How To Use Xero Accounting Software


It’s also easy for accountants to fix user errors in Xero, and there are built-in proper audit trails and safety checks. This comes with much more functionality than Xero’s cheapest plan, including all the basics of tracking income and expenses, capturing and organizing receipts, invoicing and accepting payments. The main limitation of QBO’s Essentials is access for only one user. With Quickbooks, expenses functionality is built into all plans rather than offered as an add-on as with Xero. This can mean some small cost savings and extra simplicity if you have a small business. With Xero Expenses, an add-on that’s included in the Established plan if you’re in the US, you and other employees can submit expenses, reconcile transactions and manage everything without paper receipts. makes it simple to categorize money in and out with its chart of accounts.


Xero Growing ($30 per month) adds unlimited billing and invoicing; quotes; and bills. Xero Established ($60 per month) is the only version to offer multiple currency support. Xero allows for an unlimited number of users per organization. Applicant Tracking Choosing the best applicant tracking system is crucial to having a smooth recruitment process that saves you time and money.

How Xero Compares

You can manage your bank account information in the Accounting module, and it’s also where reports are run. You can edit your chart of accounts or enter manual journal entries in this area as well. The bill entry screen is similar to the invoice screen, with the same convenient look-up options. You can assign expenses to a customer from the bill entry screen, so if you’re paying for 32-lb paper to complete a custom print job for a customer, you can assign the expense directly to the customer’s account. For a quick recap, visit the purchases overview screen, which shows you invoices that need to be paid and how many, if any, are past due.

Xero has added a customer credit limit and blocking tool since my last review. Once customers have reached their credit limit, the blocking tool prevents you from approving or sending invoices until they’re within their limit again. Accounting service Xero has strong account reconciliation, data imports, sales and purchase transactions, and project tracking. Recent improvements to its setup process and new business overviews solidify it as an excellent choice for small businesses. I was reluctant to pay the extra costs to move to Xero from my previous cheaper package but I am more than happy that I finally made the switch. It is a fraction of the cost of having a book-keeper to pay and I feel so much more confident that my accounts are working correctly.

This Was A Difficult Issue For Xero As

With the iPhone and iPad versions of the app, you can view cash flow, access customer and vendor contacts, reconcile transactions, and create invoices. The Apple Watch app allows you to see account balances and the number of new transactions you have.

Access all Xero features for 30 days, then decide which plan best suits your business. Keep your practice a step ahead with Xero accounting software. Accountants praise Xero’s automatic bank feeds, usability, and simplified payroll. When it comes to doing your tax return at the end of the year, they have everything they need to get going.


In addition to everything on the Simple Start plan, it gives you bill payment, time tracking and increases the number of users who are allowed access to three. Common among software providers, tier-based pricing typically starts with lower prices for fewer features. Dig deeper, though, and you’ll see that Xero restricts transactions at its lowest level, while QuickBooks Online adds access to software features and users as your business grows. QuickBooks Online offers reports on profit and loss by customer, a comparison of estimates prepared for a customer versus sales to that customer and collections reports.

Related Software

Xero had just introduced a new expense-tracking system when I reviewed it last year. The Expenses tool provides a better user experience, enhanced functionality, and more flexible user permissions in both the mobile apps and the browser-based version. When you’re working on your desktop or laptop, you can create an expense record , specify an account, assign it to a project or customer, and add labels, or optionally upload an image. They lack fields for payment method and payment account, for instance, and you can’t add sales tax to the browser-based form.

Xero rarely does things that professionals just take for granted in QB. Xero is not a professional’s tool, nor does Xero management desire to try to serve the needs of professionals.

  • Even though Xero offers a tempting $9/month plan, the reality is that it’s too restrictive for anything but the smallest side hustles that need less than five invoices and bills per month.
  • That said, QuickBooks Online wins in this category because of the variety and usefulness of its reports.
  • However, this ability could also affect the consistency and reliability of the mapping, so you’ll want to use this feature carefully.
  • Inventory in QuickBooks Online is tracked by prices, images and categories.
  • In addition to reaching out for live help, you can access valuable online support resources, including videos, a blog, podcasts, small business guides and training courses.
  • I was reluctant to pay the extra costs to move to Xero from my previous cheaper package but I am more than happy that I finally made the switch.

To do this in Xero, you’ll need to run the report for the last month in the period, and then choose to compare it with the previous 11 months. In order to get a monthly profit and loss statement or balance sheet in QuickBooks Online, you can simply run the report for the date range. Then, in the options section in the top region, you can choose to show the columns by month. Additionally, when it comes to customizing reports, QuickBooks Online has more to offer versus Xero. In short, the direct method means you subtract the money you spend from the money you receive. The indirect method, on the other hand, uses your net income and factors in depreciation to calculate your operating cash flow.

Every client who hasn’t paid their invoice will be sent a reminder at seven days past due. In QuickBooks Online, payment reminders can be selected and applied individually.

In addition to printing reports, you can archive them or export them as PDF, Excel or Google Sheets files. If you’ve sent an automatic payment reminder for an invoice, the email address, date, and time it was sent also appear on this screen. You can see a complete list of features on the company’s website. You can schedule recurring invoices by setting the send date, frequency and end date. Xero saves you time by streamlining processes and giving you the tools to accomplish financial tasks faster. Xero is now one of the fastest growing Software as a Service companies globally.

retained earnings is an accounting software that offers the convenience of running your business from anywhere. There’s excellent core functionality for processing invoices and payments as well as add-ons for projects, time tracking and expenses.

This is a great setup tool and better than what most competitors offer. There’s more you should do before you start entering transactions, like creating records for contact and items/services and visiting the company’s settings pages, but this initial screen is a great place to start. normal balance has a lot of automated features that make the process of accounts preparation easy and reliable. The bank feeds work smoothly and it is easy to set up rules to make the process automated on regular transactions – just a click to confirm entry. I have been able to integrate woocommerce, amazon and ebay transactions to ensure I am correctly treating VAT and International orders and purchases correctly.

Because you can import an existing spreadsheet, Xero’s fixed assets functionality saves you time setting them up. Its software calculates depreciation and lets you process disposals. Under its reports, you’ll find depreciation and disposal schedules, as well as fixed asset reconciliations.


Accounting Accounting software helps manage payable and receivable accounts, general ledgers, payroll and other accounting activities. Explore features and tools built for small businesses, accountants and bookkeepers. Accounts & Legal Consultantsshared how Xero successfully managed the accounting for one of their large clients with 50 stores in the UK. Xero told them that the soft limits for transaction volume are around 2000 sales, 2000 purchases and 4000 bank lines per month, after which Xero’s performance “deteriorates dramatically”.

Therefore, let’s start our Xero vs. QuickBooks Online comparison by breaking down each solution individually. While you’re thinking about your money, you should also check out our stories on thebest payroll servicesand thebest tax prep software.

Best Accounting Software: Keeping Your Own Books Online In 2021

Each Bill/Expenses posting line needs a period start and end date option. Xero should then process the relevant costs to the appropriate period, with prepayments and accruals automatically being set up. Need to have this updated urgently guys, it would be a feature heavily used where I have just started working.

xero says ‘small businesses rushing to go digital as STP deadline approaches’ “. In November 2018, Xero acquired cloud-based accounts preparation and tax filing solution Instafile for £5.25 million , which will be paid over three years. In July 2011, the company acquired the Australian online payroll provider Paycycle for a mixture of cash and shares totalling $1.9 million in order to integrate the company’s products into its services. It acquired Spotlight Workpapers in July 2012 for a mixture of cash and shares totaling $800,000. To create an invoice, select “Create Invoice” from the “Invoice” column in the “Sell” screen.

Xero had been slowly adding states to its payroll processing for years, but it’s now gone in a different direction. The site is now integrated with Gusto, our Editor’s Choice winner for payroll, which gives it competent, comprehensive payroll management. There’s even a single sign-on option so you don’t feel like you’re working in two applications . The other area where you’ll do a lot of work—especially at first—is Contacts. Here, you create records for your customers and suppliers that contain both contact information and thorough financial details.

Author: Matt Laslo