The best small-business apps can help you run your company, startup or side hustle more efficiently, saving you time and money. Using the same app for multiple business functions — think accounting and invoicing — will offer the simplest setup. But if you’re looking for standalone options, here are NerdWallet's top picks in five main categories:
- Best POS app: Square POS.
- Best accounting app: QuickBooks Online.
- Best payroll app: Gusto.
- Best invoicing app: Square Invoices.
- Best expense tracking app: Xero.
Best Small-Business Apps From Our Partners
Best Small-Business Apps From Our Partners
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Pros
- Free plan option available.
- Offers helpful related services, like payroll, that integrate closely with its POS system.
- No long-term contracts or termination fees.
- All plans include a free online store.
Cons
- Can’t run on Windows devices.
- Complex industries might prefer a more specialized system.
Pros
- Free plan option available.
- Offers helpful related services, like payroll, that integrate closely with its POS system.
- No long-term contracts or termination fees.
- All plans include a free online store.
Cons
- Can’t run on Windows devices.
- Complex industries might prefer a more specialized system.
Pros
- Unlimited users in all pricing plans.
- Integrates with more than 1,000 third-party apps.
- Feature set includes an excellent mobile app and suite of reports, capable invoicing features, plus automated bill and receipt capture through Hubdoc.
- Simple layout and easy to use.
Cons
- No inbound phone customer support (callbacks are available, though).
- Entry-level plan limits bills and invoices to five and 20 per month, respectively.
- Must subscribe to the highest-tier Established plan to claim expenses.
Pros
- Unlimited users in all pricing plans.
- Integrates with more than 1,000 third-party apps.
- Feature set includes an excellent mobile app and suite of reports, capable invoicing features, plus automated bill and receipt capture through Hubdoc.
- Simple layout and easy to use.
Cons
- No inbound phone customer support (callbacks are available, though).
- Entry-level plan limits bills and invoices to five and 20 per month, respectively.
- Must subscribe to the highest-tier Established plan to claim expenses.
Pros
- Benefits administration (health benefits are available in 38 states and Washington, D.C.; 401(k) plans are available in all 50 states).
- Time-tracking features at higher-price tiers (limited at Simple level).
- Certified HR experts available (at the Premium level).
- Free account setup.
- Next-day direct deposit (at Plus and Premium levels).
Cons
- More expensive than some options.
- Limited hours for live support.
Pros
- Benefits administration (health benefits are available in 38 states and Washington, D.C.; 401(k) plans are available in all 50 states).
- Time-tracking features at higher-price tiers (limited at Simple level).
- Certified HR experts available (at the Premium level).
- Free account setup.
- Next-day direct deposit (at Plus and Premium levels).
Cons
- More expensive than some options.
- Limited hours for live support.
Payment processing fees
N/A
Learn more
on QuickBooks' website
Pros
- Easy to share information with your accountant and to find QuickBooks experts and online resources if needed.
- More than 750 app integrations.
- Robust feature set includes record-keeping, reporting, invoicing and inventory management, plus a capable mobile app.
- Chat and phone support available Monday through Saturday in all plans.
Cons
- Expensive compared with the competition.
- Frequent price increases and a tendency toward upselling.
- Limited account users with each plan.
QuickBooks Online
Best for Best accounting app
Payment processing fees
N/A
Learn more
on QuickBooks' website
Pros
- Easy to share information with your accountant and to find QuickBooks experts and online resources if needed.
- More than 750 app integrations.
- Robust feature set includes record-keeping, reporting, invoicing and inventory management, plus a capable mobile app.
- Chat and phone support available Monday through Saturday in all plans.
Cons
- Expensive compared with the competition.
- Frequent price increases and a tendency toward upselling.
- Limited account users with each plan.
Payment processing fees
N/A
Learn more
on Square's website
Pros
- Unlimited invoicing, estimates, contracts, users and clients in all plans.
- Integrates with Square’s all-in-one payment platform.
- Streamlined and intuitive.
- Ability to process in-person and online card payments as well as cash, checks, ACH transfers, Apple Pay and Google Pay.
- Send recurring invoices.
- Automatic payment reminders.
- Gives clients the option to include a tip.
Cons
- Must use Square’s in-house payment processing to accept online payments.
- Free plan does not enable custom invoicing fields and the ability to auto-convert estimates into invoices.
Pros
- Unlimited invoicing, estimates, contracts, users and clients in all plans.
- Integrates with Square’s all-in-one payment platform.
- Streamlined and intuitive.
- Ability to process in-person and online card payments as well as cash, checks, ACH transfers, Apple Pay and Google Pay.
- Send recurring invoices.
- Automatic payment reminders.
- Gives clients the option to include a tip.
Cons
- Must use Square’s in-house payment processing to accept online payments.
- Free plan does not enable custom invoicing fields and the ability to auto-convert estimates into invoices.
The top small-business apps listed are the best overall in their category, but that doesn’t mean they’re the perfect fit for every business. If you’re looking for more industry-specific alternatives or have particular must-have features in mind, you might weigh these options, too.
Keep in mind that some apps — like QuickBooks Online and FreshBooks — can serve multiple functions. Be sure to check the feature list of your existing software to avoid adding a potentially redundant subscription to your expenses.
- Shopify Retail POS: 4.5 stars. Shopify’s variety of sleek website templates make it a solid choice for retail businesses that do most of their sales online.
- Clover POS: 4 stars. Unlike competitors that require you to use their in-house payment processing services, Clover POS stands out for its ability to work with third-party payment processors that offer individual merchant accounts as opposed to aggregated ones.
- Toast POS: 4 stars. Since Toast was built specifically for restaurants, it’s packed with industry-specific features, like an add-on that lets customers order and pay from their smartphones, the ability to collect guest feedback and handheld terminals for taking orders tableside.
- Lightspeed Retail POS: 3.5 stars. Lightspeed Retail’s inventory management system gets granular when it comes to assigning product variants, sizes and colors to items so that you can keep your stock organized.
- Xero: 5 stars. Xero’s accounting software, which also offers invoicing and expense tracking capabilities, has a simple layout that makes it easy to keep track of your business’s finances.
- Zoho Books: 4.5 stars. Zoho Books has a free accounting software plan; however, it's its variety of plans and other in-house software products for inventory, expenses and recruiting make it more scalable than other free options.
- FreshBooks: 4.5 stars. FreshBooks’ mobile invoicing and time tracking tools make it a simple solution for freelancers who just need the basics and want to keep costs low.
- Wave: 3.5 stars. If you’re looking for a free accounting software option, Wave is a solid choice. However, you’ll need to upgrade to its paid plan to automatically import bank transactions.
- QuickBooks Payroll: 5 stars. If you already use QuickBooks Online for accounting, QuickBooks Payroll is a convenient, built-in option for making sure your employees get paid on time.
- OnPay: 4.5 stars. Payroll pricing plans can get convoluted, but that isn’t the case with OnPay. It offers a single plan that’s $40 per month plus $6 per month per employee.
- RUN Powered by ADP: 4.5 stars. ADP is a well-known name in the payroll industry and offers a range of plans, including ones with live HR support, that can scale as your business hires more employees.
- Patriot: 4 stars. Patriot’s basic plan offers a lot for $17 per month, including the ability to add unlimited users, integrate with accounting software, manage multiple locations and pay both contractors and employees.
- Harvest: 5 stars. Product-based businesses, like architecture and consulting firms, will appreciate Harvest’s focus on project profitability and time tracking.
- Zoho Invoice: 4.5 stars. Zoho Invoice is a free invoicing software product that integrates seamlessly with Zoho Books for accounting.
- Expensify: Not rated by NerdWallet. If you’re looking for a scalable expense tracking app primarily for your employees, Expensify is worth considering. In addition to letting employees quickly submit expense reports to their managers, it includes popular accounting and payroll integrations.
- Zoho Expense: Not rated by NerdWallet. Zoho Expense is a convenient option for businesses that already use Zoho Books for accounting. Plus, its mobile app has a built-in GPS tracker for recording mileage and supports receipt scanning in 15 different languages.
Here’s a rundown of each type of business app’s key function and which factors to consider to find the best fit.
POS apps
The best POS systems reach far beyond simply handling customer payments. Some systems are designed for specific industries, such as retail, online stores and restaurants. In addition to the cost of hardware and software fees, a processing fee for each customer transaction will typically be assessed. When comparing systems, pay attention to the following:
- Hardware options, including card readers, terminals, cash drawers and receipt printers.
- Inventory tracking features.
- Monthly software fees and payment processing fees.
- Card payment methods accepted (e.g., swiped, tapped or keyed).
- Offline and mobile payment processing options.
- Live support availability.
Accounting apps
Accounting software, at a minimum, tracks your business’s income and expenditures. The best accounting software has additional features that can make it easier to determine the financial health of your business. Look for the following features:
- Ease of use.
- Robust accounting reports.
- Invoicing capabilities.
- Integrations with third-party apps including payroll and POS systems.
- Daily customer support.
- Scalability.
Payroll apps
The best payroll software does more than help you pay your employees on time. Transparent pricing is a timesaver when comparing products and you’ll want to look for the following features:
- Unlimited payroll runs.
- The ability to calculate, file and pay federal, state and local payroll taxes.
- Employee portal or mobile app.
- Benefits administration.
- Next-day or same-day direct deposit options.
- Accounting software integrations.
Invoicing apps
The best invoicing software helps you bill clients for your services, create quotes, track time and communicate with your customers. Before comparing products, consider the following:
- Monthly software fee.
- Processing fees.
- Invoice customization options.
- Accounting software integrations.
Expense tracking apps
The best expense trackers give you insight into where your business’s money is going and how efficiently it’s being spent. Above all, these apps should make it easy to record money out transactions, whether you’re at your desk or on the go. Here are some other points to take into account:
- Mileage tracking.
- Employee app for submitting business-related expenses.
- Ability to snap photos of receipts with a mobile app.
- Accounting software integrations.
Here is more information on how NerdWallet evaluates different business software products and their apps:
Last updated on June 24, 2024