QuickBooks Online vs Payroll Mate

QuickBooks Enterprise

ADP Workforce Now

FreshBooks

QuickBooks Desktop

Wave

Oyster

Compare QuickBooks Online and Payroll Mate based on features, pricing, verified reviews, integrations & more on GetApp. Find out which software is best for your business in 2026.

QuickBooks Desktop Enterprise is an accounting software for small businesses which provides users with real-time access to customer, employee, and vendor information. The software includes tools for managing inventory, shipping, sales orders, pricing, tasks, invoicing, reporting, and more.

Xero

Xero is an award-winning online accounting software designed for small business owners and accountants, available on any computer or mobile device with an internet connection. Simplify business admin and get a range of financial insights to help you make better decisions for your business.

QuickBooks Desktop provides a comprehensive business management solution that integrates accounting, payroll, inventory, and multiple company management functionalities. The software offers industry-specific editions tailored for manufacturing, wholesale, contractors, and accountants, with features like advanced reporting, job costing, and automated pricing rules. Users can enhance their experience with cloud hosting capabilities that enable remote access and team collaboration.

QuickBooks Online offers accounting with financial dashboards, invoice creation, online payment acceptance, expenses tracking, payroll & more.

1099 Preparation

401(k) Tracking

Accounting

Accounts Payable

Accounts Receivable

Accrual Accounting

ACH Payment Processing

Activity Dashboard

Activity Tracking

Address Validation

Ad hoc Reporting

Aging Tracking

Approval Process Control

Asset Accounting

Asset Lifecycle Management

Asset Tracking

Attendance Management

Audit Trail

Automatic Backup

Automatic Billing

Bank Reconciliation

Benefits Management

Billable Items Tracking

Billing & Invoicing

Billing Portal

Budgeting/Forecasting

Cash Flow Management

Cash Management

Categorization/Grouping

Chart of Accounts

Check Printing

Check Processing

Check Writing

Client Management

Commission Management

Compliance Management

Consolidation/Roll-Up

Consumer Use Tax

Contact Database

Contingency Billing

Core Accounting

Cost Estimating

Cost Management

Credit Card Management

Credit Card Processing

Cross Ledger Posting

Customer Accounts

Customer Statements

Customizable Branding

Customizable Fields

Customizable Forms

Customizable Invoices

Customizable Reports

Customizable Templates

Dashboard

Data Import/Export

Data Visualization

Direct Deposit

Discount Management

Document Templates

Donation Management

Donation Tracking

Donor Management

Drag & Drop

Dunning Management

Duplicate Payment Alert

Electronic Funds Transfer

Electronic Payments

Electronic Signature

Email Management

Employee Management

Estimating

Exemption Management

Expense Claims

Expense Management

Expense Tracking

Fee Calculation & Posting

Financial Aid Management

Financial Analysis

Financial Management

Financial Reporting

Fixed Asset Management

For AEC Industry

Forecasting

For Higher Education

For Medical Purposes

For Nonprofits

For Real Estate

For Religious Organizations

For Small Businesses

For Trucking Industry

Fraud Detection

Fund Accounting

Fund Management

General Ledger

Grant Management

Hourly Billing

Income & Balance Sheet

Reviews for QuickBooks Online come from a wide variety of industries, including accounting (11% of reviewers), construction (7%), and retail (5%). The most frequent use case for QuickBooks Online cited by reviewers is accounting (55% of reviewers).

Users and use cases

Some reviewers find QuickBooks Online offers reasonable value for money for small businesses, and they appreciate the flexible tiered pricing and free trials. However, reviewers indicate frequent price increases and costly upgrades make budgeting difficult for many users.

Value for money

The QuickBooks Online integrations most frequently cited by reviewers are: PayPal (a payment processing product rated 4.8 out of 5 for its integration with QuickBooks Online), Shopify (an eCommerce product, 4.4), and Gusto (a payroll product, 4.3).

Integrations

QuickBooks Online is an accounting solution with key features that include expense tracking, income and balance sheet management, financial reporting, invoice creation, bank reconciliation, payroll management, and more.

Proprietary

QuickBooks Online

Web-based

iPhone

Android

iPad

Windows

Simple Start

Essentials

Plus

Advanced

I also appreciate the time saved with its automation features for things like recurring invoices and the ability to easily collaborate with my accountant in real-time.

Leadership Development Coordinator

Some periodic sync problems with bank connections can cause delays in reconciliation, and the business-oriented interface needs to be learned and translated to nonprofit terms and report requirements, thereby creating a learning curve.

ACCOUNTANT

Because QBO is fully online, you (or your bookkeeper) can access financials from any device with internet, which is useful when you’re working remotely or on the go. Since the financial data is online, sharing access with your accountant or bookkeeper is simpler (e.g., no need to send files back and forth).

Bookkeeper

Limitations with check printing: can’t customize templates or account info, must buy pre-printed checks, which adds cost, risk of errors, and paper waste.

The cloud-based accessibility is fantastic because I can manage my books from my desktop, tablet, or phone anywhere with internet, which is perfect for a busy business owner.

Director of Operations

We use QuickBooks Online as our primary accounting tool to manage finances, including invoicing, bill pay, tracking income and expenses, syncing bank transactions, and generating financial reports.

Operations Manager, HR

I prefer the Classic View over the modern view, just for the ability to view the Profit & Loss report, organized a month at a time, YTD, or just the totals for a particular Class (or Initiative, in my case)

Office Manager

QBO allows us to quickly prepare high quality bids and invoices for customers with minimal formatting hassle.

Controller

The cost is financially feasible and provides a great value in the ability to invoice clients, prepare financial statements at various timelines and compare to prior period.

Owner

At the same time, it has helped push my career in accounting forward by supporting advisory work, improving collaboration with clients, and streamlining day-to-day workflows.

Director

I categorize the expenses monthly and our external accountant reconcilie the accounts guaranteeing the controls that the auditors require of us.

I use QBO for financial reporting and processing employee payroll 2x/month with my real estate team; I'm a director of operations.

As a bookkeeping firm, they seem to rely heavily on our community's sales and user experience information, but they also cut into our profits (offering their own accounting and filing services for cheaper, directly to our clients)

We have had to make a lot of changes over the last year from utilizing a new payroll system, assigning financial day to day tasks to a new employee and bringing on a [sensitive content hidden]

For a cloud-based platform, it offers fewer customization options than expected, and exporting to Excel is often required to get the format needed.

Business Owner

I would sit down at the beginning of each month to close out the previous month by balancing my QB ledger with the bank statement and for 17 years I balanced it to the penny each month.

I dislike that I can not find the tab where the deposits each use to show so I could see how much had come in, instead of having to look through invoices and see which one got paid

TAX ASSOCIATE

Poor/Inconsistent Customer Support, Limited Customization,Steep Learning Curve for Complex Setup,Lack of Niche/Industry-Specific Features

What I like least about QuickBooks Online is that it has undergone a lot of changes over time. While updates and new features can be helpful, frequent changes to the interface and workflows can sometimes slow things down and require retraining or adjustment.

Estimator

In my experience, using QuickBooks has been a great experience, as estimator I am able to create the estimates which later help personal from the accounting office, manage awarded projects, using those same estimates previously created.

Care.com

It helps me keep a clear overview of expenses, invoices, and cash flow without spending too much time digging through reports.

Secretary-Treasurer

Adding clients or vendors or sales: not a great format to keep track of; especially sales/products, hard to look them up, especially adding as journal item.

Cybersecurity Engineer

Allow simple tracking of expense since it sync with bank accounts which help to know where money goes .Quick to create and send professional looking invoices and also customize invoices by personalizing invoice template .Offer

Operations Manager

One time they tricked me into upgrading and I subsequently lost all my payroll features so I was not able to complete payroll for an entire week, forcing me to write physical checks for my staff which ended up making matters very complicated later on when we had to take money out of our staff's future checks to make up for the taxes that were not deducted from the paper checks.

Manager

QuickBooks Online allows me to automate accounting processes which result to errors when done manually including invoicing, expense reporting and reports creation.

Therapist

I like most that it allows me to stay organized and on top of my financials, as well as reporting and administrative tasks

OFFICEE MANAGER

For a small business, QB Online is a valuable support to our financial needs such as reporting, customer billing, accounts payable and payroll.

The $150 disc that was good for 3 years is long gone and I was forced into an online mode that is awkward and unnerving.   If I knew of a different software like QB Desktop that my accountant would accept, I would buy it in a heartbeat.

Right now, the part that I just don't appreciate, is the default to "Modern View" - as it doesn't grant me the same ways to organize information as Classic View - and there is no way that I have found to default to Classic View.

It also goes beyond just bookkeeping with tools to help with cash flow planning, invoicing, and reporting capabilities.

Health Services Coordinator

QuickBooks’s capabilities to sync with bank accounts and credit cards, and user-Friendly layout are best-in-class.

Human Resource Manager

The ability to accept payments quickly and match the transactions to our bank statement also saves me time.

President

The only real issue has been with a specific local tax not being withheld correctly in the payroll portion that I have had to do a manual workaround with (after multiple times having their representatives fix the issue over a 5 + year period)

Owner, Psychotherapist

My bookkeeper uses it to manage everything for me and creates great reports to share with me on the backend.

Service Department

Love that it integrates well with our scheduling system & I like that I can access it from both my work computer and my laptop at home.

Doing payroll is easier and another big plus is that I do not have to send my file to the accountant each month - they can log onto my business at any time.

It integrates with Gocardless to offer credit card payments and set up direct debits which we find important for our business.

Book Keeper

Sometimes it does show duplicate transactions in our bank feed, so if we aren't paying really good attention, we have to go back and fix our financial report.

Treasurer

Some of the features are not very intuitive, including invoicing, receipts, and accepting credit card payments.

General Partner

There are things I dislike, but the ability to integrate my bank accounts, invoicing, payments, time keeping, payroll, and more into one product is hugely beneficial.

The ability to sync our bank account for real-time reconciliation is also a significant benefit.

For our small company, we use QBO daily for all the accounting within the company, including payroll.

Real-time collaboration – Multiple users (clients, bookkeepers, and accountants) can work in the file at the same time without version issues.

Business application

We choose QuickBooks Online for its simplicity, automation, mobile access, and robust integrations.”

QuickBooks Online vs Payroll Mate Comparison (2026)

QuickBooks Online

Payroll Mate

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives