Here is a comprehensive, step-by-step guide to understanding the cost of Intuit QuickBooks for your small business.
Ready to demystify the cost of QuickBooks for your business? Let's dive in!
Choosing the right accounting software is a critical decision for any small business owner. It's not just about tracking numbers; it's about gaining control, saving time, and making informed decisions. Intuit QuickBooks is a popular choice, but its pricing can seem like a puzzle with all the different plans and add-ons. This guide will break down the costs and help you find the perfect fit for your business.
Step 1: Understand the Different QuickBooks Versions
The first and most crucial step is to recognize that "QuickBooks" isn't a single product. Intuit offers a range of accounting solutions tailored to different business sizes and needs. The two primary categories are QuickBooks Online and QuickBooks Desktop.
QuickBooks Online (QBO): This is a cloud-based subscription service. You access your financial data from any device with an internet connection, anytime, anywhere. This is a great option for businesses that need flexibility and remote access.
QuickBooks Desktop: This is software you install on your computer. It's a more traditional approach, and your data is stored locally. It's often preferred by businesses that need highly specific, industry-specific features or prefer to work offline.
In 2025, a significant trend is Intuit's focus on cloud-based solutions and subscription models, with notable price increases across the board to reflect their investment in AI and new features.
Step 2: Explore the QuickBooks Online (QBO) Plans and Pricing
QuickBooks Online is the most popular choice for small businesses. The pricing is structured as a monthly subscription, with different tiers offering varying features and user access.
Sub-heading: QuickBooks Online Simple Start
This is the most basic and affordable plan, ideal for sole proprietors and startups with simple accounting needs.
Cost: As of June 2025, the price is approximately $38 per month (subject to change and regional pricing).
Key Features:
Track income and expenses.
Send unlimited custom invoices and quotes.
Connect one sales channel.
Capture and organize receipts.
Track GST/VAT.
Access for one user plus your accountant.
Who is it for? Freelancers, independent contractors, and very small businesses who just need to get a handle on their basic finances, invoicing, and tax deductions.
Sub-heading: QuickBooks Online Essentials
A step up from Simple Start, this plan is designed for growing businesses that need more users and advanced features like bill management and time tracking.
Cost: Approximately $75 per month (as of June 2025).
Key Features:
All features of Simple Start.
Manage bills and payments.
Track employee time.
Handle multi-currency transactions.
Access for up to three users.
Who is it for? Businesses with a few employees that need to track time, manage bills, and collaborate on their finances.
Sub-heading: QuickBooks Online Plus
This is the most popular plan for small to medium-sized businesses that need to manage inventory and track project profitability.
Cost: Around $115 per month (as of June 2025).
Key Features:
All features of Essentials.
Track inventory (a game-changer for product-based businesses!).
Manage project profitability.
Recurring transactions and bills.
Manage budgets.
Track classes and locations.
Access for up to five users.
Who is it for? Growing businesses with inventory, or those that need to track profitability for specific projects or jobs. This is the go-to for many retailers, contractors, and service providers.
Sub-heading: QuickBooks Online Advanced
This plan is for larger or more complex small businesses that need advanced reporting, permissions, and automation.
Cost: Around $275 per month (as of June 2025).
Key Features:
All features of Plus.
Advanced reporting and analytics (including Fathom subscription).
Workflow automation.
Batch invoicing.
Dedicated priority customer support.
Access for up to 25 users.
Who is it for? Rapidly growing businesses with a larger team and more complex financial needs, requiring deeper insights and greater control over user access.
Step 3: Consider the QuickBooks Desktop Subscription Costs
While QuickBooks Online has been the focus, QuickBooks Desktop remains a powerful option, especially for businesses with specific needs. As of 2025, Intuit has shifted to a subscription-based model for Desktop products, meaning you pay an annual fee to use the software and receive updates.
QuickBooks Desktop Pro Plus: This is a good choice for small businesses needing a robust, installed solution. Pricing can be a few hundred dollars annually, but you get access for up to three users.
QuickBooks Desktop Premier Plus: Offers industry-specific features for industries like contractors, manufacturing and wholesale, and non-profits. The annual cost is higher than Pro Plus.
QuickBooks Desktop Enterprise: This is the most powerful Desktop version, designed for larger businesses with complex needs and a high number of users. The pricing is significantly higher, starting at over $1,700 per year for one user and increasing with more users and add-ons.
A recent development in 2025 has been a significant price increase for Desktop subscriptions, with some users reporting a 49% jump in their annual fees. This is a key factor to consider when evaluating the long-term cost.
Step 4: Don't Forget the Add-on Costs!
The monthly subscription fee is just the starting point. Intuit offers several add-on services that can enhance your QuickBooks experience but come with an additional cost.
QuickBooks Payroll: If you need to pay employees, you'll need a payroll subscription. There are different tiers (Core, Premium, Elite), with costs starting from around $50 per month plus a per-employee fee (e.g., ~$6-$12 per employee).
QuickBooks Payments: To accept credit card and bank transfer payments directly through invoices, you'll incur transaction fees. These fees typically range from 2.4% to 3.4% of the transaction amount, plus a small fee per transaction.
QuickBooks Live Bookkeeping: If you need professional help with your bookkeeping, you can hire a QuickBooks-certified bookkeeper directly through Intuit. This service starts at around $300 per month.
Step 5: Look for Discounts and Free Trials
Before you commit, be sure to check for promotional offers. Intuit frequently offers significant discounts for new customers, such as 90% off for the first three months or a free 30-day trial.
Always read the terms and conditions of these offers. The discounted price is only for a limited period, after which the regular price will apply.
The free trial is an excellent way to test the features and see if a plan is the right fit for your business before you spend a single rupee.
10 FAQ Subheadings with Quick Answers
How to get a QuickBooks discount for a small business? You can often get a discount by signing up as a new customer directly on the QuickBooks website. Look for promotional banners offering a percentage off for the first few months or a free trial.
How to calculate the total QuickBooks cost for a month? To calculate your total monthly cost, add your chosen QuickBooks Online plan's monthly fee to any add-on services you use, such as Payroll, Payments transaction fees, or Live Bookkeeping.
How to choose the best QuickBooks plan for my startup? Start with the Simple Start plan. It's affordable and provides all the basic tools a new business needs, and you can easily upgrade to a higher-tier plan as your business grows.
How to switch from QuickBooks Desktop to QuickBooks Online? Intuit provides tools and guides to help you migrate your data from Desktop to Online. It's recommended to back up your data and follow the step-by-step instructions provided by Intuit to ensure a smooth transition.
How to get a free trial of QuickBooks? Visit the official QuickBooks website, navigate to the "Plans & Pricing" or "Free Trial" section, and fill out the required information to start a no-credit-card-required 30-day free trial of a plan.
How to pay for QuickBooks subscriptions? QuickBooks subscriptions are typically paid with a credit card on a monthly or annual basis. You can manage your payment information within your QuickBooks account settings.
How to track inventory in QuickBooks Online? You need to be on the QuickBooks Online Plus or Advanced plan to use the built-in inventory tracking feature. It allows you to track products, manage stock levels, and create purchase orders.
How to get live expert assistance with QuickBooks? Live expert assistance is included with the QuickBooks Online Advanced plan, or you can get a free 30-day trial of expert help with other plans. You can connect with certified bookkeepers for setup and guidance.
How to track bills and expenses in QuickBooks? All QuickBooks Online plans allow you to track income and expenses. The Essentials plan and above let you manage bills and payments, helping you stay on top of your accounts payable.
How to cancel a QuickBooks subscription? You can cancel your QuickBooks subscription at any time by logging into your account, navigating to the "Billing & Subscription" settings, and following the cancellation prompts. There are no long-term contracts.