Is QuickBooks Online Worth It in 2025? Our Honest Review
As a bookkeeper who’s worked with small business owners for the past 5+ years, I’ve seen a lot of change in the accounting software world. But one question I still get regularly from business owners (especially those over 30 who didn’t grow up managing everything on an app) is: "Is QuickBooks Online still worth it in 2025?"
The short answer? It depends on your business. But let me walk you through what’s new, what works well, what’s frustrating, and whether it’s a good investment for your bookkeeping needs this year.
What’s New in QuickBooks Online in 2025
QuickBooks Online (QBO) has definitely been keeping up with the times. One of the biggest additions this year is improved AI functionality. It’s not perfect (more on that in a bit), but QBO is getting smarter about categorizing transactions, suggesting rules, and predicting cash flow patterns.
They've also refreshed the dashboard, which now gives you more flexibility to prioritize the data you care about—a big help if you’re trying to stay focused on profitability or cash reserves.
Another update: reporting tools are more customizable than ever. You can drill down into more detailed trends, which makes it easier to spot inefficiencies in your business.
Pricing in 2025: Is It Still a Good Value?
This is probably the biggest point of concern I hear from clients. QBO’s pricing has gone up over the past few years, and 2025 is no exception.
Here’s a rough idea of the current tiers:
Simple Start: $35/month
Essentials: $65/month
Plus: $99/month
Advanced: $235/month
Keep in mind, these prices don’t include add-ons like payroll, time tracking, or inventory management.
Is it expensive? Yes, especially if you’re in a growth phase. But I always remind clients: you’re not just paying for software; you’re paying for organization, peace of mind, and a system that helps you stay ready for tax season, lending applications, and even investor meetings.
Tip from experience: If you’re a solopreneur or running a side business, Essentials might be more than enough. But if you have inventory, contractors, or employees, Plus or Advanced can save you more time (and headaches) in the long run.
Pros of Using QuickBooks Online
1. You Can Access It Anywhere
Whether you’re at the office, at home, or halfway across the country visiting family, QBO is cloud-based. That means you can check your numbers, send invoices, and run reports from your laptop or phone.
2. Your Bookkeeper Can Work in Real Time
One of the biggest wins for my clients is the ability to collaborate in real-time. I can hop into their books, make adjustments, and handle reconciliations without needing them to send a file back and forth.
3. It Plays Well With Others
QBO integrates with hundreds of apps: Shopify, Square, Gusto, Stripe, and more. That means fewer manual entries, more automation, and better insights.
4. The Automation Saves Time
Bank rules, recurring invoices, and smart suggestions for categorizing transactions are huge time-savers. I had a client last year who spent hours manually entering PayPal transactions. Once we set up proper feeds and rules, she cut her monthly bookkeeping time in half.
Cons of QuickBooks Online
1. The Learning Curve is Real
I won’t sugarcoat it—QBO can feel overwhelming if you’ve never used accounting software before. The dashboard is cleaner now, but there's still a lot to learn if you're doing things yourself.
I always encourage new users to get help setting things up correctly. A bad setup can lead to months of messy reports and stress.
2. It Gets Pricey With Add-Ons
Need payroll? That's extra. Time tracking? Extra. Want to track inventory or profitability by class/location? You’ll need the Plus or Advanced plan. It adds up quickly, so be sure to evaluate what features you really need.
3. Customer Support Can Be Hit or Miss
Some of my clients have had great experiences, while others have waited hours to speak to someone who couldn’t solve their problem. I usually recommend leaning on your bookkeeper or accountant before going through QBO support.
How Does QBO Compare to Other Options in 2025?
There are plenty of alternatives out there. Here’s a quick breakdown:
Xero: Great for businesses that want solid functionality without all the QBO bells and whistles. A bit more user-friendly but fewer integrations.
Wave: Free, but super basic. Good for freelancers or hobby businesses.
Zoho Books: Cheaper than QBO, solid for service-based businesses, but not as widely used in the U.S.
FreshBooks: Great for invoicing and freelancers, not ideal for businesses with employees or inventory.
I still recommend QBO to most of my small business clients because it’s robust, scalable, and familiar to most CPAs and bookkeepers.
From My Bookkeeper's Chair: When QBO Is (and Isn't) Worth It
If you’re a small business owner who wants to:
Stay organized year-round
Be ready for tax time without scrambling
Understand your business’s financial health
Work with a bookkeeper or accountant efficiently
...then yes, QuickBooks Online is worth it.
But if you’re just getting started, have very simple needs, or feel totally overwhelmed by software, it may be better to start with something simpler—or work with a pro who can handle the setup and maintenance for you.
Tips to Get the Most Out of QBO
1. Use Bank Rules Wisely
Set them up early to save time every month. But don’t go overboard—you still want to review and approve them.
2. Reconcile Monthly
I can’t say this enough: reconciling your accounts monthly is how you keep your books clean. Don’t skip it!
3. Lean on a Bookkeeper
QBO is a tool. How well it works depends on how you use it. A good bookkeeper can save you time, stress, and even money by catching errors and keeping things streamlined.
4. Explore Reports
Take 10 minutes a month to look at your profit & loss and balance sheet. It’s a small habit that leads to smarter decisions.
Final Verdict: Is QuickBooks Online Still Worth It in 2025?
For most small business owners, yes. The software continues to improve, and while pricing has increased, the value is still strong—especially if you take advantage of the features it offers.
It’s not perfect, but with a solid setup and a little support, it can be the financial backbone of your business.
If you’re unsure which version is right for you, or if QBO is even the best fit for your business, let’s talk. At Clear Path Bookkeeping, we help entrepreneurs like you make confident, informed decisions that support growth—not just compliance.
