Hello there! Are you a business owner, a freelancer, or an accountant looking to get a handle on your finances? Or maybe you're just curious about the costs associated with one of the most popular accounting software solutions out there? You've come to the right place. Understanding the pricing of QuickBooks can feel a bit like navigating a maze, but don't worry, we're here to guide you through every twist and turn.
Let's dive right in and break down the costs, plans, and features of Intuit QuickBooks, so you can make an informed decision for your business.
Step 1: Understand the Two Main QuickBooks Product Lines
Before we get into the nitty-gritty of the monthly costs, it's crucial to understand that QuickBooks offers two primary product lines: QuickBooks Online and QuickBooks Desktop. The pricing models and features are very different, so it's important to know which one you're interested in.
QuickBooks Online (QBO): This is a cloud-based subscription service. You access it through your web browser or a mobile app. It's great for businesses that need to access their books from anywhere, collaborate with a team, or work with a remote accountant. The pricing is monthly, and the software is always up-to-date.
QuickBooks Desktop: This is installed software on your computer. You typically purchase a yearly subscription, and the pricing can vary based on whether you want a local-only installation or a cloud-hosted version. It's often preferred by businesses that have complex inventory needs or a very large number of transactions.
We'll focus on the monthly costs, which are primarily associated with QuickBooks Online. However, we'll also touch upon the subscription-based pricing for Desktop versions, as they are increasingly moving towards a subscription model.
Step 2: QuickBooks Online Pricing Plans - A Detailed Breakdown
Let's break down the QuickBooks Online monthly costs. The pricing is tiered, meaning the cost increases as you add more users and require more advanced features. Keep in mind that these prices are subject to change and may be offered with promotional discounts for new customers. The prices mentioned below are based on recent data from 2025.
Sub-heading: QuickBooks Solopreneur (formerly Self-Employed)
This plan is the most affordable and is designed specifically for freelancers, independent contractors, and sole proprietors who file a Schedule C. It's all about keeping your business and personal finances separate and making tax time easier.
Monthly Cost: Around $20 per month (often available with a significant discount for the first few months).
Key Features:
Track income and expenses.
Capture and organize receipts.
Track mileage automatically.
Send basic invoices and accept payments.
Estimate quarterly taxes.
Limited reporting.
User Limit: One user.
Sub-heading: QuickBooks Online Simple Start
This is the entry-level plan for small businesses that need a bit more than just basic tax tracking. It's a great starting point for those who need to manage their bookkeeping more formally.
Monthly Cost: Approximately $35 per month (often discounted to about $17.50 for the first three months).
Key Features:
All features of Solopreneur.
Send unlimited custom invoices and quotes.
Track GST/VAT.
Connect one sales channel.
Generate basic reports.
User Limit: One user, plus your accountant.
Sub-heading: QuickBooks Online Essentials
For growing businesses that need to manage bills and track time, this plan is a popular choice.
Monthly Cost: Roughly $65 per month (with promotional discounts bringing it down to around $32.50 for a limited time).
Key Features:
All Simple Start features.
Manage bills and payments.
Track employee time.
Multi-currency support.
Advanced reporting.
User Limit: Up to three users, plus your accountant.
Sub-heading: QuickBooks Online Plus
This plan is a fantastic option for businesses that need to manage inventory and track project profitability.
Monthly Cost: Around $99 per month (often available with a discount, bringing it to about $49.50 for the introductory period).
Key Features:
All Essentials features.
Track inventory.
Track project profitability.
Connect all sales channels.
Access to more comprehensive reports.
User Limit: Up to five users, plus your accountant.
Sub-heading: QuickBooks Online Advanced
Designed for larger, more complex businesses, this is the most robust QBO plan.
Monthly Cost: Approximately $235 per month (with discounts often available for the first few months).
Key Features:
All Plus features.
Batch invoicing.
Custom user permissions.
Workflow automation.
Dedicated account team and 24/7 support.
User Limit: Up to 25 users, plus your accountant.
Step 3: Factor in Add-on Services
The monthly subscription for your core QuickBooks plan is just one part of the equation. Intuit offers several powerful add-on services that are crucial for many businesses and come with their own monthly costs.
Sub-heading: QuickBooks Payroll
If you have employees, you'll likely need a payroll solution. QuickBooks Payroll integrates seamlessly with your accounting software.
Core Payroll: This plan helps you pay employees and contractors, and takes care of tax calculations.
Monthly Base Fee: Around $50 per month
Plus Per Employee Fee: Approximately $6 per employee per month.
Premium Payroll: Adds HR and benefits support, along with time tracking.
Monthly Base Fee: Approximately $85 per month
Plus Per Employee Fee: Around $9 per employee per month.
Elite Payroll: Offers the most comprehensive features, including Assisted Payroll where QuickBooks handles the tax filings for you.
Monthly Base Fee: Roughly $130 per month
Plus Per Employee Fee: Around $11 per employee per month.
Sub-heading: QuickBooks Payments
To accept credit cards and bank transfers directly through your invoices, you'll use QuickBooks Payments. While there's no monthly fee for the Pay-As-You-Go plan, there are transaction fees that you need to consider.
Transaction Fees (Pay-As-You-Go):
ACH Bank Transfers: 1% (with a maximum of $10).
Card Swiped: 2.2% + $0.25 per transaction.
Card Invoiced: 2.9% + $0.25 per transaction.
Card Keyed: 3.1% + $0.25 per transaction.
There is a monthly fee plan for QuickBooks Payments that offers lower transaction rates for a base fee of around $20 per month.
Sub-heading: QuickBooks Time (formerly TSheets)
For businesses that need to track time for their team, this is a valuable add-on. It's often included with Premium and Elite Payroll plans, but can be purchased separately.
Premium Plan: Around $20 per month base fee, plus a per-user fee.
Elite Plan: Approximately $40 per month base fee, plus a per-user fee.
Step 4: A Quick Look at QuickBooks Desktop Subscription Costs
While QuickBooks Desktop was traditionally a one-time purchase, Intuit has shifted to a subscription model. The pricing is typically billed annually, but we can break it down to a monthly equivalent for comparison.
QuickBooks Desktop Pro Plus: The price starts at around $350 per year for one user. This would be equivalent to approximately $29 per month.
QuickBooks Desktop Premier Plus: Starts at around $550 per year for one user. Equivalent to about $46 per month.
QuickBooks Desktop Enterprise: This is the most powerful version, starting at over $1,700 per year for one user. On a monthly basis, that would be over $140 per month.
Important Note: QuickBooks Desktop pricing is often influenced by the number of users, and additional users can add a significant cost.
Step 5: Putting It All Together: A Cost Scenario
Let's imagine a small business in Shirpur, Maharashtra, with 4 employees and a growing customer base. They need to manage their bills, track inventory, and run payroll. Here's how their monthly QuickBooks costs might add up:
QuickBooks Online Plus: ~$99 per month
QuickBooks Payroll Premium: ~$85 per month + (4 employees * $9/employee) = ~$85 + $36 = ~$121 per month
Total Monthly Cost: ~$99 + ~$121 = ~$220 per month
This scenario doesn't even include the transaction fees from QuickBooks Payments. As you can see, the total cost can add up, so it's important to carefully evaluate your business needs before choosing a plan and adding on services.
10 Related FAQs
Here are some quick answers to common questions about QuickBooks costs.
How to choose the right QuickBooks plan for my business? Start by assessing your business's size and needs. A solopreneur might only need the Solopreneur or Simple Start plan, while a growing business with employees and inventory will likely need Plus or Essentials.
How to get a discount on QuickBooks? QuickBooks frequently offers promotional discounts for new customers, such as 50% or 90% off for the first few months. Look for these offers on the official QuickBooks website.
How to upgrade or downgrade my QuickBooks plan? You can easily upgrade or downgrade your plan at any time directly from your QuickBooks Online account settings. Your data will transfer seamlessly.
How to cancel my QuickBooks subscription? You can cancel your subscription at any time through your account settings. You will have access to your data until the end of your current billing cycle.
How to know if I need QuickBooks Payroll? If you have any employees or contractors that you pay through your business, you'll need a payroll service. QuickBooks Payroll is a popular choice for its integration with the accounting software.
How to understand the difference between QuickBooks Online and Desktop pricing? QuickBooks Online is a monthly subscription, while Desktop is a yearly subscription with a per-user cost. Online is cloud-based, while Desktop is installed on your computer.
How to calculate the total monthly cost with add-ons? Add your base QuickBooks plan cost to the base fee of any add-ons (like payroll or time tracking) and then multiply the per-user or per-employee fee by the number of users or employees.
How to find out if I need QuickBooks Payments? If you want to accept credit card payments from your customers directly through your invoices, you will need to set up QuickBooks Payments.
How to track mileage with QuickBooks? The QuickBooks Solopreneur and Simple Start plans include mileage tracking through the mobile app.
How to get a free trial of QuickBooks? QuickBooks typically offers a 30-day free trial for its Online plans, allowing you to test out the features before you commit to a subscription.