QuickBooks Online can be budget-friendly for very small businesses with its ‘Simple Start’ plan, but costs escalate quickly with ‘Essentials’ and ‘Plus’ tiers, which are necessary for most growing businesses. The 2025 pricing structure ranges from $38 to $275 per month, with annual increases averaging 12-17% since 2023. Understanding which features justify these price jumps helps determine if QuickBooks Online fits your budget and business needs.
Key Takeaways
- Simple Start ($38) suits solo users needing invoicing and expenses.
- Essentials ($75) adds bills, time tracking, and up to 3 users.
- Plus ($115) introduces inventory and project profitability for up to 5 users.
- Advanced ($275) scales to 25 users with custom permissions and advanced reporting.
- Annual price changes and add-ons (payroll, payments, apps) can materially raise total cost.
Let’s examine each pricing tier to help you choose the right plan for your business size and requirements.
Simple Start: What You Get for $38 Per Month
Image Source: QuickBooks
Simple Start targets freelancers and single-person businesses who need basic accounting without complexity. This entry-level plan supports one user and covers essential functions like income tracking, expense categorization, and basic invoicing. The plan integrates with PayPal and Venmo, allowing seamless payment collection through paypal.com login connectivity.
Key limitations include no bill management, no time tracking, and no multi-user access. You cannot track inventory or generate detailed financial reports beyond basic profit and loss statements.
Simple Start Features
- PayPal credit login integration for payment processing
- Unlimited invoices and estimates
- Basic expense tracking and categorization
- Income and sales tax tracking
- Mobile app access for iOS and Android
- Basic customer management
Essentials: The $75 Small Team Solution
Image Source: QuickBooks
Essentials bridges the gap between solo operations and small teams by supporting up to 3 users simultaneously. This plan adds bill management capabilities, allowing you to track vendor payments and manage accounts payable effectively. Time tracking features help service-based businesses monitor billable hours and project costs.
The plan maintains all Simple Start features while expanding collaboration options. Multiple team members can access the system simultaneously, though user permissions remain basic compared to higher tiers.
Additional Essentials Features
- Bill management and payment scheduling
- Time tracking for projects and clients
- Multi-user access (up to 3 users)
- Enhanced reporting options
- Vendor management tools
Plus: The Standard for Most Businesses at $115 Monthly
Image Source: QuickBooks
Plus represents the sweet spot for growing businesses that need inventory management and detailed project tracking. This plan supports up to 5 users and includes advanced features like inventory tracking, purchase orders, and project profitability analysis. Most small to medium businesses find Plus necessary for comprehensive financial management.
The inventory tracking capabilities distinguish Plus from lower tiers significantly. You can monitor stock levels, set reorder points, and track cost of goods sold automatically.
Plus Plan Advantages
- Enhanced payroll integration options
- Full inventory tracking and management
- Purchase order creation and tracking
- Project profitability reporting
- Class and location tracking
- Budgeting and forecasting tools
Advanced: Enterprise Features for $275 Monthly
Image Source: QuickBooks
Advanced targets larger businesses requiring sophisticated user management and detailed reporting capabilities. This top-tier plan supports up to 25 users with custom permission settings, allowing granular control over who accesses specific financial data. Advanced reporting features include custom fields, batch invoice processing, and priority customer support.
The plan includes workflow automation features and enhanced security controls that justify the premium pricing for businesses with complex operational requirements.
Advanced Plan Premium Features
- Custom user permissions and roles
- Advanced reporting and analytics
- Workflow automation tools
- Priority customer support
- Enhanced security and audit trails
- Batch invoice and payment processing
Complete Pricing and Feature Comparison
Image Source: QuickBooks
The table below reflects QuickBooks Online’s current list prices and user caps for each plan. Use it to quickly match your business size and required features to the most cost-effective tier.
| Plan | Monthly Cost (Partner) | Users | Key Features | Best For |
|---|---|---|---|---|
| Simple Start | $26.60/mo | 1 | Basic invoicing, expense & sales tax tracking | Freelancers, solo businesses |
| Essentials | $52.50/mo | 3 | Bill management (AP), time tracking | Small teams, service businesses |
| Plus | $80.50/mo | 5 | Inventory tracking, project profitability | Growing businesses with products/projects |
| Advanced | $192.50/mo | 25 | Custom permissions, advanced reporting & analytics | Larger businesses, complex operations |
Note: The prices above reflect a Partner promotion (30% off for 6 months). QuickBooks also lists standard prices—$38 (Simple Start), $75 (Essentials), $115 (Plus), and $275 (Advanced)—and sometimes runs a public promo of 50% off for 3 months on the main pricing page. Promo availability can vary by region and link.
Where do you save the most (Partner vs Standard):
- Partner promo always beats Standard during the first 6 months. Estimated savings vs Standard over 6 months:
- Simple Start: $68.40 · Essentials: $135.00 · Plus: $207.00 · Advanced: $495.00
- After the first 6 months, pricing reverts to the standard/list amount for both paths, so long-term cost equalizes.
- Practical takeaway: Choose the Partner offer if it’s available to you and you expect to keep QBO beyond a month or two; it delivers the best total savings vs Standard over a typical onboarding period.
Hidden Costs and Budget Considerations
QuickBooks Online costs can extend well beyond the monthly plan when you add Payroll, Payments, and third-party integrations. The Partner promo (30% off for 6 months) only discounts the core QBO subscription; add-ons and external apps are billed separately.
Payroll (add-on):
- Current list pricing: Core $50/mo, Premium $88/mo, Elite $134/mo, plus per-employee fees of $6.50 (Core), $10 (Premium), $12 (Elite).
Payment processing (QuickBooks Payments):
- Invoices/cards & digital wallets: 2.99%
- ACH bank payments: 1% (some pages note a max cap up to $15 on ACH).
- In-person cards: 2.5%; keyed-in: 3.5%.
These fees are pay-as-you-go and are not discounted by subscription promos.
Third-party app subscriptions:
- Many popular integrations (CRM, inventory, reporting, eCommerce, etc.) require their own monthly subscription(s); prices vary by app.
Price changes over time:
- Intuit periodically updates pricing. Recent guidance and trade coverage show QBO tiers and payroll fees have seen increases in 2024–2025; plan multi-year budgets with a 5–15% annual contingency rather than a fixed figure. (Example context: Intuit’s 2025 pricing updates for Online and Payroll.)
Other potential costs:
- Data migration from a prior system (if you hire a consultant).
- Setup/training for your team.
- International payments may incur additional network fees (on top of card/ACH rates).
Additional Cost Factors (Quick Reference)
- Data migration fees (varies by provider).
- Payroll: $50–$134/mo base + $6.50–$12 per employee.
- Payments: about 2.99% (card/digital wallet invoices), 1% ACH (cap may apply), 2.5% in-person, 3.5% keyed-in.
- Third-party apps: separate subscriptions as needed.
- Setup & training: optional but common for teams.
Why this matters for Partner vs Standard: The Partner deal reduces your first 6 months of the base QBO subscription, but all items above bill at normal rates regardless of how you signed up.
Budget-Friendly Alternatives Worth Considering
Several accounting platforms compete directly with QuickBooks Online while offering different pricing structures and feature sets. These alternatives may provide better value for specific business types or budget constraints.
Image Source: Xero
Xero
Xero serves as the primary direct competitor to QuickBooks Online with similar features and pricing tiers. The platform offers unlimited users on higher plans and stronger bank reconciliation features, making it attractive for businesses prioritizing collaboration and cash flow management.
Image Source: Zoho
Zoho
Zoho Books provides comprehensive accounting functionality at significantly lower prices than QuickBooks Online. The platform integrates seamlessly with other Zoho business applications, creating cost-effective solutions for businesses already using Zoho’s productivity suite.
A unique and powerful suite of software to run your entire business, brought to you by a company with the long-term vision to transform the way you work.
Image Source: Gusto
Gusto
Gusto specializes in payroll processing with basic accounting features included in their plans. Businesses primarily needing payroll services may find Gusto more cost-effective than combining QuickBooks Online with separate payroll solutions.
Image Source: Synder
Synder
Synder functions as a supplementary tool that enhances QuickBooks Online’s e-commerce capabilities through automated transaction syncing. E-commerce businesses using multiple sales channels benefit from Synder’s specialized integration features that reduce manual data entry.
Accounting professionals and business owners use Synder to record, reconcile and recognize ecommerce sales and subscriptions
Conclusion
QuickBooks Online offers genuine budget value only for very small businesses using Simple Start. Most growing operations need higher-tier plans that significantly increase costs. Consider alternatives before committing to long-term contracts given consistent annual price increases.
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FAQs
What Are The Different Pricing Plans For QuickBooks Online?
QuickBooks Online offers several pricing plans, typically including Simple Start, Essentials, Plus, and Advanced. Each plan is designed to cater to varying business needs, with features scaling according to the plan you choose. It’s advisable to check the official QuickBooks website for the most current pricing and any promotional offers.
Is QuickBooks Online Worth The Price?
Many small businesses find QuickBooks Online to be worth the investment due to its comprehensive features, ease of use, and integration capabilities. The software provides essential tools for managing finances, invoicing, and reporting, which can lead to improved efficiency and accuracy in financial management.
Does QuickBooks Online Offer A Free Trial?
Yes, QuickBooks Online offers a 30-day free trial (or a 3-month discount if you skip the trial). This allows potential customers to explore the features and functionality of the software before committing to a paid plan.
What Features Are Included In Each QuickBooks Online Pricing Plan?
Each QuickBooks Online plan includes a unique set of features. For instance, Simple Start includes basic income and expense tracking, while Essentials adds invoicing and payment features. Plus offers project tracking and inventory management, and Advanced includes advanced reporting and dedicated account support. A detailed comparison of features can be found on the QuickBooks website.
Can I Switch My QuickBooks Online Plan Later?
Yes, you can easily switch your QuickBooks Online plan at any time as your business needs change. The process is straightforward, allowing you to upgrade or downgrade your plan through your account settings without losing your data.
