The best small-business apps can help you run your company, startup or side hustle more efficiently, saving you time and money. Here are NerdWallet's top picks for accounting, point-of-sale, payroll and invoicing.
Our picks for
Point-of-sale systems
Point-of-sale systems allow you to ring up customers and complete sales, and the best ones can be customized to fit your business and industry. Restaurants, for example, need POS systems that allow for table management and coordination. Retail shops, meanwhile, require robust inventory management features in their retail point-of-sale systems.
Square POS
Learn more
on Square POS's secure website
Payment processing fees
2.6% + 10¢
in-person; 2.9% + 30¢ online.
Monthly fee
$0
Free plan; $29 Plus plan; Custom plan available.
Square is easy to use, and the company offers transparent pricing and live support. It’s also mobile-friendly and works on iPhones, iPads and Androids. For small businesses that don’t need advanced functionality, there’s also a free plan.
Pros
- Deep list of features.
- Free version offers a lot of functionality.
- Square offers helpful related services, like payroll, that integrate closely with its POS system.
Cons
- Can’t run on Windows devices.
- Complex industries might prefer a more specialized system.
Toast POS
Learn more
on Toast POS's secure website
Payment processing fees
2.99% + $0.15
Monthly fee
$0
Quick Start Bundle; $69 Core plan; $165 Growth plan. Custom plan also available.
Toast’s restaurant-specific design prioritizes features that make the back-of-house and front-of-house operate smoothly. You can manage menus and tables easily, get useful reporting and analytics and accept orders from multiple platforms.
Pros
- Promises no additional transaction fees or markups.
- Restaurant-friendly features for managing tables, inventory and employee performance.
- Multi-location management and the ability to publish different menus and set different prices at different locations.
- Live support available by phone, email or instant message.
- Pay-as-you-go plan with no monthly fee available.
Cons
- Some features, like online ordering and the loyalty program, may cost extra based on the package you choose.
- If you close your account before your contract term ends, you’ll have to pay the remaining subscription and software financing fees.
Lightspeed POS
Learn more
on Lightspeed POS's secure website
Payment processing fees
2.6% + 10¢
in-person; 2.6% + 30¢ online.
Monthly fee
$69
and up.
Lightspeed’s inventory management system sets it apart from the competition. That makes it an ideal choice for large businesses that keep track of a lot of inventory in multiple locations, with various discount rules or tax classes.
Pros
- Offers robust inventory management.
- Good customer service offerings.
- Lots of integrations.
Cons
- High price.
- Annual contracts required for lower pricing.
Shopify Retail POS
Learn more
on Shopify POS's secure website
Payment processing fees
2.70%
in-person; 2.9% + 30¢ online (Basic plan).
Monthly fee
$0
POS Lite; $89 POS Pro. (Paid Shopify plan is required for POS use.)
Shopify makes it possible to almost instantly set up and run an e-commerce store and has helpful features like automated emails sent to shoppers who abandon their virtual shopping carts. It also offers software and hardware for accepting payments in store — including the option to rent hardware rather than buying it.
Pros
- Has good features for multichannel selling.
- Offers integrated, flat-rate payment processing.
- Easy to use.
Cons
- More e-commerce focused than other competitors.
Clover POS
Learn more
on Clover POS's secure website
Payment processing fees
2.3% + 10¢ or 2.6% + 10¢
in-person; 3.5% + 10¢ online.
Monthly fee
$15
$14.95 and up.
Clover’s sleek hardware options are a good fit for business of many types including restaurants, retail stores and professional services.
Pros
- 24/7 customer support.
- Can pay for hardware in installments.
- Can create a customized customer loyalty program.
- Includes online ordering capabilities.
Cons
- Cannot use existing tablets that weren’t bought through Clover.
Vend POS
Payment processing fees
Not offered.
Must use third-party processor.
Monthly fee
$89
Lean; $149 Standard; $269 Advanced. Prices vary if billed annually.
Vend is a retail-specific POS that allows you to set sales targets for your team, manage inventory easily and forecast purchasing trends. It doesn’t come bundled with hardware and payment processing services, so you can choose your favorites from a variety of compatible options.
Pros
- Inventory management feature allows you to forecast trends and automate reorder points so you don’t run out of stock.
- Unlimited users.
- Ability to add customer profiles and create custom loyalty programs.
- Live support available.
Cons
- No free plans available.
- Loyalty program is only available on more expensive plans.
- Payment processing isn’t included.
- Prepayments are nonrefundable; if you prepay for a year and don’t use the full term, you can’t get the money back.
Our picks for
Accounting
With careful bookkeeping and good accounting software, you can track your business's revenue, profit margins and overall financial health. It can also help you answer important questions, like, "How much can I afford to spend on marketing this month?"
QuickBooks Online
Learn more
on QuickBooks Online's secure website
Starting at
$30/month
Additional pricing tiers (per month): $55, $85, $200.
Promotion
50% off
for first three months or free 30-day trial.
QuickBooks is the industry leader for small-business accounting software, so it’s easy to find an accountant or bookkeeper who will support it. Its multiple tiers of service can easily scale with your company, too. QuickBooks Online, the cloud-based version, can also be accessed anywhere.
Pros
- Easy to share information with your accountant and to find QuickBooks experts and online resources if needed.
- More than 750 app integrations, including live, in-house bookkeeping.
- Robust feature set includes thorough record-keeping, comprehensive reporting, excellent invoicing and inventory management, plus a capable mobile app.
- Daily phone support and 24/7 chat support in all plans.
Cons
- Learning curve.
- Expensive compared to the competition.
- Limited account users with each plan.
Xero
Learn more
on Xero's secure website
Starting at
$13/month
Additional pricing tiers (per month): $37, $70.
Promotion
75% off
for first three months or free 30-day trial.
Xero is easy to use, rich with features and widely supported by bookkeepers and accountants. Unlike some competitors, it doesn’t place any limit on the number of users you can add.
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 phone number for customer support listed.
- Limits on bills and invoices with the entry-level plan (five and 20 monthly, respectively).
Wave Accounting
Starting at
$0
Free (Wave makes money via paid money management products).
Promotion
N/A
Unlike its competitors, Wave's accounting software is completely free. With it, you can add unlimited users and unlimited bank and credit card connections. It’s also possible to run multiple businesses from the same account.
Pros
- Free.
- Unlimited partners, collaborators and accountants.
- Intuitive, customizable invoicing capabilities compete with those of more robust accounting solutions.
Cons
- Lacks features that quickly growing companies need, like audit trails.
- Only receive customer support with a human if you subscribe to Wave’s paid services (payroll, payments, advisor, etc.).
- No third-party integrations or additional plans to increase functionality.
Zoho Books
Starting at
$0
Additional pricing tiers (per month): $20, $50, $70, $150, $275.
Promotion
14-day free trial
of the Premium plan.
Zoho Books offers plenty of useful features at an affordable price, including a free option for businesses that bring in less than $50,000 per year. It also has handy automation tools so you can, for example, send email notifications to yourself when an employee creates an invoice that exceeds a certain amount.
Pros
- Less expensive than some competitors; free plan available for businesses with less than $50k in annual revenue.
- Email support in free plan; 24/5 phone and chat support in paid plans.
- Rich feature set includes excellent invoicing, inventory management, workflow rules and a capable mobile app.
Cons
- Fewer third-party integrations and reports than some competitors.
- No plan includes more than 15 users (can add additional users for a fee).
Our picks for
Payroll
Paying your employees is a must, and good payroll software can make it easier to manage and track wages, withholdings and tax filings. Many programs also give employees access to a portal so they can view their pay history.
Gusto Payroll
Learn more
on Gusto Payroll's secure website
Starting at
$40/month
Additional pricing tiers (per month): $80, custom pricing. Fee per employee varies by tier.
Promotion
25% off
the Plus plan for a limited time.
Gusto gives employees access to a self-service portal for payroll- and benefit-related information that’s accessible even after they leave a company. It also administers full-service payroll across 50 states and offers online and phone support.
Pros
- Benefits administration (401(k)s available in all 50 states; health benefits are available in 37 states and Washington, D.C.).
- 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.
QuickBooks Payroll
Learn more
on QuickBooks Payroll's secure website
Starting at
$45/month
Additional pricing tiers (per month): $75, $125. Fee per employee varies by tier.
Promotion
50% off
50% off for three months or 30-day free trial; terms apply.
QuickBooks Payroll offers full-service payroll services in all 50 states with a direct connection to QuickBooks Online, unlimited payroll runs and next-day or same-day deposits. Also nice: Employees can view pay stubs, withholdings and remaining vacation day balances.
Pros
- Benefits administration at all levels.
- Time-tracking features available (Premium and up).
- Next-day direct deposit at Core level (same-day at Premium).
- HR support available (Premium and up).
- The option to choose a 30-day free trial or 50% off base price for first three months; terms apply.
- Easy integration with QuickBooks Online.
Cons
- Limited integration with non-QuickBooks products.
- Additional fees if you have employees in more than one state (Core and Premium).
OnPay Payroll
Learn more
on OnPay Payroll's secure website
Starting at
$40/month
Plus $6 per employee.
Promotion
One month free
Terms apply
OnPay offers a wide range of payroll features plus benefits administration and HR tools for one base rate.
Pros
- Benefits administration included.
- Integrates with third-party software for time tracking.
- HR tools included.
- One-month free trial; terms apply.
- Straightforward pricing.
- Integrates with QuickBooks and Xero.
Cons
- Doesn’t run payroll automatically.
- Limited customer support hours.
Patriot Payroll
Learn more
on Patriot Payroll's secure website
Starting at
$17/month
Plus $4 per employee. Additional pricing tiers (per month): $37.
Promotion
One month free
Terms apply
Patriot's payroll software is a relatively affordable payroll option that offers direct deposits, an employee portal, unlimited payrolls and multiple locations and pay frequencies. There’s also email, chat and phone support available.
Pros
- Time tracking available as add-on.
- HR support available as add-on.
- One-month free trial; terms apply.
- Covers up to 100 employees.
Cons
- Doesn't offer benefits administration.
- Extra fee for 1099 e-filing (at Basic level).
- Limited accounting integration options.
Payroll4Free
Payroll4Free is one of the few payroll companies that allows you to run payroll at no cost — as long as you aren’t paying over 25 people. You will have to pay for additional services such as tax filing and W-2 processing. It supports tax calculations, PTO tracking, an employee portal, and direct deposits or paper checks. It also offers live and email support.
RUN Powered by ADP
Learn more
on RUN Powered by ADP's secure website
Starting at
$79/month
Plus $4 per employee. Custom pricing also available.
Promotion
Three months free
Terms apply
RUN Powered by ADP is the industry leader’s cloud-based payroll software for businesses with up to 49 employees. This app allows you to automate payroll, enter data online or by mobile app and, in more advanced subscription tiers, manage human resources tasks such as background checks.
Pros
- Benefits administration available as add-on.
- Time-tracking features available as add-on.
- HR features offered at higher tiers, including HR help desk support.
- First three months free; terms apply.
- Ability to scale up for growing businesses.
Cons
- Opaque pricing.
- Limited HR support at base level.
Our picks for
Invoicing
If you send bills or invoices to customers, invoicing software can be a key tool to keep track of transactions and what you’re still owed. The best options also handle quotes and estimates, time tracking and integration with payment processing and accounting systems.
FreshBooks Invoicing
Learn more
on FreshBooks Invoicing's secure website
Starting at
$15
Monthly.
FreshBooks bundles accounting and invoicing tools together with useful automation features, handy mobile apps and integration options. With the mobile app, you can send automated messages to clients to remind them about invoices or late payments. It’s a helpful feature for entrepreneurs on the go.
Pros
- Bundles accounting and invoicing together.
- Mobile app available.
- Large number of integration options.
- Automated client messages.
Cons
- Doesn’t integrate directly with accounting software such as QuickBooks.
Zoho Invoice
Starting at
$0
Free.
Promotion
N/A
Zoho Invoice has a feature-filled free option, including estimates, time and expense tracking, invoicing, payment acceptance and a portal where clients can review their account.
Pros
- Automatic payment reminders.
- Integrates with popular payment gateways like Stripe and PayPal.
- Time-tracking tools, plus project management.
- Converts estimates into invoices.
- Recurring invoices and automatic billing for repeat clients.
- Client portal available.
Cons
- Limits users to 1,000 invoices per year.
- Not designed to accept in-person payments.
How to choose the right small-business apps for your needs
The best point-of-sale 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.
- Accepts swiped, tapped and keyed payments.
- Offline and mobile payment processing options.
- Live support offered 24/7.
Accounting software, at a minimum, tracks the income and expenditures of a small business. 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:
- Easy to use.
- Robust accounting reports.
- Invoicing capabilities.
- Integrations with third-party apps including payroll and point-of-sale systems.
- Daily customer support.
- Scalability.
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.
- Calculates, files and pays federal, state and local payroll taxes.
- Provides employee access through a portal or mobile app.
- Benefits administration.
- Next-day or same-day direct deposit options.
- Accounting integrations.
The best invoicing software goes beyond simply creating bills for your services. It can help you create quotes, track time and communicate with your customers. Before comparing products, consider the following:
- How much do you want to pay each month?
- What features are must-haves?
- Does it need to be scalable?
- Does it need to integrate with other software you use?
- Are you interested in bundling with another app such as accounting?
Last updated on December 21, 2022