If you're running a small or midsized business, you're no stranger to the need for solid financial and operational management tools. But when growth brings new challenges, you might wonder: "Is QuickBooks enough to handle my business's expanding needs, or should I consider a more advanced solution like Acumatica Cloud ERP?”
This is a crucial question, especially for companies reaching a tipping point where manual processes, limited visibility, and scalability concerns with QuickBooks might be holding them back.
In this article, we’ll explore the key differences between QuickBooks and Acumatica Cloud ERP. By understanding their strengths, limitations, and intended audiences, you can decide which platform aligns best with your needs and growth plan.
QuickBooks: An accessible accounting solution for small businesses
Owned by Intuit, QuickBooks is a popular accounting software designed for small businesses. It’s an intuitive tool that gives non-accountants essential features for bookkeeping, tax preparation, invoicing, and more.
This information is for the QuickBooks Online version.
What it is: Accounting software
Years in business: 28+
Global customers: 6.5M globally
QuickBooks products:
- Accounting (base product; available in four tiers)
- Bookkeeping (+$)
- Payroll (+$)
- Contractor Payments (+$)
- Time Tracking (+$)
- Payments & Banking (+$)
(+$) = additional costs
Key features listed on the QuickBooks's website:
- Expense tracking
- Invoicing
- Tax preparation
- Bill paying
- Reporting
- Mileage tracking
- Project management
- eCommerce management
- Digital payments
- Banking directly with QuickBooks
Pros of QuickBooks that could benefit your business
Easy to use: QuickBooks is designed with small business owners in mind, offering an intuitive interface requiring minimal training to get started.
Affordable pricing: Plans begin at $35/mo.*. There are no annual contracts. You can cancel at any time. *Based on pricing at the date of publication.
Free trial: A 30-day free trial can equal one month free if you continue with your plan. A credit card is required.
Cloud-based solution: You can access QuickBooks from anywhere and manage real-time transactions, reports, and reconciliations.
Broad integration ecosystem: Over 700 integrations with third-party applications, like eCommerce platforms and inventory management apps, provide flexibility for customization.
Large user community and resources: An extensive network of certified bookkeepers, online forums, video tutorials, and other resources is readily available.
Cons of QuickBooks that may hold your business back
Limited scalability: QuickBooks caps its user base at 25. That number is for the more expensive Advanced plan. Other tiers start at one user and go up to five.
Restricted functions for in-depth needs: The platform struggles with advanced tasks like handling multicurrency transactions, branch-level management, and complex revenue models.
Add-on complexity: While integrations are available, relying on third-party tools to fill gaps in core functionality can create fragmented systems that are difficult to manage.
Basic reporting capabilities: Customizable reports are limited without using external tools or exporting data to spreadsheets, which hinders advanced forecasting and analysis. Errors are more likely when data is entered and moved manually.
Support costs extra: Although tutorials and online resources are provided, personalized support is an additional cost, and setup help is limited to the first 30 days via a virtual session.
Acumatica Cloud ERP: A comprehensive solution for growing businesses
Acumatica is a cloud-native enterprise resource planning (ERP) solution for small to midsized businesses, including construction, manufacturing, distribution, retail, and eCommerce. It offers tools that extend far beyond accounting, enabling end-to-end business management.
What it is: ERP software
Years in business: 17+
Global customers: 10,000+ globally
Acumatica product focus:
- General Business
- Distribution
- Manufacturing
- Retail
- Construction
- Professional Services
Key Acumatica features available:
- Advanced financials (GL, AP, AR, cash management, tax, etc.)
- Advanced expense management (+$)
- General ledger
- Accounts payable with AP automation (+$)
- Accounts receivable, credit management, and collections
- Cash management
- Reporting
- Dashboards
- Tax management
- Time management
- Acumatica Payments
- Microsoft Teams integration
- Sales order management
- Acumatica CRM (+$)
- Purchase order management
- Requisition management
(+$) = additional costs
Each Acumatica edition can be upgraded with additional features at an extra cost, including add-on modules from Acumatica or third parties. A list of features is on the Acumatica website.
Looking for more answers about ERP platforms?
Download our free eBook, The Hitchhiker’s Guide to ERP Platforms,
to explore everything you need to know about choosing the right solution for your business. From key features to common questions, this guide has you covered.
Pros of Acumatica that may help your business grow
Scalable, with unlimited users: Acumatica supports unlimited users, making it a strong choice for businesses with larger teams or complex organizational structures.
End-to-end business management: Acumatica goes beyond accounting to include features like real-time inventory management, project accounting, CRM, eCommerce integration, and AI-powered automation.
Personalized functionality: Businesses can tailor workflows, dashboards, and reports with low-code/no-code tools, ensuring the system meets unique operational needs.
Continuous innovation: Regular updates, delivered twice a year, ensure Acumatica stays current with technological advancements and industry needs.
Rich partner ecosystem: The Acumatica Marketplace offers hundreds of integrations. Implementation partners provide hands-on support to customize the system during and after deployment.
Cloud-native flexibility: Acumatica is built for cloud operations, providing real-time data access across devices for on-the-go management.
Cons of Acumatica to consider before you make a move
Higher cost: Acumatica’s pricing model is consumption-based and reflects its robust capabilities, often placing it in a higher cost bracket than simpler systems like QuickBooks.
Steeper learning curve: The depth and breadth of features may require significant training and adjustment for teams new to an ERP system.
Partner dependency: Implementation and support are managed through Acumatica's partner network. Acumatica handles matchmaking between companies and a suitable ERP partner. This gives businesses less control over choosing their provider. (Companies can choose their ERP partner first and work through them for Acumatica licensing. Curious about how it works when you partner with Stellar One? Check our our process and benefits.)
Annual contracts: Acumatica operates on a yearly contract basis, requiring a longer-term commitment.
In-depth setup: Configuring Acumatica to suit a business’s specific needs takes time and expertise. The time required varies depending on the partner's process and the company's availability to complete the necessary steps with its team.
At-a-glance comparison of QuickBooks vs. Acumatica Cloud ERP
| FEATURE | QUICKBOOKS | ACUMATICA CLOUD ERP |
| Primary Use Case | Basic bookkeeping | Advanced business management |
| Scalability | Limited | High |
| User Limit | 25 | Unlimited |
| Integrations | 700+ | 230+ |
| Reporting | Minimal | Customizable |
| Costs | $ - $$ | $$ - $$$$ |
Choosing the right path forward: QuickBooks vs. Acumatica for business growth
It's clear that QuickBooks supports smaller teams with basic accounting needs. However, QuickBooks's limitations become more apparent as a business scales.
Looking ahead, the decision between QuickBooks and Acumatica depends on your vision for growth and the operational complexities you anticipate managing.
Whether you leverage Acumatica’s comprehensive ERP capabilities for scalability or continue with QuickBooks for simplicity and affordability, the choice is rooted in your unique business trajectory.