Expert reviews and guidance to find the software that fits your workflow
Short answer: when Excel starts costing you time, accuracy, or peace of mind.
Excel works surprisingly well in the very early stages — especially if you have low transaction volume and simple income.
But the moment you find yourself:
– Repeating the same manual entries every month
– Chasing invoices or forgetting who has paid
– Struggling to reconcile bank balances
– Feeling unsure whether your numbers are actually correct
From my experience, most small businesses outgrow Excel earlier than they think, usually when income becomes inconsistent, expenses grow, or tax reporting starts to feel stressful. Accounting software doesn’t just replace spreadsheets — it creates structure, reduces human error, and gives you clarity in real time. If Excel feels like a workaround instead of a solution, it’s time to switch.
Short answer: You can absolutely do your own bookkeeping — if your business is simple and you’re willing to learn the basics.
Many solopreneurs and freelancers successfully manage their own books using modern accounting software. These tools are designed for non-accountants and can handle invoicing, expense tracking, and basic reports very well.
That said, bookkeeping and accounting are not the same thing. Bookkeeping is day-to-day record-keeping. Accounting is interpretation, tax strategy, compliance, and planning.
A prevalent (and smart) approach is:
– You handle the bookkeeping
– An accountant reviews or files taxes periodically
This keeps costs down while still protecting you from costly mistakes. If your business grows, adds employees, inventory, or multiple income streams, professional help becomes more important — not because you failed, but because you scaled
Short answer: Choosing software based on features instead of workflow.
I see this all the time. Business owners compare long feature lists and assume “more” means “better.” In reality, the best accounting software is the one you’ll actually use consistently.
Common mistakes include:
– Buying overly complex software “for the future.”
– Choosing what’s popular, not what fits your business model
– Ignoring how invoices, payments, or expenses really flow in your business
– The result? Frustration, unused features, and eventually starting over.
– The smartest choice is software that matches your current needs, feels intuitive, and
can grow with you, not one that overwhelms you on day one.
Short answer: It’s helpful — but it shouldn’t be the only deciding factor.
If you already have an accountant, using software they’re familiar with can make collaboration easier. However, you are the one working in the system day-to-day, not them.
From experience, problems arise when:
– The software is accountant-friendly but owner-unfriendly
– You avoid bookkeeping because the system feels complicated
– You rely entirely on your accountant for basic information
Ideally, choose software that you understand and feel comfortable using, and confirm that your accountant can work with it (most professionals support multiple platforms). Good software should empower you — not lock you out of your own financial data.
Short answer: You can switch mid-year — and in many cases, you should.
There’s a myth that you must wait until January. In reality, modern accounting software makes mid-year transitions very manageable, especially if your books are clean.
You might consider switching mid-year if:
– Your current system is slowing you down
– You’ve outgrown Excel or basic tools
– You’re making frequent manual corrections
– You’re dreading bookkeeping every month
The key is to transition cleanly, with opening balances and proper documentation. Waiting just to “finish the year” often means six more months of frustration and errors.
Short answer: More than most people expect — but not overnight.
At first, there’s a learning curve. You’ll spend time setting things up and understanding the workflow. That’s normal.
Once established, most small business owners save:
– Several hours per month on data entry and reconciliations
– Significant time chasing invoices and payments
– Mental energy from not second-guessing their numbers
In my experience, the biggest time saver isn’t automation — it’s clarity. When your financial information is organized and up to date, decisions take minutes instead of days.
I’m here to help! Please visit my Contact page to send me your questions, and I’ll provide personalized guidance based on your business needs.