform that enables small businesses to build, manage, and scale online stores with payment processing.
The Shopify App Store, offering thousands of third-party apps for limitless extensibility without custom development.
Shopify is a comprehensive e-commerce platform designed to help small businesses build, manage, and scale online stores without needing advanced technical skills. It provides tools for product listings, inventory management, secure payments, shipping integrations, and marketing automation. With a vast ecosystem of themes and apps, it supports everything from simple storefronts to complex multi-channel operations.
Pros
- Extensive app marketplace with over 8,000 integrations for customization
- Reliable uptime (99.99%) and built-in security/PCI compliance
- Seamless omnichannel selling including POS for in-person sales
Cons
- Transaction fees (0.5-2%) if not using Shopify Payments
- Costs can escalate quickly with premium apps and themes
- Advanced customizations may require developer help or Liquid coding
Best For
Small businesses and entrepreneurs seeking a user-friendly platform to launch and grow an online store with multi-channel sales capabilities.
Pricing
Starts at $29/month (Basic), $79/month (Shopify), $299/month (Advanced), plus 2.9% + 30¢ transaction fees or lower with Shopify Payments; 3-day free trial.
Gusto
otherPayroll, benefits, and HR management software simplifying compliance and employee management for small businesses.
Full-service payroll with expert-handled tax calculations, filings, and forms across all states
Gusto is a comprehensive cloud-based platform for payroll, HR, and benefits management tailored to small businesses. It automates payroll processing, tax filings, employee onboarding, time tracking, and compliance across all 50 U.S. states. The software also offers benefits administration, performance reviews, and employee self-service tools to streamline workforce management.
Pros
- All-in-one payroll, HR, and benefits solution
- Automated compliance and multi-state tax filing
- User-friendly interface with strong mobile app support
Cons
- Pricing scales significantly with employee count
- Customer support delays during tax season
- Limited support for international payroll
Best For
Small to mid-sized U.S. businesses seeking an integrated, hands-off payroll and HR platform without in-house expertise.
Pricing
Starts at $40 base + $6/employee/month (Simple); $80 + $12/employee (Plus); Premium custom pricing; Contractor plan at $35/month + $6/contractor.
Square
otherPOS and payment processing system for small businesses to accept card payments in-store and online.
Free, unlimited POS software with no subscription required, enabling instant start for new merchants
Square is a comprehensive payment processing and POS platform tailored for small businesses, offering hardware like card readers and registers alongside software for in-person and online sales. It includes tools for invoicing, e-commerce storefronts, payroll, appointment booking, and inventory management, all accessible via a user-friendly app. With no monthly fees required for core features, it enables quick setup for merchants of all types.
Pros
- No monthly fees for core POS and payment tools
- Seamless integration across sales channels and business functions
- Quick setup with plug-and-play hardware options
Cons
- Transaction fees higher than some enterprise alternatives for high-volume use
- Limited advanced reporting and customization
- Customer support primarily self-service with occasional delays
Best For
Small businesses like retail shops, food trucks, and service providers needing simple, flexible POS and payment solutions without upfront costs.
Pricing
Core software free; 2.6% + 10¢ per in-person transaction, 2.9% + 30¢ online/keyed; hardware from $49; add-ons like payroll at 6.50% per payment.
Asana
otherWork management platform that helps small teams organize tasks, projects, and workflows collaboratively.
Timeline view for Gantt-style visualization of task dependencies and deadlines
Asana is a powerful work management platform designed to help teams organize tasks, projects, and workflows using customizable lists, boards, timelines, calendars, and portfolios. It supports real-time collaboration, automations, and integrations with over 200 apps like Slack, Google Workspace, and Zoom. For small businesses, it scales from simple task lists to complex project tracking, making it suitable for remote and hybrid teams managing daily operations.
Pros
- Highly flexible views (list, board, timeline, calendar) for diverse workflows
- Robust automations and rules to reduce manual work
- Seamless integrations with popular small business tools
Cons
- Advanced features require higher-tier plans, limiting free users
- Can feel overwhelming for very simple task needs
- Per-user pricing scales quickly with team growth
Best For
Small businesses with 5-50 team members needing scalable project and task management beyond basic to-do lists.
Pricing
Free plan for basic use; Premium at $10.99/user/month; Business at $24.99/user/month (billed annually).
Mailchimp
otherEmail marketing and automation platform for small businesses to create campaigns and nurture leads.
Customer Journey Builder for creating sophisticated, no-code automation workflows based on user behavior and triggers
Mailchimp is a comprehensive email marketing platform designed for small businesses to create, send, and optimize email campaigns, manage subscriber lists, and automate customer journeys. It offers drag-and-drop email builders, audience segmentation, A/B testing, analytics, and additional tools like landing pages, forms, and postcard marketing. Beyond core email functions, it integrates with e-commerce platforms and provides insights to drive customer engagement and sales growth.
Pros
- Intuitive drag-and-drop editor accessible to non-technical users
- Generous free tier for up to 500 contacts and 1,000 monthly sends
- Strong automation tools and integrations with popular small business apps like Shopify and Google Workspace
Cons
- Pricing scales steeply with larger contact lists and send volumes
- Advanced analytics and support limited to higher-tier plans
- Occasional performance issues with large audiences on lower plans
Best For
Small businesses and solopreneurs seeking an easy-entry email marketing solution to build and nurture customer relationships without coding expertise.
Pricing
Free plan for up to 500 contacts/1,000 sends per month; Essentials starts at $13/mo (50k sends), Standard at $20/mo (100k sends), Premium at $350/mo (unlimited sends), billed annually.
Conclusion
The reviewed tools provide powerful solutions for small businesses, with top options standing out for their functionality and adaptability. Leading is QuickBooks Online, a standout for its comprehensive accounting tools—from invoicing and payroll to financial reporting—that streamline core operations. Close behind are Zoho One, an all-in-one suite perfect for teams needing integrated CRM, project management, and collaboration tools, and Xero, praised for its effortless bookkeeping and bank reconciliation. Together, they cater to diverse business needs, ensuring every small business finds its ideal fit.
Take the first step toward simplified operations by trying QuickBooks Online—your key to managing finances with ease, so you can focus on growing your business.
Tools Reviewed
All tools were independently evaluated for this comparison