Services
Monthly bookkeeping run entirely in Xero — closed, reviewed and proven every period by the team that does the work.
Bookkeeping packages
What actually differs
The Four Real Differences
Both handle invoicing, bills, bank feeds, reconciliation and reporting to a standard that will not be the reason your books are wrong. Four structural differences do most of the deciding.
1. How users are priced
Xero includes unlimited users on every plan. QuickBooks Online caps users by tier, with the entry plan at one user and higher tiers stepping up from there. For a solo owner this is irrelevant. For a business where an owner, an office manager, a bookkeeper and an accountant all need access, it is the single largest cost difference between the two, and it grows as the team does.
2. Payroll
QuickBooks runs native US payroll as its own add-on. Xero launched Xero Payroll, powered by Gusto, in August 2026, built directly into Xero rather than sitting alongside it, covering unlimited runs, automated federal, state and local tax filings, direct deposit and contractor payments. Both now put payroll inside the accounting product. Most published comparisons were written before that change and still say Xero has no US payroll.
3. Inventory
QuickBooks includes inventory with purchase orders and cost tracking on its higher tiers. Xero tracks inventory on its Growing and Established plans, using weighted average cost, and is designed around a single location. Sellers with multiple warehouses, kits or manufacturing typically run a dedicated inventory platform alongside either accounting system.
4. The ecosystem around you
QuickBooks holds the majority of the US small business accounting market, which means the largest pool of QuickBooks-trained bookkeepers and accountants in North America. Xero leads internationally and has a strong app ecosystem. If your CPA has worked exclusively in one for fifteen years, that is a real factor and it is reasonable to weigh it.
Multi-currency is the fifth, and it splits cleanly. Both put it on a higher tier, but at very different price points. If you invoice or buy in more than one currency, price that specific capability on both before deciding anything else.
Side by side
The Comparison
| Xero | QuickBooks Online | |
|---|---|---|
| Users | Unlimited on every plan | Capped by tier, from one user upward |
| US payroll | Xero Payroll, powered by Gusto, built in since August 2026 | Native, as a paid add-on |
| Inventory | Tracked items on higher plans, average cost, single location | Included on higher tiers with purchase orders |
| Multi-currency | On the top plan | On the top tier |
| US market position | Smaller US share, leads internationally | Majority of the US small business market |
| Finding help | Certified partners, fewer in the US than QuickBooks | Largest pool of trained bookkeepers in North America |
| Migrating in | Migration tooling and guides for moving from QuickBooks | Import tools, with mapping work either way |
The honest case
Choose QuickBooks When
We are a Xero Gold Partner and we run QuickBooks engagements. These are the situations where QuickBooks is the better answer, and we would say so.
- You already run QuickBooks payroll and it works. Both platforms now put payroll inside the product, so this is no longer a reason to move to QuickBooks. It is a good reason not to move away from it.
- You are a product business with inventory and no separate system. Purchase orders and cost tracking included on higher tiers means a single platform handles it.
- Your CPA lives in QuickBooks. If they have worked in it for years and your year end depends on them, moving your file to a platform they use less often creates friction at exactly the wrong time.
- Access is one or two people. The per-user difference only matters when there are users. A solo owner with an accountant may find the pricing close.
- It is working. The strongest reason of all, and the one most often ignored in comparisons written to sell a migration.
The other side
Choose Xero When
- More than two or three people need access. Unlimited users on every plan means adding a bookkeeper, an office manager or a client’s staff costs nothing. This is where the total cost comparison most often flips.
- You already use Gusto. Xero Payroll is powered by Gusto and built into the ledger, so the pay run, the journals it produces and the cash leaving the account sit in one place.
- You invoice or buy in more than one currency. Compare the specific tier each platform puts it on.
- You are a service business rather than a product business. Without inventory in the picture, the inventory comparison stops mattering and the user and reconciliation arguments dominate.
- You have entities or operations outside the US. Xero’s international footprint means the same platform works across them.
- Reconciliation is where your team spends its time. Xero’s reconciliation workflow, bank rules and cash coding are where the product is strongest, and it is the work that consumes most bookkeeping hours.
The maths
The Cost Comparison People Get Wrong
Comparing headline subscription prices answers a question nobody has. Model the real monthly cost for your actual configuration.
- Count the users you need, including your bookkeeper and anyone who raises an invoice or approves a bill. On one platform that number changes the price; on the other it does not.
- Price payroll on both, because it is frequently the largest line after the subscription itself and it is billed separately on either path.
- Find the tier your features actually sit on. Multi-currency, inventory, class or location tracking and project costing all sit on higher tiers, and which tier differs.
- Add the apps. Document capture, an inventory platform, an expense tool. Most are priced the same either way, but some integrate more cheaply with one.
- Ignore promotional pricing. Both platforms discount the first year heavily. Compare the standard rate you will pay in year two.
A cheaper base plan that needs three paid add-ons costs more than a dearer one that includes them. The difference between the two platforms on real configurations is usually smaller than the headline suggests, and occasionally it runs the other way.
The migration question
Whether to Switch
Migration tooling exists in both directions and the mechanical part is manageable. The cost is not the tooling.
What a migration actually costs you is the chart of accounts being redesigned, opening balances being verified rather than assumed, integrations being reconnected and tested, and everyone who touches the file learning a new one. For most businesses that is weeks of attention, not hours, and it happens while the books still have to close.
So the test is not whether the other platform is better in the abstract. It is whether a specific problem you have today goes away.
- Good reasons to move: per-seat costs that keep climbing, an international entity the current platform handles awkwardly, or a genuine feature you need that sits on a tier you cannot justify.
- Poor reasons to move: a comparison article, a partner badge, or dissatisfaction that is actually about the bookkeeping rather than the software.
The mistake worth avoiding
Migrating to fix a file that is not reconciled. The new platform inherits the same problem with a new interface, and now there is a conversion date in the middle of it. Fix the file first, then decide whether the platform is still the issue.
Our position
Where We Sit
We are a Xero Gold Partner and Xero is where our depth genuinely sits. We also run QuickBooks Online engagements, and we do not move clients between platforms as a matter of course.
If your file reconciles cleanly and your team is productive, there is rarely a case for a migration, and we will tell you that in the first conversation rather than after you have paid for one. Where a move does make sense, it is a project with a scope and a price, not something folded into a monthly fee.
Questions
Commonly Asked
Is Xero or QuickBooks better for a US business?
Neither is universally better. QuickBooks Online suits US businesses that carry inventory without a separate system or rely on a CPA trained in it, and it holds the majority of the US small business market. Xero suits businesses where several people need access, since every plan includes unlimited users, and businesses that are service-based or internationally active. Both now run US payroll inside the product. The deciding factors are team size, inventory and who supports you.
Does Xero have payroll in the US?
Yes, since August 2026. Xero Payroll, powered by Gusto, is built directly into Xero and covers unlimited payroll runs, automated federal, state and local tax calculations and filings, direct deposit, employee and contractor payments, benefits calculations and employee self-service. QuickBooks runs its own US payroll as a paid add-on. Both now sit inside the accounting product, so payroll is no longer the dividing line it was.
Which is cheaper, Xero or QuickBooks?
It depends on how many people need access and whether you need payroll. Xero includes unlimited users on every plan while QuickBooks caps users by tier, so the comparison usually favours Xero once a team passes two or three active users and is closer for a solo owner. Published pricing on both moved during 2026, including a QuickBooks Online increase in May, so model your real configuration against current rates rather than trusting any figure in an article, and compare standard rates rather than first-year promotional pricing.
Can I migrate from QuickBooks to Xero?
Yes. Xero provides migration tooling and guides for moving from QuickBooks, and the mechanical transfer of the chart of accounts, contacts and transaction history is manageable. The real work is the decisions around it: redesigning the chart of accounts, verifying opening balances rather than assuming them, reconnecting and testing integrations, and choosing a conversion date. Plan it as a project rather than an afternoon.
Which handles inventory better?
QuickBooks includes inventory with purchase orders and cost tracking on its higher tiers. Xero tracks inventory on its Growing and Established plans using weighted average cost, designed around a single location. For a seller with multiple warehouses, kits, bundles or manufacturing, the usual answer on either platform is a dedicated inventory system alongside the accounting, with the ledger receiving the financial result.
Should I switch platforms because my books are a mess?
No. A migration carries an unreconciled file into a new system and adds a conversion date to the problem. Fix the reconciliation first. Once the file is clean, you can judge whether the platform was ever the issue, and in most cases it was not.