QuickBooks vs Xero: Complete Comparison (2026)

QuickBooks vs Xero: which one actually covers the full client workflow beyond accounting?

Both handle the core accounting workflow: bank feeds, invoicing, expense tracking, and financial reports. But once the comparison gets past the basics, the two tools diverge sharply on user limits, payroll, multi-currency, and geographic fit. ... because neither one handles client proposals, contracts, or project portals.

QuickBooks Online holds the majority of the US small-business accounting market with built-in payroll integration and US tax compliance, but plans cap at 1, 3, 5, or 25 users depending on tier, time tracking locks behind the Essentials plan at $75/month, multi-currency behind the $275/month Advanced plan, and pricing has increased repeatedly since 2023.

Xero offers unlimited users on all plans starting at $20/month and includes multi-currency at the $80/month Established plan, but has no built-in US payroll, so US users must integrate Gusto ($49/month base plus per-employee fees), the mobile app gets lower ratings than QuickBooks, and add-on costs reduce overall value.

Plutio handles billing and the complete client workflow that follows: proposals that convert to projects, contracts with e-signature, time tracking that flows directly into invoices, and a branded client portal where clients check progress and pay without emailing for updates. Skip the comparison and try Plutio free.

Last updated February 2026

4.6

Quick comparison (TLDR)

QuickBooks Online is the dominant US accounting platform with native payroll, strong inventory tracking, and a large accountant ecosystem. Plans start at $38/month for a single user. Time tracking requires the $75/month Essentials plan. Payroll is a separate add-on starting at $50/month plus $6.50 per employee. No proposals, no contracts, no client portal.

Xero is a cloud accounting platform with unlimited users on all plans, starting at $20/month. Multi-currency support arrives at the $80/month Established plan, compared to QuickBooks' $275/month Advanced plan. No native US payroll. Xero handles invoicing and reconciliation but stops at the accounting boundary. No proposals, no contracts, no client portal.

Key differences at a glance

Users: Xero has unlimited users on every plan. QuickBooks caps at 1, 3, 5, or 25 users per tier.
Multi-currency: Xero includes it at $80/month. QuickBooks locks it to the $275/month Advanced plan.
Payroll (US): QuickBooks has native payroll as an add-on. Xero has no native US payroll and requires Gusto or a third-party.
Time tracking: Both require a mid-tier upgrade: QuickBooks Essentials ($75/month) or Xero Established ($80/month).
Pricing: Xero's entry plan ($20/month) costs less than QuickBooks' entry plan ($38/month) but limits invoices to 20/month.
Integrations: Xero has 1,000+ apps in its marketplace. QuickBooks has 750+.

The verdict? QuickBooks fits US-based businesses that need payroll and strong inventory. Xero fits international teams and growing businesses that hit QuickBooks' user caps. Neither handles proposals, contracts, or client portals. If you need one platform that runs the complete client workflow, Plutio covers it for $19/month.

Start free today

Skip the comparison. Try Plutio free.

Proposals, contracts, projects, time tracking, invoicing, and white-labeled client portals. All connected for $19/month.

No credit card required

Plutio - Your entire business, one login away

4.6/5 Rating

4.4/5 Rating

4.6/5 Rating

Interface and ease of use

Both tools run in the browser. What's the learning curve for a freelancer or small team starting fresh with either platform?

QuickBooks Online

Guided setup with a large accountant and support ecosystem. QuickBooks Online runs through a browser with web, iOS, and Android apps. The onboarding flow walks through business type, bank connection, and chart of accounts setup. The interface uses a left-side navigation with categories that mirror standard accounting workflows. Most users connect a bank account and import transactions within the first session. QuickBooks has an extensive network of certified ProAdvisors, over 700,000 accountants globally who specialize in the software. The mobile app was updated in January 2026 and is generally rated well for on-the-go expense capture and invoice creation.

Web browser + iOS and Android apps
Guided onboarding for new businesses
700,000+ certified ProAdvisor accountants
30-day free trial, no credit card
User limits require plan upgrades (1, 3, 5, or 25 users)
Pricing has increased significantly since 2023

Xero

Clean interface with unlimited users included on every plan. Xero runs as a web application with iOS and Android apps. Setup connects a bank account and imports transactions for categorization. The interface uses a horizontal top navigation that new users often find harder to navigate than QuickBooks' sidebar layout. Xero's dashboard focuses on cash position, invoices owed, and bills to pay. The mobile app gets lower ratings than QuickBooks, with recurring reviews noting that key features available on desktop don't appear in the app. Customer support has no phone option. Email and chat support works, with response times varying widely.

Unlimited users on all plans
Web browser + iOS and Android apps
30-day free trial, no credit card
1,000+ apps in the Xero marketplace
Mobile app rated lower than QuickBooks across review platforms
No phone support, email and chat only

Invoicing and billing

Both tools invoice clients. Can they handle the full billing cycle: quotes, invoices, payment links, and overdue follow-ups?

QuickBooks Online

Invoicing across all plans with payment links and recurring billing. QuickBooks includes invoicing on every paid plan. The Simple Start plan ($38/month) allows one user to create invoices, add tax codes, and send payment links via QuickBooks Payments (Visa, Mastercard, ACH). Recurring invoices and billable expense tracking are on the Essentials plan. Progress invoicing, where clients pay in stages against an estimate, is on the Advanced plan. QuickBooks applies its own branding on invoices across all plans unless custom branding is added, available on Simple Start and above. Overdue invoice reminders are built in. The invoicing workflow ties to the bank feed and auto-reconciles when payment comes in.

Invoicing with payment links on all paid plans
QuickBooks Payments for credit cards and ACH
Recurring invoices on Essentials+ ($75/month)
Invoice reminders and overdue tracking
Progress invoicing only on Advanced ($275/month)
QuickBooks branding on invoices without customization

Xero

Invoicing on all plans, with quotes, payment terms, and online payment links. Xero includes invoicing on every plan. The Early plan ($20/month) limits invoices to 20 per month. Growing and Established have unlimited invoicing. Xero connects to Stripe, PayPal, and other payment gateways to add payment links directly to invoices. Quotes convert to invoices with one click. Invoice reminders send automatically when payment is overdue. Batch invoicing lets service businesses create invoices for multiple clients at once. Xero's invoice branding uses templates, but the level of customization is more limited than dedicated proposal tools. Invoicing on Xero doesn't connect to proposals or contracts. The billing starts after the work is already agreed upon and tracked.

Invoicing on all plans (capped at 20/month on Early)
Quotes that convert to invoices
Online payment links via Stripe, PayPal
Automatic invoice reminders
No progress invoicing
No proposals or contract workflow before invoicing

Time tracking and project management

Freelancers and agencies bill by the hour. Can either tool track those hours against projects and turn them into invoices without opening another app?

QuickBooks Online

Basic time tracking on Essentials+, project tracking on Plus. QuickBooks Essentials ($75/month) adds time tracking where users log hours against clients and projects, and those hours become billable line items on invoices. Project tracking with budget vs. actual reporting and job costing comes with the Plus plan ($115/month). QuickBooks Time is a separate, more capable time tracking product that integrates with QuickBooks Online, included with the Payroll Premium and Elite add-ons. For basic hourly billing, the native tracking on Essentials covers most freelancer use cases. For team scheduling, GPS tracking, or mobile clock-in, QuickBooks Time requires a separate subscription.

Time tracking on Essentials+ ($75/month)
Project tracking with budget vs. actual on Plus+ ($115/month)
Hours flow directly to billable invoices
QuickBooks Time available as separate add-on
No kanban boards, task dependencies, or deliverable tracking
QuickBooks Time is a separate paid product

Xero

Projects module on Established plan for time tracking and budget monitoring. Xero's Projects module comes with the Established plan ($80/month) and also available as a standalone add-on starting at $4/month on lower tiers. Projects lets users log time against tasks, track expenses against project budgets, and create invoices directly from logged hours. The project dashboard shows real-time cost vs. revenue for each project. The mobile app for Xero Projects is iOS and Android. Xero Projects covers the time-to-invoice workflow but doesn't include task boards, milestone tracking, client collaboration, or deliverable approvals. For service businesses, it connects tracked hours to billing but stops there.

Time tracking via Projects module (Established plan, $80/month)
Projects add-on available from $4/month on lower plans
Real-time budget vs. actual cost monitoring
Hours flow to invoices from the Projects module
No task boards, milestones, or client collaboration
No deliverable tracking or file sharing for clients

Payroll and HR

Running payroll alongside accounting removes a manual data transfer step. Does either tool include it, and what does it actually cost?

QuickBooks Online

Native US payroll as an add-on, tightly integrated with the ledger. QuickBooks Payroll connects directly to QuickBooks Online and calculates federal and state tax withholdings, files payroll taxes, and handles direct deposit. The Core plan adds $50/month plus $6.50 per employee per month. Premium adds $88/month plus $10 per employee and includes QuickBooks Time Premium for team scheduling. Elite adds $134/month plus $12 per employee, adds tax penalty protection, and includes QuickBooks Time Elite. Multi-state payroll filings add $12 per state per month (waived on Elite). For US businesses that need to run payroll and maintain a single general ledger, QuickBooks is the most integrated option on the market.

Native US payroll with automatic tax filing
Direct deposit on Core+ ($50/month + $6.50/employee)
Multi-state payroll (additional $12/state/month)
Same-day direct deposit on Elite plan
Payroll is always an add-on, not included in any base plan
Total cost can exceed $100/month before per-employee fees

Xero

No native US payroll. Requires a third-party integration like Gusto. Xero does not offer payroll for US users. Gusto is Xero's recommended payroll partner, starting at $49/month plus $6 per employee per month for the Simple plan. The integration syncs payroll journal entries back to Xero automatically, but the payroll system itself lives in Gusto. For non-US users, Xero offers native payroll in Australia, New Zealand, and the UK. For US-based businesses, the absence of native payroll means two separate platforms, two logins, and a sync dependency. If Gusto and Xero disconnect, payroll journal entries require manual entry until reconnected.

No native US payroll
Gusto integration recommended ($49/month + $6/employee)
Native payroll in Australia, NZ, and UK
Payroll journal entries sync automatically via Gusto
Two separate subscriptions and logins for US payroll workflow
Manual journal entry needed if sync breaks

Pricing and user limits

The plan structure determines what a growing team actually pays. User caps, feature gating, and add-on costs all affect the true monthly total.

QuickBooks Online

Per-plan user caps that force upgrades as teams grow. QuickBooks Simple Start allows one user. Essentials allows three. Plus allows five. Advanced allows 25 and also includes an unlimited time tracking add-on. An accountant gets one additional user slot on all plans at no extra cost. Users beyond the plan limit require upgrading to the next tier. For a 6-person team, Simple Start through Plus are all unavailable. The jump goes straight to Advanced at $275/month. QuickBooks runs promotional pricing at 50% off for the first 3 months for new customers. After the promotional period, full price applies. Prices have increased multiple times since 2022.

Simple Start: $38/month, 1 user
Essentials: $75/month, 3 users. Adds time tracking and multi-currency on some plans
Plus: $115/month, 5 users. Adds inventory, project tracking, and 1099s
Advanced: $275/month, 25 users. Adds custom roles and forecasting
No per-seat pricing. Must jump to the next full plan
Repeated price increases since 2022

Xero

Unlimited users on all plans, with flat monthly pricing. Xero's Early plan allows unlimited users at $20/month, but limits invoices to 20 per month and bills to 5 per month. Growing at $47/month has no transaction limits. Established at $80/month adds multi-currency (160+ currencies), expenses tracking, and the Projects module for time and project billing. Xero does not offer annual billing discounts in the US. Pricing is month-to-month only. For a 6-person team, Xero Growing at $47/month costs the same as for a 1-person team. The unlimited-user model is the main structural advantage over QuickBooks for growing teams.

Early: $20/month, unlimited users (20 invoices/month limit)
Growing: $47/month, unlimited users, unlimited invoices
Established: $80/month. Adds multi-currency, projects, and expenses
Same price regardless of team size
No annual billing discount (US market)
Early plan invoice limit (20/month) is restrictive for active businesses

Integrations and geographic fit

Accounting software rarely stands alone; it connects to payroll, CRM, payment processors, and project tools. Which platform fits where the business operates?

QuickBooks Online

750+ integrations with deep US-market focus and accountant ecosystem. QuickBooks connects with 750+ apps through the QuickBooks App Store. Native connections include PayPal, Square, Shopify, HubSpot, Salesforce, and most major US payment processors. TurboTax and Tax1099 integrations cover self-employed tax filing. The ProAdvisor network means any US accountant or bookkeeper is likely familiar with QuickBooks. QuickBooks is strongest for US-based businesses with US employees, US taxes, and USD billing. For businesses invoicing in multiple currencies or hiring internationally, the platform forces an upgrade to the $275/month Advanced plan before multi-currency becomes available.

750+ integrations in the QuickBooks App Store
Native PayPal, Square, Shopify, HubSpot, Salesforce connections
US tax compliance and 1099 management
700,000+ certified ProAdvisor accountants in the US
Multi-currency locked to Advanced plan ($275/month)
Less relevant for UK, Australia, or NZ-based businesses

Xero

1,000+ integrations with global reach and 160+ currency support at the mid tier. Xero's app marketplace includes 1,000+ integrations covering payroll (Gusto, ADP), CRM (Salesforce, HubSpot), e-commerce (Shopify, WooCommerce), and project management (Asana, Trello, ClickUp). The open REST API lets developers build custom connections. Multi-currency support for 160+ currencies arrives at the $80/month Established plan, which makes Xero the more cost-effective choice for businesses billing internationally. Xero has 4.6 million subscribers across 180+ countries and holds approximately 60% of the online accounting market in Australia and New Zealand. For US-only businesses with payroll needs, Xero requires additional subscriptions that close the cost gap with QuickBooks.

1,000+ integrations in the Xero App Store
Multi-currency (160+) at the $80/month Established plan
Open REST API for custom integrations
Dominant in UK, Australia, and New Zealand
No native US payroll, requires Gusto or ADP
Weaker US accountant ecosystem compared to QuickBooks

Start free today

Both tools stop at accounting. Plutio starts where accounting ends.

Proposals, contracts, project management, time tracking, invoicing, and client portals. All connected from $19/month.

No credit card required

4.6/5 Rating

4.4/5 Rating

4.6/5 Rating

QuickBooks vs Xero pricing breakdown

Xero costs less on entry and scales flat. QuickBooks costs more per plan but includes US payroll infrastructure and a stronger accountant ecosystem.

QuickBooks Online Pricing (2026)

Solopreneur: $20/month. 1 user. Self-employed workflows, mileage tracking, basic invoicing. No payroll.
Simple Start: $38/month. 1 user. Adds invoicing with payment links, expense tracking, bank feeds, basic reports.
Essentials: $75/month. 3 users. Adds bill management, time tracking, multi-user collaboration.
Plus: $115/month. 5 users. Adds inventory, project cost tracking, budgeting, 1099 management.
Advanced: $275/month. 25 users. Adds multi-currency, custom roles, revenue forecasting, priority support.

Payroll is a separate add-on: Core adds $50/month plus $6.50 per employee. Premium adds $88/month plus $10 per employee and includes QuickBooks Time Premium.

Xero Pricing (2026)

Early: $20/month. Unlimited users. 20 invoices/month limit, 5 bills/month, bank reconciliation, Hubdoc.
Growing: $47/month. Unlimited users. Unlimited invoices and bills, everything in Early.
Established: $80/month. Unlimited users. Adds multi-currency (160+ currencies), Projects, expenses tracking.

Xero has no native US payroll. Gusto integration starts at $49/month plus $6 per employee.

What growing teams actually pay

For a 6-person team needing time tracking and invoicing:

QuickBooks Essentials caps at 3 users, so a 6-person team needs Plus at $115/month (5 users) or Advanced at $275/month (25 users)
Xero Growing at $47/month covers unlimited users with full invoicing, no plan upgrade required

Once payroll is added, QuickBooks at Plus+Payroll Core runs approximately $165/month for 5 users plus per-employee fees. Xero at Growing+Gusto runs approximately $96/month plus per-employee fees. For US teams with payroll, the gap closes but Xero stays cheaper. All-in-one platforms like Plutio start at $19/month for proposals, contracts, projects, time tracking, invoicing, and client portals without accounting.

Which tool fits your business?

QuickBooks and Xero both handle accounting, but they suit different business profiles depending on location, team size, and payroll needs.

US-based small businesses with employees

QuickBooks is the default here. Native payroll integration, deep US tax compliance, 1099 management, and the ProAdvisor network make it the lowest-friction choice for businesses that need to run payroll alongside bookkeeping. Xero requires a separate Gusto subscription and introduces a sync dependency that QuickBooks avoids. For any US business with W-2 employees or contractors, QuickBooks reduces the number of systems involved.

Growing teams that keep hitting user limits

Xero has a structural advantage here. A 6-person team on Xero Growing pays $47/month regardless of headcount. The same team on QuickBooks needs the Advanced plan at $275/month to stay under one account. For agencies, consultancies, and service businesses where multiple team members need accounting access, Xero's flat pricing removes a persistent friction point.

International and multi-currency businesses

Xero's Established plan at $80/month includes 160+ currencies. QuickBooks requires the $275/month Advanced plan for multi-currency. For any business billing clients in USD and GBP, EUR, AUD, or other currencies, Xero costs $195 less per month for the same capability. For UK, Australia, and NZ-based businesses, Xero also includes native payroll that QuickBooks doesn't support.

Freelancers and sole proprietors billing hourly

Both tools handle basic hourly billing. QuickBooks Simple Start covers one user at $38/month with invoicing and payment links. Xero Early at $20/month covers one user with invoicing, though the 20-invoice limit constrains active freelancers. At the time-tracking level (QuickBooks Essentials at $75/month vs. Xero Established at $80/month), pricing is nearly identical. Neither tool handles proposals, contracts, or client-facing portals at any price.

Businesses that also need client management

Neither QuickBooks nor Xero handles the pre-accounting workflow: proposals, contracts, project tracking, and client communication. Service businesses manage client work in separate tools (Asana, HoneyBook, Dubsado) and export invoices into QuickBooks or Xero for accounting. Platforms like Plutio cover both workflows in one subscription.

What both tools are missing

QuickBooks and Xero are accounting platforms. Once the work involves winning clients, delivering projects, and managing ongoing relationships, both require significant supplementary tools.

No client proposals or contracts

Neither QuickBooks nor Xero has a proposal builder or contract management workflow. A business using either tool for invoicing still needs a separate proposal tool (PandaDoc, Better Proposals), a contract tool (DocuSign, HelloSign), and a way to connect them. Proposals created in PandaDoc don't talk to QuickBooks projects. Contracts signed in DocuSign don't create QuickBooks customers automatically. Someone has to copy the client name, project name, and billing details by hand every time.

No client portal

Clients don't log into either QuickBooks or Xero. Invoices go out by email. Status updates go out by email. Deliverables get shared through Dropbox or Google Drive. There's no branded portal where a client can see project status, approve work, and pay an invoice in one place. Service businesses that want to give clients a professional, self-serve experience use a separate tool on top of their accounting platform.

Project management stops at billing

QuickBooks Plus and Xero Projects both track time against projects for billing purposes. Neither has task boards, milestones, kanban views, or deliverable tracking. For a freelancer managing five active projects with different deliverable stages, both tools require a dedicated project management tool running alongside the accounting tool. Each project lives in two places at once.

CRM that's just a contact list

Both platforms have customer records attached to invoices and billing history. Neither has lead pipelines, contact activity timelines, or deal stages. A freelancer who wants to track prospects, schedule follow-ups, and manage proposals alongside client work needs a separate CRM. Neither QuickBooks nor Xero provides one.

What users do when accounting alone isn't enough

Most service businesses running on QuickBooks or Xero also run 3-5 other tools alongside the accounting platform. The question is whether those tools justify their cost and the time spent on handoffs.

The typical tool stack

QuickBooks or Xero for accounting and invoicing ($20-275/month)
PandaDoc or Better Proposals for proposals ($19-49/month)
DocuSign or HelloSign for contracts ($10-25/month)
Asana or ClickUp for project management ($7-19/user/month)
Toggl or Harvest for time tracking ($0-18/user/month)
Copilot or a custom portal for client access ($29-99/month)

A full stack runs $85-485 per month before per-user and per-employee costs. That's five or six logins, each with its own data that doesn't automatically sync with the others.

The handoff problem

A proposal accepted in PandaDoc creates a client in QuickBooks manually. A signed contract in DocuSign creates a project in Asana manually. Time tracked in Toggl exports to a CSV that gets imported into QuickBooks manually. Each of those manual steps takes 10-20 minutes and introduces the risk of discrepancies between systems. Across 20 clients per year, those handoffs consume 30-60 hours of admin time.

The one-platform alternative

Platforms like Plutio cover the workflow from proposal to paid invoice in a single system. A proposal accepted by the client creates a project automatically. Time tracked against tasks flows directly to an invoice. The client checks progress and pays through a branded portal on a custom domain. Plutio doesn't replace the accountant's general ledger (QuickBooks or Xero still handle the books), but it eliminates the multi-tool stack for everything between winning a client and issuing an invoice.

Final verdict: QuickBooks vs Xero

The right choice between QuickBooks and Xero depends almost entirely on geography, team size, and whether payroll is part of the requirement.

QuickBooks fits when:

The business is US-based and needs native payroll integration in the same system as the general ledger
1099 management, US tax compliance, and the ProAdvisor accountant network are priorities
The team is small (under 5 users) and won't hit user caps in the short term
Inventory tracking with FIFO costing or lot tracking is required

The cost: User limits force upgrades as teams grow. Multi-currency requires the $275/month Advanced plan. Time tracking and project cost tracking both require plan upgrades.

Xero fits when:

The business is based in or bills clients in the UK, Australia, or New Zealand
Multiple team members need accounting access and user caps would force expensive QuickBooks plan upgrades
Multi-currency billing across different countries is a requirement below the $275/month threshold
US payroll is handled through Gusto or another third-party and a direct QuickBooks integration isn't essential

The cost: No native US payroll adds a Gusto subscription. The mobile app gets lower ratings than QuickBooks. Add-on costs for expenses and projects add to the base price.

Consider a broader platform if:

Proposals, contracts, and client portals are part of the workflow alongside invoicing
Multiple tools are already running in parallel and manual handoffs between them consume hours each week
The primary business goal is winning and delivering client work, not bookkeeping

Note: Switching accounting platforms involves migrating transaction history, chart of accounts, and reporting. For businesses with years of data in QuickBooks or Xero, the migration effort is significant. Platforms like Plutio complement rather than replace accounting software by handling the pre-accounting client workflow.

The bottom line: QuickBooks for US payroll and the accountant ecosystem. Xero for unlimited users and international billing at a lower mid-tier cost. Neither tool handles proposals, client portals, or contracts. If the business spends as much time managing client relationships as recording transactions, the comparison table below shows how Plutio fills the gap.

Research & Sources

This comparison is based on official product documentation, user reviews across major platforms, and verified pricing data. All data was checked in February 2026.

Research methodology

Each platform was evaluated through official pricing pages, feature documentation, and analysis of user reviews on G2, Capterra, and Trustpilot. The focus was on facts verifiable from primary sources rather than marketing claims. Pricing was confirmed from official QuickBooks and Xero pricing pages. Negative review analysis drew on 1-3 star reviews where users describe specific limitations.

Platform ratings (February 2026)

QuickBooks Online: 4.0/5 on G2 (~3,667 reviews), 4.3/5 on Capterra (~8,330 reviews), 1.1/5 on Trustpilot (1,176 reviews, dominated by billing and support complaints)
Xero: 4.4/5 on G2 (~1,505 reviews), 4.4/5 on Capterra (~3,246 reviews), 4.1/5 on Trustpilot (10,530 reviews)
Plutio: 4.6/5 on G2 (200+ reviews), praised for all-in-one coverage and white-labeling

Common user complaints (from 1-3 star reviews)

QuickBooks users frequently mention: "Pricing has increased dramatically year over year," "Customer support has 6-hour hold times and agents don't know accounting," "Unauthorized charges after cancellation," "Forced migration from Desktop to Online with feature loss"

Xero users frequently mention: "No phone support and email responses take hours," "Bank feeds disconnect without warning," "Expenses module replaced with a worse paid add-on," "Mobile app is missing features that exist on desktop"

Pricing sources (verified February 2026)

QuickBooks Online: Official pricing page
QuickBooks Payroll: Official payroll pricing
Xero: Official pricing page
Plutio: Official pricing page

Feature verification

If you find any inaccuracies or outdated information, please let us know so we can investigate and update.

QuickBooks vs Xero vs Plutio: full feature comparison

See how all three platforms compare on invoicing, time tracking, user limits, payroll, and client management

PRICING Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Starting price	$19/month (Core plan)	$38/month (Simple Start), promo: 50% off for first 3 months	$15/month (Early plan, limited to 20 invoices and 5 bills per month)
Free plan	No free plan (7-day trial available)	No free plan (30-day trial)	No free plan (free first month on any plan)
Trial period	7-day free trial	30-day free trial	30-day free trial available
PROJECT MANAGEMENT Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Manage projects and tasks	Fully flexible project and task setup you can shape to your workflow	Basic project tracking (Plus plan and above, limited to budgets and time)	Xero Projects add-on for time and cost tracking (Established plan only, $78/month)
Project roles and permissions	Control exactly who can view or edit each part of a project	No project-level roles or permissions	Account-level roles only (Adviser, Standard, Invoice Only)
Multiple task boards	Unlimited boards to run parallel workflows in the same project	No Kanban, Gantt, or calendar views	No task boards
Embeddable project boards	Live project boards embedded into client portals or websites	No embeddable boards	No project boards
Sharable project boards	Read-only public links for sharing progress without risk	No sharable boards	No project boards
Project stages and milestones	Define custom project lifecycles for different types of work	No custom project statuses	No project stages or milestones
Connected proposals, contracts, and invoices	Everything related stays connected to the project automatically	Projects link to invoices and expenses (no proposals or contracts)	Projects link to invoices and expenses (no proposals or contracts)
Custom project data fields	Track, sort, filter, and report on custom project data	No custom project fields	No custom project fields
Kanban boards	Drag-and-drop tasks across customizable columns	No Kanban board	No kanban boards
Table view	Bulk-edit tasks like a spreadsheet	Transaction list view within projects	Transaction list view only
List view	Clean task lists with clear hierarchy	Transaction list view within projects	Transaction and project list views
Calendar view	See tasks and deadlines on a calendar	No calendar view	No calendar view
Gantt view	Plan work visually with task order and dependencies	No Gantt chart	No Gantt view
Subtasks	Break work down into multiple nested levels	No subtask support	Tasks within Xero Projects (no nested subtasks)
Email to task	Turn emails into tasks without manual copying	No email to task	No email-to-task feature
Task comments	Keep discussions tied directly to each task	No task management system	No task comment system
Task attachments	Store files directly on the task they belong to	No task management system	File attachments on transactions and projects
Task priorities	Define priority levels that fit your workflow	No task management system	No task priorities
Task labels & color coding	Use unlimited labels to visually organize tasks	No task management system	No task labels or color coding
Multiple task assignees	Assign tasks to one or multiple teammates	No task assignees	Assign tasks to team members in Xero Projects (Established plan only)
Task templates	Reuse task-level structures across projects	No task templates	No task templates
Task permissions	Control access at the individual task level	No task-level permissions	No task-level permissions
Task dependencies	Prevent work from starting out of order	No task dependencies	No task dependencies
Recurring tasks	Automate repeating work with flexible schedules	Recurring transactions only (not tasks)	Recurring transactions only (not tasks)
Custom task data fields	Add task-level fields for tracking custom details	No custom task fields	No custom task fields
TIME TRACKING Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Time tracking system	Easily track time using timers or manual entries	Built-in time tracking (Essentials plan and above)	Time tracking in Xero Projects (Established plan only, $78/month)
Task-level tracking	Log time directly against tasks and subtasks	Time tracked per service item and project (not per task)	Track time per task in Xero Projects (Established plan only)
Project-level tracking	See time spent per project and per client	Time tracked per project (Plus and Advanced plans)	Track time and costs per project in Xero Projects (Established plan only)
Billable time tracking	Clearly separate billable and non-billable time	Billable and non-billable time categorization	Billable and non-billable hours in Xero Projects (Established plan only)
Billable time invoicing	Turn tracked time into invoices without extra steps	Add billable time directly to invoices	Invoice billable time from Xero Projects (Established plan only)
Timesheet reports	View detailed time reports by task, project, or client	Detailed time reports available	Time reports in Xero Projects (Established plan only)
Team timesheets	See how each team member tracks their time	Team timesheets with weekly view (Essentials plan and above)	Team time tracking in Xero Projects (Established plan only)
PROPOSALS Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Create and send proposals	Create proposals clients can review, approve, and sign in one flow	Estimates only (not full proposals)	Quotes only (not full proposals)
Drag-and-drop proposal builder	Create custom, branded proposals without layout limits or code	No visual proposal builder	No visual proposal builder
Reusable proposal templates	Reuse proven proposal layouts across clients	Estimate templates available (not full proposals)	Quote templates available
Real-time proposal analytics	See exactly when proposals are opened and reviewed	No proposal view tracking	No proposal view tracking
Live messenger on proposals	Answer questions directly while clients review proposals	No in-proposal messaging	No in-proposal messaging
Proposal flow automation	Move from proposal to contract, invoice, or booking automatically	Estimate to invoice only	Quote to invoice conversion
Convert proposal to invoice	Create invoices directly from approved proposals	Convert estimates to invoices	Convert quotes to invoices
Packages and add-ons	Offer upsells and add-ons directly inside proposals	No packages or add-ons	No packages or add-ons in quotes
Interactive pricing tables	Let clients choose options before approving	Static pricing only	Static pricing only
Dynamic data and variables	Auto-fill proposal content with client and project data	Basic placeholders available	Basic placeholders on quotes
Expiration dates	Automatically expire proposals after a set date	Manual expiry dates on estimates	Manual expiry dates on quotes
PDF Export	Download as branded PDFs	PDF export included	PDF export for invoices, quotes, and reports
Reusable content blocks	Create reusable proposal sections you can reuse on demand	No reusable content blocks	No reusable content blocks
Legally binding e-signatures	Collect secure electronic signatures on proposals	Basic e-signature on estimates (DocuSign integration on Advanced plan)	No e-signatures
Custom proposal data fields	Create custom proposal data you can sort, filter, and report on	Custom fields on Advanced plan only	No custom quote fields
CONTRACTS Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Create and sign contracts	Create, send, and sign contracts in one continuous flow	QuickBooks Online does not handle contracts	No contract features
Drag-and-drop contract builder	Create fully custom contracts with flexible layouts, no code or formatting limits	No contract builder	No contract builder
Legally binding e-signatures	Collect secure signatures with audit trails and signer verification	No e-signatures on contracts	No e-signatures on contracts
Multi-signature / signees	Collect signatures from multiple people on the same contract	No multi-signature support	No multi-signature support
Reusable contract templates	Reuse contract structures to create new agreements faster	No contract templates	No contract templates
Auto-reminders automation	Automatically follow up until contracts are signed	No contract reminders	Automated invoice payment reminders
Dynamic data/variables	Auto-fill contract content with client and project data	No contract variables	No contract variables
Contract automation triggers	Trigger automated workflows the moment a contract is signed	No contract automation triggers	No contract automation
View notifications	See when contracts are opened and reviewed	Invoice and estimate view notifications only	Invoice and quote view notifications only
PDF download with signature certificate	Download signed contracts with official proof of signature	No contract signatures or certificates	No contract signatures
Custom signer data fields	Collect structured signer information during signing	No signer data fields	No signer fields
Custom contract data fields	Create custom contract data you can sort, filter, and report on	No contract features	No contract features
INVOICES & PAYMENTS Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Create invoices and get paid	Send invoices and collect payments in one connected flow	Full invoicing with online payments (credit card, ACH, Apple Pay, PayPal, Venmo)	Full invoicing with online payments (credit card, direct debit via GoCardless, PayPal via Stripe)
Fully branded invoices	Match invoices to your brand with custom logos, colors, and layout	Customizable invoice branding with logo, colors, and layout	Customizable invoice branding with logo, colors, and layout
Drag and drop invoice builder	Create custom invoice layouts visually without formatting limits	Template-based editor only	Template-based editor only
Customizable line items	Edit pricing, quantities, descriptions, and structure freely	Fully customizable line items with products/services catalog	Fully customizable line items with products and services catalog
Item or invoice discounts	Apply discounts at the item or full invoice level	Discounts supported	Discounts supported on invoices
Customizable taxes	Create tax rules that match your location and use case	Automated sales tax calculation	Automated sales tax calculation with custom rates
ACH payments	Accept bank transfers for lower-fee payments	ACH bank payments supported	ACH and direct debit payments via GoCardless integration
Stripe integration	Accept credit and debit cards instantly	QuickBooks Payments built-in (Stripe via third-party integration)	Stripe payment processing integration
Square integration	Collect in-person payments when needed	Square integration for sales sync (not direct invoice payments)	No Square integration
PayPal integration	Let clients pay using PayPal	PayPal and Venmo payments on invoices	PayPal payments on invoices via Stripe
Flexible partial payments	Collect deposits and split payments across milestones	Partial payments supported	Partial payments supported
Payment plans	Break invoices into scheduled installments	Recurring invoices only (no structured installment plans)	Recurring invoices only (no structured installment plans)
Automated recurring invoices	Automatically send invoices on a recurring schedule	Automated recurring invoices with flexible schedules	Automated recurring invoices with flexible schedules
Subscription management	Manage ongoing client subscriptions and billing	Recurring invoices only (no subscription portal)	Recurring invoices only (no subscription portal)
Automated payment reminders	Follow up automatically until invoices are paid	Automated late payment reminders	Automated late payment reminders
Reusable invoice templates	Reuse invoice layouts without rebuilding each time	Reusable invoice templates available	Reusable invoice templates available
Multiple currency support	Bill clients globally in their local currency	Multi-currency supported (Essentials plan and above)	Multi-currency on Growing plan and above ($42+/month)
Invoice automation triggers	Trigger automated workflows when invoices are sent or paid	Recurring transaction automation (custom workflows on Advanced only)	Recurring transaction automation and invoice reminders only
View notifications	See when invoices are opened and paid	Email notifications when invoices are viewed and paid	Email notifications when invoices are viewed and paid
Built-in expense tracking	Track project-related costs alongside invoices	Full expense tracking with receipt scanning, bank sync, and auto-categorization	Expense claims on Established plan only ($78/month). Receipt capture via Hubdoc on all plans
Invoice deposits	Collect upfront payments before work starts	Deposit invoicing supported	Deposit invoicing supported via partial payments
Auto-invoice billable time	Turn tracked time into invoices automatically	Add billable time directly to invoices	Invoice billable time from Xero Projects (Established plan only)
Custom invoice data fields	Create custom invoice data you can sort, filter, and report on	Custom fields on sales forms (3 fields on Plus, more on Advanced)	No custom invoice fields
INBOX Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Centralized unified inbox	Manage email, chat, and messages from one shared inbox	No unified inbox	No unified inbox
Full email integration	Connect and manage all your email accounts in one place	No email integration (notifications only)	No email integration (notifications only)
Embeddable live chat	Add real-time chat to your website and client portals	No live chat	No live chat
Instant direct messages	Message teammates privately without leaving your workspace	No direct messaging	No direct messaging
Contextual project conversations	Keep conversations tied directly to the project they belong to	No project messaging	No project messaging
Team channels	Create shared spaces for team-wide discussions	No team channels	No team channels
Customized channels	Organize channels by team, topic, or workflow	No channels	No channels
@mentions	Notify teammates instantly inside conversations	No @mentions	No @mentions
Message read receipts	See when messages are read	No read receipts	No read receipts
File sharing in chat	Share files directly inside conversations	No chat feature	No chat feature
Shared email inbox	Collaborate on incoming emails as a team	No shared inbox	No shared inbox
Inbox mobile app	Access and respond to messages on mobile	No inbox feature	No inbox feature
Email reply to inbox	Reply from your email client and keep conversations synced	No inbox feature	No inbox feature
FILES Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Store and manage files	Keep all client and project files in one organized place	File attachments on transactions (no centralized file manager)	File attachments on transactions (no centralized file manager)
Advanced folder organization	Organize files by project, client, or structure you choose	No folder organization	No folder organization
Folder permissions	Control who can view or edit folders	No folder permissions	No folder permissions
People folders	Group files by person when needed	No people folders	No people folders
Project folders	Keep files scoped to each project	Files organized within project transactions	Files organized within project transactions
In-app previews	Preview files instantly without downloading	Basic file previews for receipts and documents	Basic file previews for receipts and documents
Custom file data fields	Capture file metadata you can sort and filter	No custom file fields	No custom file fields
Built-in documents	Create and edit documents directly inside Plutio	No built-in document editor	No built-in document editor
Comments on files and docs	Leave comments directly on files and documents	No file comments	Notes on transactions (no file comments)
Bulk file actions	Move, tag, or manage many files at once	No bulk file actions	No bulk file actions
Files search & filter	Find files quickly using search and filters	Basic search across transactions	Basic search across transactions
External cloud sync	Sync files with Google Drive or Dropbox	Google Drive and Dropbox integrations	Hubdoc integration for receipt and document capture on all plans
Secure sharing controls	Restrict access with permissions or passwords	Account-level role-based access	Account-level role-based access
File sharing links	Share files externally with controlled access	No shareable file links	No shareable file links
SCHEDULING Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Schedule meetings	Let clients book meetings directly without back-and-forth emails	QuickBooks Online does not have scheduling	No scheduling features
Branded booking page	Build a fully branded, customizable booking system using a drag-and-drop editor	No booking pages	No booking pages
Advanced availability management	Define flexible availability rules applied automatically to bookings	No availability management	No availability management
Automatic buffer times	Add buffer time automatically between meetings	No buffer times	No buffer times
Multiple meeting types	Create unlimited booking types with different rules and setups	No meeting types	No meeting types
Calendar sync (Google/Outlook)	Two-way calendar sync that stays up to date automatically	No calendar sync for scheduling	No calendar sync for scheduling
Customizable booking confirmations	Fully customizable confirmation pages with no layout or branding limits	No booking confirmations	No booking confirmations
Redirect after booking	Send bookers anywhere after scheduling, not just a fixed thank-you page	No booking system	No booking system
Booking automation triggers	Trigger automated workflows the moment a meeting is booked	No booking automation	No booking automation
Smart meeting reminders	Send automatic reminders without manual follow-ups	No meeting reminders	No meeting reminders
Automatic timezone detection	Handle timezones automatically without manual adjustments	Account timezone setting only	Account timezone setting only
Paid appointments (Stripe/PayPal)	Collect payments during booking without extra steps	No paid appointments	No paid appointments
Custom booking forms	Build booking forms with full control over questions and layout	No booking forms	No booking forms
Minimum notice / daily booking limits	Set booking limits to control lead time and daily volume	No booking limits	No booking limits
Rescheduling and cancellation controls	Define flexible rules for rescheduling and cancellations	No scheduling controls	No scheduling controls
AUTOMATION Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Automated workflows builder	Build advanced workflows visually without code or rigid templates	Custom workflows (Advanced plan only, $275/month)	No workflow builder
Trigger-based workflows	Start workflows from real events across projects, clients, and payments	Bank rules and transaction triggers (custom workflows on Advanced only)	Bank rules and transaction matching triggers only
Schedule-based workflows	Run workflows on schedules you control, not fixed intervals	Recurring transactions only (no independent schedule workflows)	Recurring invoices and bills only
Multi-step workflows	Chain multiple actions into one continuous automation	Multi-condition workflows (Advanced plan only)	No multi-step automation
True/False branching	Create conditional paths instead of one-size-fits-all flows	Conditional approval workflows (Advanced plan only)	No conditional logic
Delay-based actions	Add precise timing between steps, down to minutes or days	Payment reminder delays only	Payment reminder delays only
Create & update records	Create, update, or move records automatically across the system	Auto-create recurring invoices and transactions	Auto-create recurring invoices and transactions
Move & duplicate records	Reorganize work automatically without manual cleanup	Duplicate estimates and transactions manually	Duplicate invoices and transactions manually
Delete & archive records	Automatically archive or remove records based on rules	Manual deletion and voiding only	Manual deletion and voiding only
API calls (webhooks)	Trigger or receive real-time events from external systems	Full REST API and webhooks via Intuit Developer Platform	Full REST API and webhooks via Xero Developer Platform
Send emails	Send automated emails tied to real workflow events	Automated invoice and reminder emails	Automated invoice and reminder emails
Post comments	Add notes or comments automatically where work happens	No automated comments	No automated comments
Complete automation logs	See exactly what ran, when, and why	Audit trail tracks all user actions and changes	Audit trail tracks all user actions and changes (History & Notes)
Auto-fill data/variables	Pass data between steps dynamically without manual mapping	Basic invoice placeholders	Basic invoice placeholders
Cross-entity connections	Run workflows that span projects, tasks, proposals, invoices, and more	Invoices link to projects and customers (limited cross-entity scope)	Invoices link to projects and contacts (limited cross-entity scope)
FORMS Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Create branded forms	Build fully branded forms that match your workflow and client experience	No form builder	No form builder
Drag-and-drop form builder	Design forms visually with full layout control, no code required	No form builder	No form builder
Reusable form templates	Reuse form structures without rebuilding from scratch	No form feature	No form feature
Custom form data fields	Collect structured data you can sort, filter, and report on	No form feature	No form feature
Smart conditional logic	Show or hide fields based on responses, not static forms	No form feature	No form feature
Instant email notifications	Get notified immediately when forms are submitted	Invoice and payment notifications only	Invoice and payment notifications only
Form automation triggers	Trigger automated workflows when a form is submitted	No form feature	No form feature
Embed forms	Embed forms anywhere without layout restrictions	No form feature	No form feature
Advanced field preferences	Control required, hidden, and default field behavior	No form feature	No form feature
Comprehensive field types	Collect text, files, dates, selections, and more	No form feature	No form feature
Form signature field	Collect legally binding signatures directly inside forms	No form feature	No form feature
File upload fields	Accept file uploads as part of form submissions	Receipt capture via mobile app (not form-based)	Receipt capture via Hubdoc (not form-based)
Redirect after submission	Send submitters to a custom next step, not a fixed thank-you page	No form feature	No form feature
CRM Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Manage clients and leads	Manage contacts and companies in one connected system	Basic customer and vendor contact management (no pipeline or lead tracking)	Basic contact management for customers and suppliers (no pipeline or lead tracking)
Full company management	Track organizations, not just individual contacts	Customer records for individuals and companies (basic info only)	Contact records for individuals and companies (basic info only)
Custom contact data fields	Collect and manage structured contact data you define	Custom fields on customers (all plans)	No custom contact fields
Complete activity timeline	See every interaction with a client in one place	Full transaction history per customer	Full transaction history per contact
Contacts labeling and grouping	Organize contacts flexibly without rigid pipelines	Customer types and sub-customers (no tags or segmentation)	Contact groups for batch invoicing and reporting (no tags or segmentation)
WIKI Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Comprehensive knowledge base	Create an internal wiki for processes, docs, and guides	No knowledge base	No knowledge base
Beautiful rich text pages	Write structured, formatted content without complexity	No rich text pages	No rich text pages
Unlimited nested pages	Build deep knowledge hierarchies without limits	No nested pages	No nested pages
Granular page permissions	Control exactly who can view or edit each page	No wiki feature	No wiki feature
DASHBOARDS Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Custom dashboards and pages	Build dashboards around what matters to you, not fixed metrics	Performance Center, custom reports, and Business Performance dashboard (Fathom removed July 2022)	Financial dashboard only (not customizable)
Drag-and-drop dashboard builder	Design dashboards visually with full layout control	No custom dashboard builder	No custom dashboard builder
Charts widget	Visualize data with customizable charts	Financial charts (P&L, cash flow, expense breakdown)	Financial charts (cash flow, income and expenses, aged receivables)
Metrics widget	Track key numbers without manual reporting	Key financial metrics displayed	Key financial metrics displayed on dashboard
Goals widget	Monitor progress toward defined goals	No goals widget	No goals widget
Notes widget	Add contextual notes directly to dashboards	No notes widget	No notes widget
Calendar widget	View upcoming events alongside work and metrics	No calendar widget	No calendar widget
Financial widgets	Track revenue and expenses in the same view	Comprehensive financial widgets (P&L, balance sheet, cash flow, A/R, A/P)	Comprehensive financial widgets (P&L, balance sheet, cash flow, aged receivables, aged payables)
BRANDING Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
White-label and branding	Run the entire platform under your brand	Branding on invoices only (cannot remove QuickBooks branding)	Branding on invoices only (cannot remove Xero branding)
Custom interface theme	Apply your brand colors across the system	Color themes on Deliver+ (no Free plan theme customization)	No interface customization
Stylesheet customization	Fine-tune styling beyond basic theming	No custom CSS	No CSS customization
Custom login/signup pages	Use branded authentication pages instead of generic screens	No custom login pages	No custom login pages
Email branding	Send all system emails with your branding	Logo on emails (limited customization)	Logo on invoice emails (limited customization)
Custom brand fonts	Use your own fonts throughout the platform	No custom fonts	No custom fonts
Custom brand logos	Replace all platform logos with your own	Logo upload on invoices and sales forms	Logo upload on invoices and sales forms
Custom domain name	Run everything on your own domain	No custom domain	No custom domain
Custom email SMTP	Send emails from your own email infrastructure	No custom SMTP	No custom SMTP
Full workspace embedding	Embed Plutio directly into your website or product	No workspace embedding	No workspace embedding
CUSTOMIZATION Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Flexible workspace setup	Shape the platform to match how your business works	Fixed workspace structure	Fixed accounting workspace
Main menu editor	Add, remove, or reorder navigation items freely	Dashboard report tiles can be rearranged (limited menu control)	No menu customization
User-based menus	Show different navigation for different roles	Menu varies by user role (not customizable)	Menu varies by user role (not customizable)
Custom user roles	Create role types beyond preset permissions	Custom roles on Advanced plan only ($275/month)	Fixed roles (Adviser, Standard, Invoice Only, Read Only)
Advanced user permissions	Control access at a granular level	Role-based permissions (custom roles on Advanced plan only)	Role-based permissions (fixed roles, not customizable)
SSO / OAuth	Support enterprise-grade single sign-on	No SSO for end users (OAuth 2.0 for API only)	No SSO for end users (OAuth 2.0 for API only)
INTEGRATIONS Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Connect with other tools	Integrate with external systems without lock-in	800+ integrations in the QuickBooks App Store	1,000+ integrations in the Xero App Store
Zapier integration	Connect to thousands of apps without custom code	Zapier integration supported	Zapier integration supported
Make.com integration	Build advanced automation scenarios visually	Make.com integration available	Make.com integration available
Pabbly Connect	Connect services without usage-based limits	Possible via API	Possible via API
Full REST API access	Build custom integrations with full system access	Full REST API via Intuit Developer Platform	Full REST API via Xero Developer Platform
Incoming & outgoing webhooks	Send and receive real-time events	Webhooks supported via developer platform	Webhooks supported via developer platform (contacts and invoices)
PLATFORM Collapse	Plutio 198/199	QuickBooks Online 43/199	Xero 34/199
Mobile apps	Access your business from native mobile apps	iOS and Android apps with receipt scanning and mileage tracking	iOS and Android apps with invoicing, bank reconciliation, and expense claims
iOS app	Full-featured iPhone app	Full iOS app available	Full iOS app available
Android app	Full-featured Android app	Full Android app available	Full Android app available
Mac desktop app	Native macOS app for desktop workflows	No Mac desktop app (QuickBooks Online is web-based only)	No Mac desktop app (web-based only)
Windows desktop app	Native Windows app for desktop workflows	No Windows desktop app (QuickBooks Online is web-based only)	No Windows desktop app (web-based only)

Try Plutio free

QuickBooks vs Xero: frequently asked questions

Is QuickBooks or Xero better for small business?

QuickBooks fits US-based small businesses that need native payroll and work with US accountants familiar with the platform. Xero fits small businesses with more than 5 users, international billing needs, or teams based in the UK, Australia, or New Zealand. Both handle standard accounting workflows. The main trade-off is QuickBooks' user caps versus Xero's lack of native US payroll.

Does Xero have a free plan?

Xero offers a 30-day free trial with no credit card required. There is no permanent free plan. After the trial, the lowest paid tier is Early at $20/month, which includes unlimited users but limits invoices to 20 per month and bills to 5 per month.

Does QuickBooks have a free plan?

QuickBooks offers a 30-day free trial on the selected plan. There is no permanent free plan. Simple Start begins at $38/month for one user. New customers often receive 50% off for the first 3 months as a promotional offer before full pricing applies.

Can Xero handle US payroll?

No. Xero has no native payroll for US users. The recommended approach is integrating Xero with Gusto, which starts at $49/month plus $6 per employee per month for the Simple plan. The integration syncs payroll journal entries into Xero automatically, but the payroll calculation, tax filing, and direct deposit happen entirely in Gusto.

How many users does QuickBooks allow per plan?

QuickBooks Simple Start allows 1 user. Essentials allows 3 users. Plus allows 5 users. Advanced allows 25 users. Each plan also includes 1 accountant user at no extra cost. Teams larger than the plan limit must upgrade to the next tier. There is no per-seat add-on for additional users on existing plans.

Does Xero have a user limit?

No. All Xero plans include unlimited users with no per-seat pricing. A 10-person team and a 1-person team pay the same monthly rate on the same plan, making Xero more cost-effective than QuickBooks for teams that would require plan upgrades to accommodate additional users.

Which is better for multi-currency billing, QuickBooks or Xero?

Xero. Xero includes multi-currency for 160+ currencies on the Established plan at $80/month. QuickBooks locks multi-currency to the Advanced plan at $275/month. For any business billing clients in more than one currency, Xero costs $195/month less for the same capability.

Does QuickBooks or Xero have time tracking?

Both have time tracking at mid-tier plans. QuickBooks adds basic time tracking at the Essentials plan ($75/month). Xero adds time tracking through the Projects module at the Established plan ($80/month), or via a Projects add-on for lower tiers starting at $4/month. Both let users log billable hours against projects and create invoices from tracked time.

Can QuickBooks or Xero create proposals?

Neither tool has a proposal builder. Both are accounting platforms. Invoicing starts after the work is agreed upon and in progress. Freelancers and service businesses use separate tools like PandaDoc, Better Proposals, or HoneyBook for proposals, then transfer the client data into QuickBooks or Xero once the project starts. Platforms like Plutio include proposals that auto-create projects when the client signs.

Does QuickBooks or Xero have a client portal?

Neither QuickBooks nor Xero has a client-facing portal. Invoices go out by email and clients pay through a payment link. There is no shared workspace where clients check project status, access deliverables, or communicate with the service provider. Plutio includes a white-labeled client portal on a custom domain where clients check project status, approve work, and pay invoices without sending a single email.

Is QuickBooks or Xero better for freelancers?

For sole proprietors doing basic bookkeeping, Xero Early at $20/month costs less than QuickBooks Simple Start at $38/month. Both cover invoicing, expense tracking, and bank reconciliation. Neither handles proposals, contracts, or client portals. For freelancers whose main challenge is winning clients and getting paid rather than bookkeeping, Plutio covers proposals, contracts, time tracking, and invoicing in one place starting at $19/month.

What do users complain about with QuickBooks?

The most common complaints in 1-3 star reviews include repeated price increases (several users report 200%+ increases since 2022), long customer support hold times, unauthorized charges after cancellation, and features locked behind higher-tier plans. The QuickBooks Trustpilot score of 1.1/5 reflects these service issues. The G2 score of 4.0/5 and Capterra score of 4.3/5 are more representative of the software experience itself.

What do users complain about with Xero?

The most common complaints include no phone support (email and chat only), bank feeds that disconnect without warning, the expenses module being replaced with a paid add-on that has fewer features, and a mobile app with less functionality than the desktop version. Approximately 46% of Xero users rate the value negatively after accounting for add-on costs for projects, expenses, and payroll.

Can QuickBooks and Xero integrate with each other?

QuickBooks and Xero are competing platforms and don't have a direct native integration. Businesses migrating from one to the other typically use a migration tool or export data as CSV files for re-import. Third-party tools like Zapier or dedicated migration services handle data transfer between platforms. Most businesses choose one platform and stay on it. The migration cost makes switching worthwhile only when a structural mismatch, like hitting user caps or needing multi-currency, cannot be solved by staying on the current plan.

Which is cheaper, QuickBooks or Xero?

Xero is cheaper at the entry level ($20/month vs. $38/month for QuickBooks Simple Start) and for growing teams (Xero Growing at $47/month covers unlimited users vs. QuickBooks' $275/month Advanced for 25 users). QuickBooks becomes comparably priced or cheaper once Xero's Gusto payroll subscription is added to reach the same workflow. For businesses without payroll needs, Xero is consistently cheaper at equivalent feature levels.

Start free today

Plutio handles what accounting software doesn't.

Proposals that convert to projects, contracts with e-signature, time tracking that flows into invoices, and clients who pay through a branded portal. From $19/month.

No credit card required

4.6/5 Rating

4.4/5 Rating

4.6/5 Rating