How Much Does QuickBooks Online Bookkeeping Cost?

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QuickBooks Online, developed by Intuit, is a leading cloud-based accounting software widely used by small and medium-sized businesses for bookkeeping services Philadelphia tasks like invoicing, expense tracking, and financial reporting. Understanding the cost of QuickBooks Online and its associated bookkeeping services is crucial for businesses budgeting for financial management. As of September 2025, the cost of QuickBooks Online bookkeeping depends on the subscription plan, add-on services, and whether you use QuickBooks Live Bookkeeping. Below, we break down the pricing structure, factors affecting costs, and considerations to help you determine the total expense.

QuickBooks Online Subscription Plans

QuickBooks Online offers tiered subscription plans designed to meet varying business needs, from basic bookkeeping to advanced financial management. Pricing varies based on features, the number of users, and promotional discounts. Below are the core plans and their costs as of September 2025:

Simple Start:

Cost: $38/month (discounted to ~$19/month for the first three months with promotions).
Features: Ideal for freelancers or small businesses with basic needs. Includes income and expense tracking, invoicing, basic reporting (e.g., profit and loss), receipt capture, and tax deduction tracking.
User Limit: 1 billable user and 2 accounting firms.
Best For: Solopreneurs or businesses with fewer than 50 transactions per month.


Essentials:

Cost: $65/month (discounted to ~$32.50/month for the first three months).
Features: Adds bill management, time tracking, and multi-user access (up to 3 users) to Simple Start features.
User Limit: 3 billable users and 2 accounting firms.
Best For: Small businesses with multiple employees or moderate transaction volumes.


Plus:

Cost: $99/month (discounted to ~$49.50/month for the first three months).
Features: Includes inventory tracking, project profitability tracking, and enhanced reporting, plus all Essentials features.
User Limit: 5 billable users and 2 accounting firms.
Best For: Growing businesses with inventory or project-based operations.

Advanced:

Cost: $235/month (discounted to ~$117.50/month for the first three months).
Features: Offers advanced analytics, custom workflows, batch invoicing, and unlimited chart of accounts, plus all Plus features.
User Limit: 25 billable users and 3 accounting firms.
Best For: Larger businesses with complex needs or multiple entities.

Note: Prices are based on monthly billing and may vary with annual billing discounts or promotional offers. Sales tax may apply depending on your location. QuickBooks offers a 30-day free trial for new users to test the software without upfront costs.

QuickBooks Live Bookkeeping Costs

For businesses seeking professional bookkeeping support, QuickBooks Live Bookkeeping provides virtual, certified bookkeepers to manage tasks like transaction categorization, reconciliations, and financial reporting. This service requires an active QuickBooks Online subscription and incurs additional costs.

QuickBooks Live Full-Service Bookkeeping:

Cost: $300–$700/month, depending on the business’s average monthly expenses, plus a one-time cleanup fee (custom-priced, typically $50–$500 based on complexity, signup month, and tax filing status).
Pricing Tiers:
$300/month for businesses with $0–$10,000 in monthly expenses.
$500/month for $10,001–$50,000 in monthly expenses.
$700/month for $50,001+ in monthly expenses.

Services Included: Initial cleanup (bringing books up to date from the last tax return or business incorporation), monthly transaction categorization, account reconciliation, financial statement preparation (e.g., balance sheet, profit and loss), and trial balance.
What’s Not Included: Invoicing, bill payments, inventory management, accounts receivable/payable, payroll, or tax preparation/filing.
Best For: Businesses wanting a dedicated bookkeeper to handle most bookkeeping tasks without hiring in-house staff.

QuickBooks Live Assisted Bookkeeping:

Cost: $50/month.
Services Included: Limited guidance on bookkeeping tasks, such as automation setup, account reconciliation, and report reviews. Does not include full management of books or cleanup services.
Best For: Businesses that manage their own bookkeeping but need occasional expert support.

Note: QuickBooks Live comes with an Accurate Books Guarantee, correcting errors made by their bookkeepers at no additional charge (with exceptions for client-provided errors). There are no long-term contracts, allowing cancellation at any time.

Add-On Costs

QuickBooks Online offers optional features that enhance bookkeeping capabilities but increase costs. Common add-ons include:

Payroll Services:

Core Payroll: $45/month + $6/employee/month. Includes automated payroll, tax calculations, and 1099 e-filing.
Premium Payroll: $80/month + $8/employee/month. Adds same-day direct deposit and HR support.
Elite Payroll: $125/month + $10/employee/month. Includes expert setup, 24/7 support, and tax penalty protection.
Best For: Businesses with employees needing streamlined payroll processing.

QuickBooks Capital:

Cost: Varies (term loans up to $200,000 or invoice financing up to $50,000, with weekly payments plus APR/fees).
Best For: Businesses needing financing based on their QuickBooks financial data.

Tax Forms:

Cost: Varies by state and form type (e.g., 1099 kits with envelopes).
Best For: Businesses filing contractor payments or other tax forms directly through QuickBooks.

Factors Affecting QuickBooks Online Bookkeeping Costs

Several factors influence the total cost of using QuickBooks Online for bookkeeping:

Business Size and Complexity:

Small businesses with few transactions (e.g., 50–100/month) may only need the Simple Start plan ($38/month) or Essentials ($65/month).
Businesses with inventory, multiple employees, or complex reporting needs may require Plus ($99/month) or Advanced ($235/month).

Use of QuickBooks Live:

Opting for QuickBooks Live Full-Service Bookkeeping significantly increases costs ($300–$700/month) but reduces the need for in-house staff, which can cost $47,000/year on average for a full-time bookkeeper.

Add-Ons and Integrations:

Payroll, tax forms, or third-party app integrations (e.g., Shopify, PayPal) add to the monthly expense. For example, a business with 5 employees using Core Payroll adds $75/month ($45 base + $30 for employees).

Promotional Discounts:

New subscribers often receive 50% off for the first three months, reducing initial costs (e.g., Simple Start drops to ~$19/month). Always check the QuickBooks website for current promotions.

Geographic Location:

Costs for QuickBooks Live are based on monthly expenses, not location, unlike hiring local bookkeepers, whose rates vary (e.g., $40–$50/hour in metropolitan areas vs. $20–$30/hour in rural areas).

Comparing Costs to Alternatives

To assess whether QuickBooks Online is cost-effective, consider alternatives:

Xero: Plans range from $13–$70/month, often more affordable but with fewer integrations.
Wave: Free for basic bookkeeping, with paid add-ons like payroll ($40/month + $6/employee) or bookkeeping support ($149/month). Ideal for freelancers but lacks advanced features.
Zoho Books: Starts at $10/month, suitable for small businesses but less robust for complex needs.
Hiring a Bookkeeper: Freelance bookkeepers charge $20–$50/hour, while full-time bookkeepers average $47,000/year, potentially higher than QuickBooks Live for small businesses.

QuickBooks Online’s pricing is competitive for businesses needing a balance of automation, professional support, and scalability, but Wave or Zoho Books may be cheaper for very small operations.

Cost-Saving Tips

Start with a Lower Plan: Begin with Simple Start or Essentials and upgrade only as needed.
Use Promotions: Take advantage of 50% off deals for the first three months or annual billing discounts.
Leverage Free Trial: Test QuickBooks Online for 30 days to ensure it meets your needs before committing.
Automate Tasks: Use bank feeds and integrations to reduce manual bookkeeping time, potentially avoiding QuickBooks Live.
Compare Add-Ons: Evaluate whether payroll or other add-ons are cheaper through QuickBooks or third-party providers like Gusto.

Conclusion

The cost of QuickBooks Online bookkeeping and accounting services Philadelphia ranges from $38/month for the Simple Start plan to $235/month for the Advanced plan, with discounts often reducing initial costs by 50%. QuickBooks Live Full-Service Bookkeeping adds $300–$700/month (plus a cleanup fee), while add-ons like payroll ($45–$125/month + per-employee fees) increase expenses. Total costs depend on your business’s size, complexity, and need for professional support. For small businesses, QuickBooks Online offers a cost-effective, scalable solution compared to hiring a full-time bookkeeper, especially when paired with its automation and integrations. Always review current pricing on the QuickBooks website and consider a free trial to ensure it fits your budget and bookkeeping needs.

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