Small Business Shared Interest Group

Last month the Small Business SIG Emerging Issues sub-group discussed a topic very relevant for small business - accounting software, and members questioned what might be some of the positives and negatives of different software packages.

For example, in my experience as CFO for an early-stage biopharmaceutical small business, with its multi-year roots in Australia and a newly established US Parent company, when I came onboard they were using Xero (which is an Australian package). I believe many companies like Xero for the following reasons:

• Upside - Is one of the cheapest accounting software on the market
• Upside - Easy for a non-accounting person, like a business owner, to set up custom reports to see the business the way they want (not necessarily from an accounting perspective)
• Upside - Manages currency exchange rates for payables in difference currencies and conversion to functional currency
• Upside - Calculates VAT and other local forms of taxation not common in the USA
• Downside - Not perceived as a serious accounting software if a business owner is looking to go IPO, in terms of SOX and other compliance weaknesses
• Downside - Not many US accounting/book-keeping firms (if this service is outsourced) are familiar with this software system
• Downside - No good customer support (no live helpline) or training provided by Xero
• Downside - Any multi-entity financial reporting consolidation has to be done outside the system.

Another company that I was CFO for, medical device, was on Quickbooks (online), but upon FDA approval of their key product, was about to launch their supply chain scale-up and begin commercial manufacturing. Given this, the company was at a point when an ERP system was needed, particularly given the highly regulated nature of the business. The CEO and Director of Manufacturing were considering NetSuite, since Quickbooks is not capable of that type of planning and ordering.

Even when I was CFO for a Colorado-based craft beer company, they used a software package, "OBeer" or OrchestratedBEER, a specialized brewery management software with an all-in-one system for breweries covering accounting, production, sales, and inventory. I believe this is some small business software offshoot owned by SAP.

So, there are many things to consider overall.

Tell us, what software is your small business using, and why?

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Dana Riess CMA, CFM, CPA, CPIM, CSCP
Chief Financial Officer
Boulder CO
United States
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One question that has come up with regards to this topic is "how do we define a small business?" And how do we measure that?

Is it determined by the number of employees? The revenue or sales value?  Maybe, what is more important, as pertains to the issue of accounting software, is in what industry is the business? Or whether it is a manufacturing business operation? Or if sales distribution is multi-national?

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Dana Riess CMA, CFM, CPA, CPIM, CSCP
Chief Financial Officer
Boulder CO
United States
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Your observation and questions goes to show just because an industry gravitates to a certain software, doesn't mean its helpful for or helpful to the customers. Keeping our customer's best interest in mind is more important than having the "right" software. Their habits, personality, tech savviness, and company practices should be taken into consideration. Overcomplicating things should never be the goal for the sake of a piece of software. 

Secondly, we the accounting or bookkeeping professional have a duty to be able to learn and adapt to so many industry CRMS that connect to QuickBooks, Xero, Sage or NetSuite. It's not about our practices picking one of these (ours is QuickBooks) but it's about being tech savvy and adaptable to learn how a specific industry CRM syncs and comes along side our preferred accounting software. We can draw boundaries or lanes because I surely don't have time to learn new software week. It will depends on our time, inclination, and staff. Lots to consider and not a one size fits all by any means. 

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Amber Malone
Accountant
Hartland WI
United States
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Amber,  I love your observation of the ability to connect the accounting software to the software that is being used to run the business. I have used Quickbooks for years for my small business.  I really felt like I knew everything that was going on with it and was very confident in the processing and results.  Then, two things happened. First, Quickbooks integrated AI functionality into their software.  The second thing that happened, is we installed new software to run our business.  With regard to the AI functionality, I was so excited at first, thinking it would make things easier.  I ended up spending way too much time figuring out what it was doing!  I think a practical "what would you like AI to do for you?", initial setting would have been great.  We use Shopify for the POS systems and Online sales.  We use Zoey for our B to B transactions.  Of course, to make things easy, I installed the integrations for both business systems to link directly to Quickbooks.  Now, I will admit to being one of those folks who just jumps in and figures things out.  In this case, that isn't a great quality.  It was quite honestly, a disaster.  I am now paying someone to figure everything out and make sure everything is good going forward.  I run a business now, but I resigned as a SVP, CFO and COO of a global manufacturing company.  So, accounting isn't new to me😉.  I also ran IT, so have a workable knowledge of how systems work (although no practical experience).  If I'm struggling, I can't imagine anyone without accounting knowledge can effectively use Quickbooks.  Although, maybe what you don't know, won't cause you to lose sleep!

Any thoughts on a better software to use for retail integrations?  I'd love to hear anyone's thoughts.

The bottom line, I think integrations are such a key piece of choosing the software.    

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Mary Baird CMA
Chief Executive Officer
Dublin OH
United States
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Original Message:
Sent: 02-09-2026 11:23 AM
From: Amber Malone
Subject: Small Business Accounting Software

Your observation and questions goes to show just because an industry gravitates to a certain software, doesn't mean its helpful for or helpful to the customers. Keeping our customer's best interest in mind is more important than having the "right" software. Their habits, personality, tech savviness, and company practices should be taken into consideration. Overcomplicating things should never be the goal for the sake of a piece of software. 

Secondly, we the accounting or bookkeeping professional have a duty to be able to learn and adapt to so many industry CRMS that connect to QuickBooks, Xero, Sage or NetSuite. It's not about our practices picking one of these (ours is QuickBooks) but it's about being tech savvy and adaptable to learn how a specific industry CRM syncs and comes along side our preferred accounting software. We can draw boundaries or lanes because I surely don't have time to learn new software week. It will depends on our time, inclination, and staff. Lots to consider and not a one size fits all by any means. 

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Amber Malone
Accountant
Hartland WI
United States
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I have been a user of Quickbooks since April 2003. I started in Quickbooks Desktop then added QuickBooks Online when that option was added. I have been an Intuit ProAdvisor for several years. I have looked at other accounting software packages over the years. These include Zoho Books, Xero, and FreshBooks. I also have experience with AppFolio specifically for property management. I have assisted clients that move from QuickBooks Desktop/Enterprise to Netsuite and from Netsuite to QuickBooks Enterprise. I also help convert clients from QuickBooks Desktop to QBO.

Xero does provide training. In fact, as an accountant, I was required to pass basic training before I could activate my Accountant account. I switched my firm's accounting software from QBO to Xero in July 2025, due to several issues I have with Intuit. The number of complaints I receive from my clients who use QBO have increased exponentially over the last 6 months. Most of these complaints are related to the interface changes Intuit forces on users without their input or advanced notifications.

At the end of the day, the backbone of any accounting software is still double-entry bookkeeping. Having knowledge of how debits and credits function in accounting is vital to understanding how accounting software works.

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David Belnap, CMA, CSCA, CPA
David.Belnap@...
Pembroke Pines, FL
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I'm going to take a look at Xero.  At least I would know where to find an expert!

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Mary Baird CMA
Chief Executive Officer
Dublin OH
United States
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Original Message:
Sent: 02-10-2026 01:45 PM
From: David Belnap
Subject: Small Business Accounting Software

I have been a user of Quickbooks since April 2003. I started in Quickbooks Desktop then added QuickBooks Online when that option was added. I have been an Intuit ProAdvisor for several years. I have looked at other accounting software packages over the years. These include Zoho Books, Xero, and FreshBooks. I also have experience with AppFolio specifically for property management. I have assisted clients that move from QuickBooks Desktop/Enterprise to Netsuite and from Netsuite to QuickBooks Enterprise. I also help convert clients from QuickBooks Desktop to QBO.

Xero does provide training. In fact, as an accountant, I was required to pass basic training before I could activate my Accountant account. I switched my firm's accounting software from QBO to Xero in July 2025, due to several issues I have with Intuit. The number of complaints I receive from my clients who use QBO have increased exponentially over the last 6 months. Most of these complaints are related to the interface changes Intuit forces on users without their input or advanced notifications.

At the end of the day, the backbone of any accounting software is still double-entry bookkeeping. Having knowledge of how debits and credits function in accounting is vital to understanding how accounting software works.

------------------------------
David Belnap, CMA, CSCA, CPA
<maskemail>David.Belnap@...</maskemail>
Pembroke Pines, FL
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If your company is thinking of expanding / growing then an investment like NetSuites could be beneficial.  May company uses QAD with us being in automotive and I would not recommend to any small business due to the amount of people needed to maintain internally or reliance on tech groups afterwards.

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James Ward CMA
Chief Financial Officer
Coxs Creek KY
United States
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I have looked at NetSuite for our business.  The problem is the cost!  It's well outside of our budget.  Maybe something new will come along to fill the gap.  Thanks for the input!

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Mary Baird CMA
Chief Executive Officer
Dublin OH
United States
------------------------------

Original Message:
Sent: 02-13-2026 10:55 AM
From: James Ward
Subject: Small Business Accounting Software

If your company is thinking of expanding / growing then an investment like NetSuites could be beneficial.  May company uses QAD with us being in automotive and I would not recommend to any small business due to the amount of people needed to maintain internally or reliance on tech groups afterwards.

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James Ward CMA
Chief Financial Officer
Coxs Creek KY
United States
------------------------------

Just a general thought on this thread, when selecting a new ERP system why not just go into it with top provider demos, a  few companies, Sage, NetSuite, QBs, whatever. If you have a CFO or accounting and ERP platform person on your team, that's a way to select a system for your enterprise.

Price them out.

Ensure you have someone on staff who understands needs of enterprise and also integrations and things that may be needed when talking shop with platform vendors.

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Ilya Ilienko, dual MBA, CPA, CMA
Board Member / Director
East Coast - United States
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Original Message:
Sent: 02-13-2026 01:55 PM
From: Mary Baird
Subject: Small Business Accounting Software

I have looked at NetSuite for our business.  The problem is the cost!  It's well outside of our budget.  Maybe something new will come along to fill the gap.  Thanks for the input!

------------------------------
Mary Baird CMA
Chief Executive Officer
Dublin OH
United States
------------------------------


Original Message:
Sent: 02-13-2026 10:55 AM
From: James Ward
Subject: Small Business Accounting Software

If your company is thinking of expanding / growing then an investment like NetSuites could be beneficial.  May company uses QAD with us being in automotive and I would not recommend to any small business due to the amount of people needed to maintain internally or reliance on tech groups afterwards.

------------------------------
James Ward CMA
Chief Financial Officer
Coxs Creek KY
United States