Ready to take control of your business finances but wondering about the cost of QuickBooks? You've come to the right place! Intuit QuickBooks is a powerful and popular accounting software, but its pricing can seem a bit complex at first glance. Whether you're a freelancer, a small business owner, or a growing enterprise, there's a QuickBooks solution for you—but the price tag varies significantly.
Let's break down the costs and help you figure out the perfect fit for your budget and business needs.
Step 1: Understand the Two Main QuickBooks Product Lines
Before we dive into the nitty-gritty of pricing, it's crucial to understand that Intuit offers two primary product families: QuickBooks Online and QuickBooks Desktop. Your choice between these two will have the biggest impact on your cost and features.
QuickBooks Online (QBO): This is a cloud-based, subscription-based service. You access your books from anywhere with an internet connection, on any device (computer, tablet, or phone). It's a great choice for businesses that need flexibility and collaboration. The pricing is a monthly fee.
QuickBooks Desktop: This is software you install directly on your computer. It offers more robust, industry-specific features and is ideal for businesses that prefer a one-time (or annual) purchase and don't need cloud access. However, keep in mind that Intuit has been pushing users towards subscription-based models for Desktop versions as well, so annual fees are now common.
Step 2: Break Down the QuickBooks Online Pricing Plans
QuickBooks Online is the most popular choice for new businesses due to its flexibility. Here’s a detailed look at the 2025 pricing and what you get with each plan. Note that prices can change, and promotional offers are often available, so it's always best to check the official QuickBooks website for the latest details.
Sub-heading: Simple Start
This is the basic plan, perfect for freelancers, solopreneurs, and new businesses just getting started.
Cost: Around $38 per month.
Key Features:
Track income and expenses.
Send unlimited invoices and quotes.
Track sales and sales tax.
Manage bills and payments.
Run basic financial reports.
Connect your bank and credit card accounts.
One user plus your accountant.
Sub-heading: Essentials
A step up from Simple Start, this plan is designed for growing businesses that need to manage bills and track time.
Cost: Approximately $75 per month.
Key Features:
All features from Simple Start, plus:
Manage and pay bills from vendors.
Track employee time (non-payroll).
Handle multiple currencies.
Up to three users.
Sub-heading: Plus
This is the most popular plan and a great fit for businesses that need robust inventory tracking and project profitability tools.
Cost: Around $115 per month.
Key Features:
All features from Essentials, plus:
Track inventory.
Track project profitability.
Manage budgets.
Up to five users.
Sub-heading: Advanced
This plan is for larger businesses with more complex needs, offering advanced reporting and increased user access.
Cost: Roughly $275 per month.
Key Features:
All features from Plus, plus:
Unlimited custom reports.
Batch invoicing and expenses.
Enhanced user permissions.
Up to 25 users.
Dedicated QuickBooks customer support.
Step 3: Factor in Add-Ons and Additional Services
The base price for a QuickBooks subscription is just the beginning. You'll likely need additional services to run your business smoothly. These are optional, but often essential.
Sub-heading: QuickBooks Payroll
If you have employees, you'll need payroll services. QuickBooks offers a few tiers for this:
Payroll Core: This plan is a good starting point for basic payroll needs. It includes automated payroll, tax calculations, and next-day direct deposit. It costs around $50 per month, plus $6 per employee per month.
Payroll Premium: This tier adds same-day direct deposit, basic HR support, and mobile time tracking. The cost is approximately $85 per month, plus $9 per employee per month.
Payroll Elite: The most comprehensive plan, offering a personal HR advisor, tax penalty protection, and enhanced project management. Expect to pay around $130 per month, plus $11 per employee per month.
Sub-heading: QuickBooks Payments
QuickBooks Payments allows you to accept credit card, debit card, and ACH payments directly through your invoices and sales receipts. The fees are transaction-based, not a fixed monthly fee, and they can vary.
Swiped Transactions (Card Reader): Roughly 2.5% per transaction.
Invoiced/Online Payments: Approximately 2.99% per transaction.
Keyed-In Transactions: About 3.5% per transaction.
ACH Bank Transfers: Around 1% per transaction, with a cap of around $10.
Sub-heading: QuickBooks Live Bookkeeping
If you need a professional to handle your books, you can add this service. It's a great way to ensure your books are accurate and up-to-date. The cost starts at a base rate and can increase depending on your business's complexity and monthly expenses.
Base Cost: Starts at around $50 per month, but can go up to several hundred dollars for larger businesses.
Step 4: Explore QuickBooks Desktop and Enterprise Pricing
While QuickBooks Online is heavily promoted, QuickBooks Desktop is still a powerful tool, especially for businesses with specific needs like manufacturing, wholesale, or construction. The pricing model for Desktop has evolved. It is now primarily a subscription-based model called "Plus" or "Enterprise" that requires an annual fee to receive updates, support, and access to services.
Sub-heading: QuickBooks Desktop Pro Plus & Premier Plus
These are annual subscriptions that provide the software and a range of services.
QuickBooks Desktop Pro Plus: This version is good for general business needs and typically costs around $550 to $700 per year for a single user, with the price increasing for multiple users.
QuickBooks Desktop Premier Plus: This plan adds industry-specific features for fields like retail, non-profit, or manufacturing. It can cost around $800 to $1,000+ per year for a single user.
Note: Many long-time Desktop users have expressed frustration with the significant price increases in recent years for these annual subscriptions.
Sub-heading: QuickBooks Desktop Enterprise
This is Intuit's most powerful desktop solution, designed for large businesses with complex inventory, reporting, and user needs.
Cost: This is a premium product with a price to match. A basic subscription can start from $1,200 to $3,600+ per year, depending on the number of users and the specific features you need.
Add-ons: Enterprise also has add-ons like Advanced Inventory and Advanced Pricing, which can add significant cost.
Step 5: Consider QuickBooks Self-Employed
If you are a freelancer, independent contractor, or gig worker, QuickBooks Self-Employed is a separate, more affordable product designed specifically for your needs.
Cost: Around $15 to $35 per month depending on the plan (Basic, Tax Bundle, Live Tax Bundle).
Features:
Separate business and personal expenses.
Track mileage automatically.
Estimate quarterly taxes.
Import bank transactions.
Create invoices.
Step 6: Look for Discounts and Promotions
Intuit frequently offers promotional pricing for new customers, such as 50% off for the first few months. Don't just pay the list price! Always check the official QuickBooks website for current promotions. You can often save a substantial amount by signing up during a sale.
10 Related FAQ Questions
Here are some quick answers to common questions about QuickBooks pricing.
How to determine which QuickBooks plan is right for me? Start by assessing your business's size, industry, and needs. If you're a freelancer, Self-Employed is a good start. Small businesses can choose Simple Start or Essentials. If you have inventory or projects, Plus is a better fit. Large businesses should consider Advanced or Desktop Enterprise.
How to get a discount on QuickBooks? Check the QuickBooks website for promotional offers, which are frequently available for new customers, often offering 50% off the first three to six months. You can also sometimes get discounts by purchasing through a certified QuickBooks ProAdvisor.
How to calculate the total cost of QuickBooks for my business? Start with the base subscription cost. Then, add the cost of any necessary add-ons like Payroll (base fee + per-employee cost) and factor in transaction fees for QuickBooks Payments based on your estimated sales volume.
How to switch from QuickBooks Desktop to Online and what is the cost difference? Switching involves a migration process. The cost difference is significant; you move from an annual subscription (Desktop) to a monthly one (Online). While the monthly fee might seem lower, the long-term cost can be similar or even higher, but you gain cloud accessibility and real-time collaboration.
How to find out about QuickBooks price increases? Intuit typically announces price increases via email to existing subscribers a few months in advance. You can also find information about price adjustments on their official community forums and support pages.
How to cancel my QuickBooks subscription? You can cancel your QuickBooks Online subscription at any time through your account settings on the QuickBooks website. For Desktop subscriptions, you would simply not renew your annual subscription.
How to pay for QuickBooks? QuickBooks Online is billed monthly and automatically charged to your credit card on file. QuickBooks Desktop is an annual subscription that is also billed to your card.
How to get a free trial of QuickBooks? Yes, Intuit offers a free 30-day trial for most of its QuickBooks Online plans. This is an excellent way to test the features and see if the software is a good fit before committing to a paid subscription.
How to get a refund for a QuickBooks subscription? Intuit typically offers a 60-day money-back guarantee on new subscriptions. Check their refund policy for specific terms and conditions.
How to get help with QuickBooks pricing and choosing a plan? You can contact QuickBooks sales or customer support directly. Additionally, a QuickBooks Certified ProAdvisor can provide expert advice and help you choose the best plan and set up your account.