QuickBooks Online

QuickBooks Online Pricing Explained: Finding the Best Plan for Your Business

Team members deciding which QuickBooks Online plan to choose

Choosing the right QuickBooks Online plan can be daunting, especially with multiple plans tailored for different business needs. Each plan offers unique functionalities that cater to various stages of business growth, from startups to established enterprises. To help you decide which plan is best for you, we’ll provide a detailed overview of the four QuickBooks Online plans.

QuickBooks Online Simple Start

$30 per month for 1 user

QuickBooks Online Simple Start is ideal for sole proprietors and small businesses just starting. It includes essential features like income and expense tracking, invoicing, and basic reporting. Users can capture and organize receipts, track mileage, and manage sales tax. This plan supports one user and provides a solid foundation for managing finances without overwhelming complexity. Simple Start is perfect for businesses that need straightforward accounting solutions without the need for advanced features.

QuickBooks Online Essentials

$60 per month for up to 3 users

QuickBooks Online Essentials builds on Simple Start with added functionalities suited for growing businesses. It includes everything in Simple Start plus bill management and time tracking. This plan supports up to three users, making it a good choice for businesses with a small team. Essentials allows for better cash flow management by tracking bill payments and providing more detailed financial insights. It also offers integration with third-party apps, enhancing its utility for businesses needing more than just basic accounting.

QuickBooks Online Plus

$90 per month for up to 5 users

QuickBooks Online Plus is designed for mid-sized businesses that require comprehensive financial management tools. This plan supports up to five users and includes all features of Essentials. Plus, it offers inventory tracking, project profitability tracking, and more advanced reporting capabilities. Users can manage and pay bills, track labor costs, and monitor profitability by project. QuickBooks Online Plus is well-suited for businesses that need robust tools to handle more complex accounting needs and inventory management.

QuickBooks Online Advanced

$200 per month for up to 25 users

QuickBooks Online Advanced is the most feature-rich plan, catering to larger businesses with complex accounting requirements. It supports up to 25 users and offers advanced features like custom workflows, enhanced reporting, and dedicated account managers. Users can automate routine tasks, integrate with premium apps, and gain deeper insights with advanced analytics. This plan is ideal for businesses looking to scale and streamline operations with sophisticated financial management tools and personalized support.

Check out our comparison of QuickBooks Online Plus and Advanced.

Tips for Selecting the Best QuickBooks Online Plan

Assess Your Business Needs

Start by evaluating the size and complexity of your business. Simple Start is ideal for very small businesses and sole proprietors who need basic accounting functions. Essentials adds more functionality with bill management and time tracking, making it suitable for growing businesses with a small team. QuickBooks Online Plus offers advanced features like inventory tracking and project profitability, ideal for mid-sized businesses with more complex needs. 

Advanced is designed for larger enterprises requiring extensive features and customization. Understanding your current and future business requirements will help you choose the most appropriate plan. Consider factors such as your industry, the number of clients you serve, and the nature of your financial transactions. For instance, a retail business with inventory needs will find the Plus or Advanced plans more beneficial, whereas a freelance professional might find Simple Start sufficient.

Also, think about the specific pain points you face in your current financial management process. Are you struggling with manual invoicing? Do you need better expense tracking? Identifying these needs will guide you in selecting a plan that addresses your most pressing challenges. A thorough assessment ensures that you do not overpay for features you don’t need while avoiding underestimating the functionalities required for smooth operations.

Consider Your Budget

Each QuickBooks Online plan comes with a different price point. Balancing your business needs with your budget constraints is crucial. Simple Start is the most affordable, providing essential features for basic accounting. Essentials is moderately priced, offering additional functionalities at a higher cost. Plus and Advanced are more expensive but include comprehensive features for more complex financial management. 

Evaluate what you are willing to spend and compare it to the features each plan offers to ensure you get the best value for your money. A detailed cost-benefit analysis can help determine if the higher-priced plans provide sufficient return on investment through increased efficiency and enhanced capabilities.

Additionally, consider the long-term financial implications. While a more affordable plan might seem attractive initially, it might fall short as your business grows, leading to potential disruptions and additional costs associated with upgrading. Conversely, investing in a higher-tier plan upfront can provide scalability and prevent the need for future transitions. Analyzing your budget in the context of both current operations and future growth will help you make a financially sound decision that aligns with your business strategy.

Think About User Access

Determine how many users need access to your QuickBooks account. Simple Start supports one user, Essentials three, Plus five, and Advanced up to 25 users. Consider the size of your team and how many people will need to access the financial data regularly. If your business involves multiple departments or a larger team, choosing a plan with sufficient user support is essential. 

Also, think about potential future growth and select a plan that can accommodate an increasing number of users as your business expands. For instance, if you plan to hire more employees or expand departments, selecting a plan with higher user capacity can save you from the hassle of upgrading later.

User access is not just about the number of users but also about the level of access each user needs. Higher-tier plans offer more sophisticated user permission settings, allowing you to control who can view, edit, or manage certain types of financial information. This is particularly important for maintaining data security and integrity. Evaluate the roles within your organization and ensure the plan you choose can accommodate different access levels appropriately, fostering a secure and efficient work environment.

Evaluate Feature Requirements

Identify the specific features your business requires. If you need inventory tracking, project profitability, or advanced reporting, you will need to consider Plus or Advanced plans. Essentials provide a middle ground with more features than Simple Start but at a lower cost than Plus or Advanced. 

Take stock of your current business processes and pinpoint which features are necessary to streamline your operations. Choosing a plan with the right mix of features will enhance your efficiency and overall financial management. For example, a business that deals with physical products will benefit significantly from the inventory tracking feature in the Plus or Advanced plans.

Furthermore, consider how these features will integrate with your existing systems and workflows. QuickBooks Online supports integration with various third-party applications, which can be crucial for businesses relying on specific tools for operations such as payroll, CRM, or e-commerce. Ensuring compatibility and seamless integration can significantly enhance productivity and reduce manual work. Assessing your feature requirements in the context of your entire business ecosystem will help you choose a plan that not only meets your accounting needs but also supports your broader operational goals.

Explore the top 15 most notable features of QuickBooks Online.

Future Proof Your Choice

Consider your business’s growth trajectory. Choosing a plan that can scale with your business will save you from frequent upgrades and transitions. If you anticipate rapid growth, opting for Plus or Advanced might be more cost-effective in the long run, despite the higher initial cost. A plan that accommodates future expansion will ensure continuity and reduce the need for disruptive changes to your accounting system as your business evolves. 

Think about the next three to five years and envision where your business will be. Will you expand your product lines, hire more staff, or enter new markets? A scalable plan will support these growth strategies without requiring a complete overhaul of your accounting system.

Furthermore, future-proofing involves considering technological advancements and updates. QuickBooks Online regularly updates its features and functionalities. Higher-tier plans often receive more frequent and advanced updates, keeping you ahead of the curve with the latest accounting tools and technologies. Investing in a plan that evolves with technological advancements ensures that your business remains competitive and efficient, adapting to changing market conditions and operational demands seamlessly.

Leverage Free Trials

As an authorized QuickBooks reseller, Paygration offers free trials for QuickBooks Online plans. Take advantage of these to explore the features and interface. A hands-on trial can help you determine if the plan meets your business’s needs before committing financially. Use the trial period to test how the plan integrates with your existing systems, how user-friendly it is, and whether it provides the necessary tools for your daily operations. This approach minimizes risk and ensures you select a plan that truly fits your business requirements. During the trial, involve your team members who will be using the software to gather their feedback and ensure the plan meets their needs as well.

Moreover, pay attention to the customer support and resources available during the trial. Effective customer support can make a significant difference in the implementation and ongoing use of the software. Evaluate the quality of support and the availability of resources such as tutorials, forums, and help centers. These aspects can enhance your overall experience and help you maximize the benefits of the software. Taking a comprehensive approach during the trial period ensures that you are well informed and confident in your final decision.

Seek Expert Advice

Consult with a QuickBooks expert or accountant to understand which plan best fits your business. Their insights can provide clarity on complex features and help you make an informed decision. Professionals can offer valuable perspectives on how different plans can support your specific industry needs and business goals. Engaging an expert like our team at Paygration ensures that you leverage the full potential of QuickBooks Online, optimizing your financial management and operational efficiency. They can also assist with the setup and customization of your QuickBooks account, ensuring it aligns perfectly with your business processes.

Additionally, experts can help you navigate any potential challenges or issues that may arise during implementation and use. Their experience with various businesses and industries allows them to provide tailored advice and solutions, helping you avoid common pitfalls and achieve a smoother transition. Whether it’s setting up advanced features, integrating with other software, or troubleshooting, having expert guidance can significantly enhance your experience and outcomes with QuickBooks Online. Investing in professional advice ensures you make the most informed and strategic choice for your business.


Choosing the right QuickBooks Online plan is crucial for efficient financial management. By understanding your business needs, budget, and the features each plan offers, you can make an informed choice. If you need personalized assistance, Paygration can help you leverage the benefits of QuickBooks Online with discounts, free consultations, and ongoing support. Get started by calling 866-949-7267 or clicking the link below.

Have Questions? Need Help?

If you have any questions about the features of QuickBooks Online, you can give us a call at 866-949-7267 and one of our experts can walk you through the details. 

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