Quick comparison
Shortlist first, details second. Always double-check current pricing and plan limits on the vendor site.
| Tool | Best for | Setup time | Pricing | Why it’s here | Watch-out |
|---|---|---|---|---|---|
| QuickBooks Top pick | General accounting | Half day | Paid | Widely supported with lots of integrations | Can feel heavy; plans add up |
| Xero | Service businesses | Half day | Paid | Clean workflows and good accounting UX | Depends on your region/bookkeeper preference |
| FreshBooks | Simple invoicing + basics | 1–2 hours | Paid | Easy for invoicing and basics | Not a full accounting powerhouse |
How we picked
- Optimized for agency workflows: delivery visibility, client collaboration, and handoffs.
- Prioritized low-friction setup and sane permissions (so you actually adopt it).
- Checked reporting and “share with clients” realism (not just feature checkboxes).
- Included a clear watch-out for each option to avoid bad fits.
Pricing checked: 7 Jan 2026. Evaluated on: setup friction, permissions, reporting, and handoff realism.
QuickBooks
Best for: agencies that want the common standard
QuickBooks is the safe default if your accountant/bookkeeper already supports it and you want broad capability.
- Lots of integrations and ecosystem support.
- Good for growing complexity.
- Easy to hire support around.
Xero
Best for: agencies that want cleaner day-to-day accounting
Xero is often preferred by service businesses for cleaner workflows and a simpler feel.
- Good UX for service workflows.
- Strong for common accounting needs.
- Great if your bookkeeper likes it.
FreshBooks
Best for: teams that mainly need invoicing
FreshBooks can be enough if you mostly need invoicing + basic accounting and want less complexity.
- Easy invoicing.
- Lower operational overhead.
- Good for small teams.
Bottom line
Pick the tool your financial support ecosystem prefers. If your bookkeeper uses QuickBooks, go QuickBooks. If they prefer Xero, go Xero. The biggest win is clean invoicing + consistent categorization, not features.
FAQ
Which is better for agencies?
Either can work. The best choice is usually the one your accountant/bookkeeper can support efficiently.
Do I need full accounting software?
If you have recurring clients and payroll/taxes, yes. If you only invoice a few clients, a lighter tool can work early.
What improves cashflow most?
Clear invoicing, automated reminders, and predictable billing cycles.