QuickBooks Online

Score8 out of 10

2,299 Reviews and Ratings

What is QuickBooks Online?

QuickBooks Online is a SaaS version of the QuickBooks product. It contains all of the features found in the local version. Higher-priced plans include greater automation, payment management, inventory and time tracking, and analytics features.

Categories & Use Cases

Media

Screenshot of the accounting and bank transactions interface

Screenshot of an overview of the accounting inventory

Screenshot of the reporting and KPI dashboard

Screenshot of an overview of the sales "get paid" UI

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Screenshot of the accounting and bank transactions interface

Bank reconciliation
The software connects to a company’s financial institutions in order to reconcile accounting records with checking, savings and credit card accounts. Often month and year closing capabilities are included.
Category average: 8.4
Accounts payable
This includes the automation and tracking of payment to vendors and suppliers, with features such as payment scheduling, check printing, open purchase order alerts, document management, direct ACH bill payment, and vendor records.
Category average: 8.3
Accounts receivable
This includes the management and automation of invoices and collections, with features like statements, invoices, receipts, payment reminders, customer records, auto billing, and refund checks.
Category average: 8.3

Inventory tracking
The software syncs orders and stock to maintain a real-time picture of inventory and supports multiple methods such as LIFO and FIFO.
Category average: 7.4
Manufacturing module
The software helps track and manage raw materials, work-in-progress items, and finished goods.
Category average: 6.4
Global Financial Support
Account using multiple ledgers, multiple currencies, and multiple entities
Category average: 7.5

Most Frequent Users

Top 3 industries using QuickBooks Online.

Based on HG Insights installation data

View all Reviews

#1 most frequent

Professional, Scientific, and Technical Services

23.7%

6,328 installations of 26,749

“Also used for invoicing and AR/AP tracking!”
— Sr. Finance Controller, NewtonX (Mid-sized Companies)

#2 most frequent

Other Services (except Public Administration)

7.4%

1,967 installations of 26,749

#3 most frequent

Manufacturing

6.1%

1,625 installations of 26,749

Pros

Generating professional invoices and managing payments
Producing comprehensive financial statements like P&L and balance sheets
User-friendly interface for daily accounting operations

Cons

Limited customization options for financial reports
User interface and navigation challenges, particularly on mobile
Inconsistencies and privacy concerns with bank feed integration

Atef Farhat

Controller in Finance and Accounting at Swift Properties (11-50 employees)

Use Cases and Deployment Scope

We use QuickBooks Online as our primary accounting and financial management system. It centralizes our bookkeeping and helps us manage income and expenses, invoicing, accounts payable and receivable, bank reconciliation, financial reporting and tax-related records. The main business problems it addresses are reducing manual bookkeeping, improving the accuracy and consistency of financial records, saving time on reconciliation and reporting and providing better visibility into cash flow and overall financial performance. The scope of use of QuickBooks Online is primarily our organization's core accounting and financial reporting processes with QuickBooks Online serving as the central system for maintaining our financial records.

Pros

Bank and credit card reconciliation automation with QuickBooks Online connecting with financial institutions and pulling automatically transactions reducing manual data entry.
Financial reporting, as it is one of its strongest capabilities to generate financial reports from the underlying accounting data without having to manually consolidate data from multiple spreadsheets.
Audit trail as QuickBooks Online keeps financial activity organized within a structured accounting system making it easier to trace transactions, review changes and support month-end close and tax preparation.

Cons

Improve bank reconciliation for rejected payments, while the bank statement shows money out then in, QuickBooks Online would consider it a double expense, and needs a manual adjustment to record the rejected payment.
The user interface and navigation in QuickBooks Online seems to be not easy to use and require navigating through several screens to find what I am looking for and this can lead in spending more time than it should.
Some issues with integrations could be noticed when it duplicates data with third party applications.

Return on Investment

Operational efficiency (Automation in categorization, reconciliation, invoicing, recurring accounting tasks) reducing manual data entry
Ability to access financial information in real time
Improving financial visibility and decision making
Ability to coordinate accounting activities for authorized employees in separate geographic location due to being cloud based system

Usability

Alternatives Considered

AppFolio Property Manager

Other Software Used

BILL, Ramp, AppFolio Property Manager

James Alcantar

Director of Accounting Services in Finance and Accounting at Kruze Consulting (51-200 employees)

Use Cases and Deployment Scope

We use QBO to record all financial transactions for our clients on the platform. From there, the system generates financial statements, such as the profit and loss, balance sheet, and cash flow statements. With that information, we can help businesses report to investors and be audit-ready. The businesses can also use the information internally to guide decision-making and understand the runway.

Pros

Syncing with other platforms, such as Ramp, Brex, and Gusto. Those systems can push their information into QBO without issue.
Recording bills and expenses is easy.
Pulling financial statements is quick, easy, and the format looks professional.
QBO allows users to set rules that automatically classify transactions as they sync into QBO. This saves a lot of time when categorizing them.
QBO has a good system for mass reclassifications.

Cons

Tracking W9s for 1099 filing needs help.
There are no schedules to track balance sheet items. There also isn't a way to input an asset and have QBO make the depreciation or amortization entries automatically.
Inventory tracking is tough.
Revenue recognition is all manual.

Return on Investment

Financial reporting is required. Having a good, low-cost solution is invaluable to smaller companies. They can now be compliant.
Companies are able to report to their investor boards and on their covenants.
Companies can make business decisions in real time if the books are kept up to date.

Usability

Alternatives Considered

ONCE Campfire, Rillet, Xero and NetSuite ERP

Other Software Used

Brex, Ramp, Gusto, BILL, Stripe Billing

Lisa A Lewis View profile

Owner in Finance and Accounting at Money Matters Bookkeeping, LLC (1-10 employees)

Use Cases and Deployment Scope

As a firm that exclusively uses QuickBooks Online across a diverse client base—including nonprofits and service businesses—we’ve historically found the platform reliable and efficient. However, recent updates have significantly disrupted that experience. The latest user interface overhaul is a major step backward. What was once intuitive and streamlined is now clunky, visually overwhelming, and far less navigable. Tasks that used to take minutes now require double the time due to poor layout decisions and unnecessary complexity. Intuit’s integration of AI has only added to the frustration. The automated suggestions are frequently inaccurate, forcing bookkeepers to spend more time correcting errors than completing actual work. Instead of enhancing productivity, these changes have introduced inefficiencies and confusion. A specific recurring issue: when transactions are matched, the original entries remain visible until the page is manually refreshed. It’s a minor bug, but one that reflects a broader pattern—features that previously worked well are now unstable or unreliable. Overall, QuickBooks Online is no longer the user-friendly solution it once was. Intuit’s tendency to release sweeping changes without adequate testing or user input has made the platform cumbersome and counterproductive for professionals who rely on it daily.

Pros

Classes
Budgeting
Reconciliations
Rules

Cons

New "Improvements"
Matching (lately)
QuickBooks Online deciding what transactions are
Rules not matching (order is not an issue)
New AI is horrible!
New User Interface is absolutely terrible!

Return on Investment

Lately, it takes 2x as long to get things done on QuickBooks Only - the New AI User interface is Horrible!
All clients are in QuickBooks Online in some level of subscription

Usability

Alternatives Considered

Xero and Wave Accounting

Other Software Used

Microsoft 365 Business Premium, Adobe Acrobat, Microsoft Copilot

Brookelyn Winters View profile

Owner/CEO in Marketing at Social Innovations (1-10 employees)

Use Cases and Deployment Scope

I used it for quite a while for invoicing and expense tracking. Now I mainly use it for a couple clients who haven't switched over to my other system and are more comfortable with QuickBooks Online. It is convenient for receiving money from larger clients of mine. I may fully switch back in the future, but for now I'll keep using it for the couple clients who haven't switched.

Pros

Invoicing
Receiving payments from invoiced individuals
Keeping track of expenses

Cons

I feel that the app has become a little more confusing than it used to be
I wish it allowed for easier CRM, contracts, etc. - similar to honeybook
It was more of an all-in-one system. Maybe it does have these capabilities and I'm just unsure at the moment?

Return on Investment

It was a great starting software, but at the same time was somewhat confusing
I feel it needs more features to be fully worth a monthly or annual fee
It works well for the clients that I use with it

Usability

Alternatives Considered

HoneyBook

Other Software Used

HoneyBook, Vista Social

Emma Fabbro

Accountant in Corporate at Fusion Accountants (1-10 employees)

Use Cases and Deployment Scope

QuickBooks Online is a great software for small business. Allows me to work from anywhere, automate invoicing and reminders and so much more.

Pros

Great bank feed data
Automation with my preferred payment gateway
Custom reporting

Cons

bank feeds
allow IAS and BAS
more reporting editing

Return on Investment

Allows me to work smarter not harder
Has enabled me to scale my business due to automation

Usability

Alternatives Considered

Xero

Other Software Used

Xero

NetSuite ERP

FreshBooks

Xero

QuickBooks Online

What is QuickBooks Online?

Categories & Use Cases

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