Where you trade matters most when you swap QuickBooks for something else. In the UK, Xero, FreeAgent, Sage Accounting and Zoho Books are popular choices for Making Tax Digital, while in the US, FreshBooks, Wave, Xero and Zoho Books are common picks. Talk to your accountant before you move, because timing matters.
Switching accounting software can feel like moving house with all your paperwork stuffed into bin bags. It doesn't have to. Most of the pain comes from skipping the prep, so that's where we'll start, before I get to a single tool.
Before you switch: the checklist I'd run first
- Export your data. Download your reports, customer and supplier lists, chart of accounts, and copies of past invoices and bills. Keep them somewhere safe, outside the software.
- Pick your moment. The start of a financial year, or straight after a VAT return or quarter end, is far cleaner than switching halfway through.
- Talk to your accountant. They may already prefer one tool, have partner access, or know a conversion service they trust. Their opinion matters more than any review.
- Check your bank feeds. Make sure the new tool connects to your business bank, and any card or payment accounts you use.
- List what runs automatically. Recurring invoices, payment reminders, payroll, receipt capture and app connections all need setting up again.
- Plan for the old records. Find out how long you can still view your old QuickBooks data after you cancel, and save what you need before that date.
One more thing I'd do at this stage: write down why you're leaving. Is it the interface, the plan changes, missing features, or simply that your accountant uses something else? That short list becomes your shopping list, and it stops you swapping one frustration for another. It also helps to run the new tool alongside the old one for a few weeks, if your timing allows, so you can compare the numbers before you cancel anything.
If some of the terms on that list are new to you, my plain-English guide to invoicing and basic accounting terms will help before you sit down with your accountant.
UK-friendly options with Making Tax Digital in mind
If you're VAT registered in the UK, or Making Tax Digital applies to you, the software you choose has to work with HMRC's system. Don't take any tool's word for it. Check HMRC's list of recognised software, then check again with your accountant.
Xero
Xero is one of the most familiar names for UK accountants and bookkeepers, which makes working with them easier. Its strengths are bank feeds, a big app store of add-ons, and a clean interface. The main limit is that the entry plan can feel tight as you grow, so look closely at what each tier includes. If your accountant already works in Xero, the handover is usually painless.
FreeAgent
FreeAgent is built for freelancers, sole traders and small limited companies. It shows you what tax is coming up, which takes a lot of guesswork out of the year. Some UK business bank accounts include it, so it's worth asking your bank. Its limit is that it's less suited to stock-heavy businesses or larger teams.
Sage Accounting
Sage has been around in UK accounting for a long time, and many accountants know it inside out. Its strength is that familiarity, plus a path into Sage's larger products if you grow. Some users find the layout feels more traditional than newer tools.
Zoho Books
Zoho Books is part of the wider Zoho family of business apps. If you already use Zoho for your CRM or email, it slots in neatly. The limit is that it takes a bit more setting up than the simplest tools.
Whichever UK tool you lean towards, ask for a demo or start a trial with a copy of last month's transactions. You'll learn more in an hour of real use than from any feature list.
US-friendly options
FreshBooks
FreshBooks started as invoicing software and it shows. It's friendly for service businesses, consultants and freelancers who bill for time and projects. Its limit is depth: if you hold a lot of stock or have complex reporting needs, you may outgrow it. Its client-facing touches, like tidy invoices and simple payment reminders, are a big part of its appeal.
Wave
Wave is aimed at very small businesses in the US and Canada, and its core accounting is free, with paid add-ons for payments and payroll. It's a good starting point if you've only got a handful of invoices a month. As you grow, you may want more features than it offers.
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Xero and Zoho Books in the US
Both Xero and Zoho Books work for US businesses too, which helps if you trade on both sides of the Atlantic or plan to. Check sales tax handling and payroll options for your state before you commit.
For a wider look at the billing side, see my comparison of cloud invoicing software for small businesses, and if you'd rather keep things lighter than full accounting, here's my guide to bookkeeping software for small businesses.
Sole trader, limited company or growing team?
Here's the quick chooser I'd use. It's a starting point for a chat with your accountant, not a replacement for one.
- Sole trader or freelancer in the UK: FreeAgent is a natural fit, with Xero as the alternative if your accountant prefers it.
- Sole trader or freelancer in the US: Wave if you want to start free, FreshBooks if you bill for time and want polished invoices.
- Limited company: Xero, Sage Accounting or FreeAgent in the UK. Xero or Zoho Books in the US. Ask your accountant which one they already work in.
- Growing team with staff, stock or several users: Xero, Sage Accounting or Zoho Books, because they scale further and connect to more apps.
Whichever way you go, don't rush the move. A clean switch at the right moment saves hours of tidying later, and it means your accountant won't be untangling two systems at year end.
Make accounting or invoicing software? See how to get it featured on this list.
Frequently asked questions
Is there a free alternative to QuickBooks?
Wave offers free core accounting for small businesses in the US and Canada, with paid extras such as payments and payroll. Most other tools offer a free trial instead. Check the current plans page, because what's included changes.
Can I move my data from QuickBooks to Xero?
Yes, it's a common move, and Xero points users to conversion services that can bring your history across. Check exactly which records transfer, and ask your accountant to review the opening balances before you rely on them.
Which QuickBooks alternative works with Making Tax Digital?
Xero, FreeAgent, Sage Accounting and Zoho Books are all widely used by UK businesses for Making Tax Digital. Always confirm on HMRC's list of recognised software and with your accountant before you switch.
When is the best time to switch accounting software?
The cleanest point is the start of a new financial year, or straight after a VAT return is filed. Switching mid-period works too, but it means more reconciling, so plan it with your accountant.
