Your choice of accounting software is governed by many things, not least by what’s actually available at the time. Twenty years ago, or even ten, the options were slim, and QuickBooks Desktop would have been a solid choice for many businesses. Times, however, move on.
In October 2021, Intuit officially ended support for QuickBooks Desktop in the UK, with no updates beyond 2021 and online and telephone support only sticking around until January 2023. It had a good run, though, from its launch in 1992 in the US (and 1998 in the UK) to becoming the dominant market player in the US and a major force here too.
“So why the change then?” we hear you ask… Because of Making Tax Digital (MTD).
Changes to the tax regime have brought about the demise of desktop software, and developers like Intuit have reacted by pushing their online platforms instead. This means you would have seen a lot more promotion for QuickBooks Online than before. However (and we can’t stress this enough), don’t assume that QuickBooks Online is the obvious replacement if you were a QuickBooks Desktop user! They may share a similar name and the same colour scheme, but they are very different apps…
Because of this – you having to learn how to use a new app anyway – this is a great time to shop around and see what else is out there.
If you’re wondering, “What’s the best app to replace QuickBooks Desktop in 2025?” or even simply “What’s the best accounting software app in 2025” or “What’s the best accounting software for business in 2025” here is your chance to review and choose the best app that fits your needs.
Which accounting app should you go for?
The end of QuickBooks Desktop means you get to look at the full field with fresh eyes. And what’s more is that it’s 2025! There is no shortage of options which are all MTD-compliant, cloud-based, and aimed at businesses just like yours.
So what’s the best app to replace QuickBooks Desktop? As accountants who work with these apps daily (Spoiler: we still love Xero!), here are our top 6 recommendations. Just remember, the right choice is whatever fits your needs best and what gives you and your business the best result.
- Xero (our top recommendation)
With well over 1 million UK users, Xero is still the market leader in cloud accounting. It offers a full, all-around package, plenty of integrations, and is continually improving. It has a range of pricing from £7/m upwards and the standard price is now £33/month + VAT.
Our opinion: Still our go-to choice for most businesses, as it is the market leader for a reason. It does the job and does it well.
| Want to know more about Xero? Or need help with implementing the software and training your staff? Get in touch with us for support. We are Xero gurus and would love to help. |
- QuickBooks Online
Still hanging on as the second biggest name in the UK, QBO has a solid feature set and integrates with a wide range of other apps. The standard pricing is currently £33/month + VAT.
Our opinion: You’ll either love it or hate it; this is still a marmite app.
- FreeAgent
FreeAgent now has over 150,000 UK subscribers. It’s not quite as comprehensive as Xero, but it’s very user-friendly. Prices range from £19 to £33/month + VAT, depending on your business type, or completely free if you bank with NatWest, Mettle, Ulster Bank or RBS.
Our opinion: If you can get it free, great. If not, Xero is still better value for money.
- KashFlow
KashFlow was an early mover in the cloud accounting world, but it hasn’t grown at the same rate as the others. Still a decent option, but the user base remains small. The cost is currently £25.50/month + VAT
Our opinion: Other apps have overtaken it in features and support. It’s worth a look, but it’s not our top pick.
- FreshBooks
FreshBooks is a North American import that’s made some inroads in the UK. Pricing depends on your needs, from £7.50/month for entry-level up to £32/month + VAT for more functionality. Charges increase with more users making it expensive for businesses with staff.
Our opinion: Good for freelancers and very small businesses. Larger or growing businesses may want more flexibility elsewhere.
- Sage Business Cloud Accounting
Not to be confused with Sage 50 or the older Sage desktop options. Sage Accounting is aimed at small businesses, and while it’s improved, take-up among accountants is still limited. The price is currently from £15/m for entry level, then standard is £30/m and £59/month + VAT for the plus level.
Our opinion: Better than it used to be, but too much money for limited functionality and we’d still recommend Xero or even QBO first.
- Zoho Books
Zoho is an interesting package and again is aimed at small businesses. Take up among accountants is very small because getting information out of the app for year end and tax purposes is quite awkward. The price is currently £12/m for starter rising to £20/m for professional and £30/month + VAT for premium. Additional users are £2/m and there are lots of additional extras that make this a more expensive package than others.
Our opinion: Better than Sage, about as good as Freeagent, but honestly we’d still recommend Xero first for better value and functionality.
So, what’s the best app to replace QuickBooks Desktop?
When looking for a replacement for QuickBooks Desktop, don’t just assume Quickbooks Online is the natural next step. Like we said previously, if you’re going to have to learn something new anyway, this is the ideal time to look around and find the app that actually fits your business.
From working with hundreds of clients making this switch, we like to think we have some wisdom when it comes to helping you choose the best app, and in our opinion, Xero is still the best option. It’s reliable, easy to use, MTD-compliant, and constantly improving.
That said, however, we know there’s no one-size-fits-all solution, so the right answer is the app that suits your needs the best. Depending on your business type, structure, and budget, one of the other apps above might suit you better.
The important thing to remember is to act before you’re forced to! You’ve got choices, so don’t wait until the eleventh hour to make your move.
| Need help picking the best app to replace QuickBooks Desktop for your business? Or just want some no-jargon advice from accountants who actually use this stuff? Get in touch! We’ll help you find the best fit and make the switch as painless as possible. |
