Rebecca WatmoreChoosing the “right” accounting software can feel overwhelming due to uncertainty around what will work for your business. There are also so many options out there!
Finding the ideal business accounting app involves more than comparing features. The best choice for you will be the one that fits your needs, your preferences, and your goals — not someone else’s idea of the “right” solution.
This guide can help you compare some popular accounting tools and their features, as well as other aspects, such as:
- Accessibility
- Limitations
- Scalability
- Suitability
By the end, you’ll know:
- What to look for
- Which features to prioritise
- Which options fit best for both you and your business
Why choosing accessible accounting software matters
When a system is hard to use, we tend to stop using it. We’re also more likely to make mistakes when using it. It might also lead to us avoiding frustrating features that don’t work in an intuitive way, regardless of how helpful they may be.
Accessibility matters: if your accounting software isn’t a good fit, you can fall behind on bookkeeping, leaving you with an overwhelming number of tasks to sort right before a deadline.
The tools that will support you with business admin give you better insights into your finances and remove unnecessary friction. Good accounting software should help you get your taxes right and drive your business growth with user-friendly features you’ll actually use!
What makes software features “user-friendly”?
We believe the right software removes barriers, and should have:
- Easy and intuitive navigation
- Limited financial and technical jargon
- Layouts that feel logical and predictable
- Features to support assistive technology
- AI and integrations that enhance your workflow
- Valuable reports and clean dashboards
Accounting software in the UK
Your software should be suited to the financial and business systems that exist in your region. For our purposes, we’ll be looking at popular options for use in the UK, but many accounting systems also offer multi-region flexibility.
Our opinions on these apps have come from both our own experiences as disabled entrepreneurs and accountants. We also have the benefit of working closely with clients from many industries and sectors, working with their chosen software, and collecting feedback about how and why they use that accounting platform.
The links we’ve included in this article are not affiliate links.
Making Tax Digital (MTD)
If your business is soon to be affected by the Making Tax Digital (MTD) rules, you need to find suitable software for your tax submissions. While your accountant can usually do this on your behalf via their software, not all accountants offer this. Make sure you’re prepared either way!
Hammock
Best for: Landlords
Hammock is specifically designed for landlords, offering features tailored to property management. While not suitable for all businesses, it’s an excellent choice for real estate owners, keeping workflows streamlined to only what you’re most likely to use.
Pros:
- Purpose-built for landlords with features tailored for property management, including tenant-specific tracking, arrears monitoring, and investment insights
- The first landlord software recognised by HMRC for Making Tax Digital, with quarterly filing and tax forecasting
- Strong automation which connects to 50+ UK banks with automatic transaction categorisation and reconciliation
- Positive user feedback, with users praising time savings and excellent support
Cons:
- Only suitable for landlords and property management, not for other business types
- Some users report that the onboarding process isn’t the easiest, though it’s improving
FreeAgent
Best for: Freelancers, small businesses, and limited companies with simple requirements
FreeAgent is a user-friendly option for small businesses and limited companies. It allows you to preview invoices before sending them, ensuring they look exactly as you want them to. However, it may not scale well with rapidly growing businesses or more complex financial structures (such as umbrella companies or multiple brands that need separating).
Pros:
- Simple and intuitive interface with minimal jargon
- Free for NatWest and affiliated bank customers
- Designed for smaller businesses and limited companies
- In-app reports generated for Companies House and streamlined HMRC submissions
Cons:
- Limited scalability and flexibility for comprehensive needs
- More expensive for non-NatWest customers
- LLPs and more complex financial reporting needs may require outside reporting
QuickBooks
Best for: Businesses that need extensive features and integrations
QuickBooks is powerful accounting software with a wide range of features and integrations. However, its extensive menus and options can be overwhelming for some users, and it can be difficult to scale from its entry-level plan.
Pros:
- Extensive features and integrations with other business apps and payment providers
- Designed to be scalable for businesses of larger sizes
- Training videos are available, which include playback speed options for ADHD users
Cons:
- The interface can be overwhelming with too many menus and options
- Users have experienced frequent bugs and technical issues with the platform
- Likely due to its complexity, it can be slow to load and update
- Although QuickBooks can scale well for bigger companies, upgrading from the Solopreneur plan requires you to export and re-import your data manually, so plan ahead!
Sage
Best for: Accountants and business owners who prefer a straightforward approach
Sage looks and feels clean and intuitive, with the option to switch between an accountant’s view and a business view. This tidy layout is a good choice if you want a straightforward bookkeeping experience, with access to more complex features when needed.
Pros:
- Clear and intuitive layout
- Good support and training resources
- Scalable for growing businesses
Cons:
- It can sometimes be slow
- May be confusing for users unfamiliar with accounting systems
- Limited third-party integrations outside of Sage’s own ecosystem and approved partners, which can restrict automation options for forecasting and other specialist tools
Xero
Best for: Businesses that need scalability and integrations
Xero is a popular choice for businesses of all sizes, offering a wide range of features and integrations. However, its navigation, along with its bright colour scheme and limited dark mode options, may not be suitable for everyone.
Pros:
- Scalable for businesses of all sizes
- Extensive integrations with other tools
- Fast performance
- Often have generous offers for the first few months
Cons:
- The bright colour scheme may cause eye strain
- Menus and options can be overwhelming and confusing
- There are frequent price increases
- No free read-only access to your data if you migrate away (you’ll need to export everything, or resubscribe to view it)
- Support relies on a ticket system rather than live chat or phone. You’ll need to log in separately on a different part of the website, with wait times of several hours. This format can be particularly challenging if you struggle with task switching or task initiation. The back-and-forth nature of tickets can lead to misunderstandings that send you back into the queue.
Key things to consider when choosing an accounting app
1. Scalability
As your business grows, your accounting needs will likely evolve too. It’s important to choose software that can scale with your business. Scalable services offer additional features and capabilities as needed, without being “too much” in earlier stages.
2. The look and feel of the software
How software looks and how you experience using it can make or break whether you’ll actually stick with it. Look for layouts and designs that work with the way your brain processes information. This is often called the UI (or “user interface”), which is how it looks and behaves.
While customisation options are helpful, software that feels intuitive to you from the start is even better. If it makes sense to you right away, you won’t need to spend time adjusting settings just to make it usable.
3. Support and training resources
Good support and detailed training resources can make a significant difference in how quickly you can get started with your new software. Clear guidance also helps you adopt new features when they’re introduced. Look for platforms that offer comprehensive guides in the format you prefer, as well as live support options.
4. Integrations
If you rely on other business apps or payment providers (e.g. Square, Stripe, GoCardless), it’s a good idea to choose accounting software that integrates seamlessly. Integrations are helpful if you want to automate parts of your workflow, saving you time and reducing the risk of errors.
5. Accessibility features
Check for the accessibility features you’ll find most useful, like changing colours, using screen readers, and adjusting the speed of training videos. These adjustments can reduce the friction of learning and using it.
6. Cost
While cost shouldn’t be the only factor in making your decision, it’s important to choose software that fits within your budget. You should also think about long-term costs, such as the likelihood of price increases in the future. Price rises are common when software companies introduce new features or when the pricing is notably lower than their competitors. You might also pay more as your business grows and needs a higher tier of the service. Also, accountants often get partner discounts on accounting software, so they can help you save some money!
Tips for choosing the right accounting software
1. Start with a demo
Many accounting software providers offer demos or free trials. Take advantage of these to get a feel for the software and see if it meets your needs before you commit.
2. Consult with your accountant
Your accountant or bookkeeper can provide valuable insights into which applications might be the best fit for your business and the way you work. They may also be able to offer training or help with setting it up for you.
3. Watch YouTube and training videos
Watching YouTube videos of people using the software can give you a better understanding of the user interface and overall experience. Additionally, if there’s free access to official tutorial videos, you’ll be able to see how the processes work before you dive in.
4. Consider your business needs
Think about the specific needs of your business: the size of your team, the complexity of your accounting, and any important features needed. Having a clear list of “must-haves” when searching for software can help you compare solutions, understand different plans, and know how much it’s likely to cost.
5. Test different web browsers and accessibility tools
Different browsers can affect how the software performs. It’s a good idea to test software on multiple browsers (especially the one you use the most!) to ensure it’s compatible. You should also switch on your specific accessibility apps and extensions to check they’re adequately supported.
Your next steps: finding what works for you
Choosing the right accounting software for your business is a major decision that can have a significant impact on your day-to-day operations. By considering factors such as scalability, layout, support, integrations, accessibility, and cost, you can find software to meet the needs of you and your team.
The goal is to find an app that works for you and how you’ll use it in practice. Don’t be afraid to take your time, do your research, and consult with professionals to find a solid solution. With the right accounting software in place, you can streamline your financial processes to save time, allowing you to focus on growing your business.
Good luck in your search for the perfect accounting software!
Need help making the transition or getting set up? If you’d like professional advice and support with your bookkeeping and accounting systems, we’d love to talk to you.