What Is QuickBooks Used For? 30+ Benefits Explained 

QuickBooks has become a staple for most businesses because it was the first one to bring the concept of easy-to-use accounting software and simplicity of use for non-accountants. 

That’s why it’s still the go-to today; whether you’re sending invoices, tracking expenses, running payroll, or prepping for tax season, QuickBooks keeps the numbers under control.

But beyond the basics, what’s QuickBooks used for, really? Why do so many businesses stick with it?

In this guide, we’ll get to know about the functions of QuickBooks across its different versions (Online, Desktop, Payroll, and more), explore who it’s best suited for, and learn 30+ practical benefits that show why it remains a go-to platform for businesses of all sizes.

If you’re deciding whether QuickBooks fits your needs or just want to get more out of the tools you already use, this blog is the only resource you’ll need to get the clarity and context you are looking for.

All QuickBooks Products Explained

QuickBooks isn’t just “accounting software” anymore. It’s grown into a full stack of tools, whether you’re tracking mileage as a freelancer, running payroll for a dozen employees, or selling products across Shopify and Amazon. Here’s what each version does, why it matters, and who it’s actually good for.

Intuit Quickbooks Online

If you want to manage your business from your laptop or phone, Quickbooks Online is the one. Everything’s cloud-based, invoicing, expenses, reports, and you can easily share access with your bookkeeper or accountant. It also connects with tons of apps, which makes automating stuff way easier.

Best For: Freelancers, small businesses, and teams working remotely or across locations.

QuickBooks Desktop (Pro, Premier, Enterprise)

QuickBooks Desktop is the old-school, download-and-install version. But it’s still around for a reason — it handles more complex needs like advanced inventory, job costing, and custom reporting. If your business doesn’t need cloud access but does need heavy tools, it’s worth a look. Enterprise even supports up to 40 users.

Best For: Manufacturers, contractors, and growing businesses that need deep features and control.

QuickBooks Self-Employed

Built specifically for solo workers who mix business and personal expenses, think Uber drivers, consultants, and Etsy sellers. It helps you separate everything out, log mileage, and prep for quarterly taxes. You won’t find fancy features here, but that’s the point.

Best For: Side-hustlers, solopreneurs, and gig economy workers who just want the basics done right.

QuickBooks Payroll

Running payroll is messy if you’re doing it manually. This tool automates most of it, calculates pay, files payroll taxes, handles benefits, and makes direct deposits happen. Works on its own or connects to other QuickBooks products if you want it synced.

Best For: Teams with employees that want payroll done without jumping into multiple tools.

QuickBooks Live Bookkeeping

This isn’t software. It’s a real person who helps you clean up your books and keep things organized every month. Especially useful if you’re behind or just don’t want to deal with day-to-day bookkeeping. Not a full-service accountant, but solid backup when you need it.

Best For: Business owners who don’t want to DIY their books but don’t want to hire in-house either.

QuickBooks Commerce

Quickbooks for eCommerce is helpful if you sell physical products online. With this, you keep track of orders, stock levels, suppliers, and sync it all across places like Amazon, Etsy, and Shopify. With this, you don’t need to copy things into spreadsheets, and you won’t loose track of your inventory.

Best For: Online sellers who are dealing with multiple channels and want to manage their inventory and supplier management better.

QuickBooks Time (formerly TSheets)

It’s a smart time-tracking app. Employees clock in from their phones; you can use GPS or geofencing, and it syncs directly into payroll. You can use it for both when you have teams with or remote work, as it helps clock billable hours.

Best For: Businesses with people working outside the office, field service crews, and hourly staff.

Which QuickBooks Version Is Right for You?

Version	Use Case	Platform	Pricing Range*	Ideal Industry Fit
QuickBooks Online	Cloud-based accounting	Web, Mobile	$30–$200/ month	Startups, SMBs, remote teams
Desktop Pro/Premier	Local install with strong features	Windows/ Mac	$550–$1,340/ year	Retail, manufacturing, services
Desktop Enterprise	Scalable, advanced functionality	Windows	$1,740+/ year	Large businesses, inventory-heavy
Self-Employed	Freelancers and solopreneurs	Web, Mobile	$15–$35/ month	Contractors, creatives, gig work
Payroll	Employee pay & tax filing	Add-on	$45–$125/ month	Any with salaried/hourly staff
Live Bookkeeping	Bookkeeping help from experts	Online	$200+/ month	Businesses needing catch-up help
Commerce	Inventory & sales management	Online	Custom pricing	E-commerce, retail
QuickBooks Time (TSheets)	Employee time tracking	Web, Mobile	$20 base + $8/user	Field teams, hourly work

*Pricing as of 2025, subject to change per plan and region.

By offering such a diverse suite, the benefits of QuickBooks go far beyond simple bookkeeping. It has slowly become a central financial operating system for businesses of all shapes and sizes.

Is QuickBooks the best for small businesses like yours? Read our Quickbooks vs Xero comparison blog to find out! 

What Is QuickBooks Used For? 10 Core Functions That Powers Businesses

Wondering what’s QuickBooks used for beyond just “bookkeeping”? 

QuickBooks accounting software is built to simplify how businesses handle money, from sending invoices to closing out books at tax time. Here are 10 real-world functions that make it indispensable:

1. Invoicing

QuickBooks lets you send professional invoices in minutes, with your logo, payment links, due dates, and even reminders. This billing and invoicing software also keeps track of which ones got paid and which are still open, helping you stay on top of cash flow without chasing people down.

2. Expense Tracking

QuickBooks makes it easy to track expenses by syncing with your bank account or letting you upload receipts directly. Each transaction is automatically categorized, helping you maintain clean records without manual entry. It’s a reliable way to stay on top of spending and simplify reporting.

3. Bank Reconciliation

QuickBooks matches your bank transactions with what’s in your books. With this, you can catch errors, duplicates, or missing entries early. It’s one of those features that might not sound flashy, but it’s critical for accurate financial records.

4. Payroll Processing

Whether you’ve got one employee or fifty, payroll can be a headache. QuickBooks can handle it all, be it pay runs, tax withholdings, direct deposits, or even end-of-year forms. Plus, it syncs with your books so you’re not entering things twice.

5. Financial Reporting

At any time, you can generate reports like profit & loss, balance sheets, and cash flow statements. These help you understand where your money’s going, what’s performing, and how to make better decisions. No spreadsheets needed.

6. Inventory Management

Selling products? QuickBooks helps you track inventory levels in real time, update costs automatically, and even set alerts when stock runs low. It’s a solid tool for preventing overstocking or missed sales.

7. Tax Prep & Deductions

Your income and expenses are already tracked in QuickBooks. Because of this, QB can keep your entire thing organized for tax time, like estimated payments, Schedule C filing, etc. You also won’t leave any money on the table, because the software will also flag any possible deductions.

8. Time Tracking & Billing

If you bill by the hour or track project time, QuickBooks Time (formerly TSheets) logs hours by client, job, or employee. You can turn those hours into invoices directly. Thus, no manual entry and no second-guessing.

9. Project Costing

Planning a marketing campaign or construction job? QuickBooks lets you assign income and expenses to specific projects. You can see which ones are profitable and which are draining cash. Then, you can course-correct as needed.

10. Integration & Automation

QuickBooks connects with tools like PayPal, Shopify, Stripe, Gusto, and hundreds more. That means you can automate things like syncing sales, processing payroll, or reconciling payments. It frees up time and reduces human error.

You might find this useful: 5 Reasons Your Business Needs a QuickBooks ProAdvisor

30+ Benefits of Using QuickBooks for Your Business

Whether you have to streamline daily tasks or improve tax compliance, QuickBooks can help you with that. Here are real benefits of QB explained through its different functions:

A. Save Time and Simplify Daily Work

1. Automate recurring invoices and bill payments: You can set up recurring billing cycles and autopay for regular expenses. That’s how you won’t waste time on manual reminders.

2. Eliminate manual entry with bank sync: QuickBooks Online Accounting can connect with your bank accounts. With this, you can automatically pull in transactions and reduce data entry errors.

3. Snap receipts via mobile app: Take pictures of receipts on the go and let the system log and categorize them for easy tracking.

4. Auto-categorize transactions: QuickBooks learns from your activity and starts assigning categories to expenses for you, saving time each month.

5. Use templates for recurring billing: You can also create and save invoice templates for clients or services you bill regularly. This saves a lot of time in the long run.

B. Get Paid Faster

6. Send invoices with payment links: Embed direct payment links inside your invoices so customers can pay instantly online. It’s one of the underrated benefits of QuickBooks.

7. Accept payments via credit, ACH, PayPal, and Venmo: Offer multiple ways to pay so your clients have zero friction when settling up, which is notably important for cash flow.

8. Use the GoPayment app for in-person sales: You no longer need additional software for card swipes, capturing mobile payments and syncing everything into your Intuit QBO. 

9. Track invoice status and send reminders: Get alerts when clients view your invoice, and trigger automatic follow-ups if they don’t pay.

10. Convert estimates into invoices: Have approved quotes? Turn them into invoices with one click. You don’t have to manually re-enter details or go through paperwork.

C. Boost Financial Visibility

11. Generate real-time financial reports: One of the core functions of QuickBooks is that it can instantly generate P&L, cash flow, and balance sheet reports. These are basic reports that can’t be prepared manually anytime. 

12. Customize reports by class, location, or project: Break down income and expenses by department, region, or client to see what’s driving profits. This level of visibility is especially helpful for teams using online accounting software to track multiple business units in one place.

13. Monitor project profitability: It’s easier than ever to track time, expenses, and income by project. With this, you can see exactly which ones deliver the best ROI. 

14. Budget and forecast using data-driven tools: Plan smarter by comparing projected revenue and costs against your actuals in real time.

15. Use dashboard views to get daily summaries: Log in and take a quick look at the key metrics. With this, small business owners can make quick decisions without calculating everything from spreadsheets.

D. Improve Accuracy & Tax Compliance

16. Reduce manual errors: QB bookkeeping software syncs and automates your data. With this, you lessen the chance of input mistakes and thus, improve your accuracy rate. 

17. Reconcile bank accounts in minutes: Easily match your books to real-world transactions, flagging duplicates or missed entries.

18. Track sales tax automatically: You only have to set sales tax rules once. Then, let QuickBooks apply them automatically; it identifies and applies those rules on every invoice that’s eligible for that.

19. Categorize expenses for easier deductions: This makes tax season smoother and helps you avoid missing out on deductions that reduce your tax bill.

20. Export tax-ready reports: QuickBooks compiles clean, categorized records throughout the year. So, when tax time arrives, you can export organized, audit-friendly reports that reduces the risk of errors and make things easier for both you and your accountant.

E. Manage People and Payroll Smoothly

21. Automate payroll and direct deposits: You can schedule employee pay runs and direct deposits easily with QuickBooks for small business. For this, you’ll need minimal oversight.

22. Calculate and file payroll taxes: Stay compliant with federal and state regulations by auto-filing taxes alongside your payroll.

23. Manage contractor 1099s: Have 1099 workers onboard? Send and track freelancer or vendor forms directly from your QuickBooks Business dashboard.

24. Track employee hours: Link to QuickBooks Time to log hours by job or client, ensuring accurate payroll and billing.

25. Use geofencing and timesheet approvals: You can keep payroll tight and secure by setting location-based punch-ins and route timecards for approval. 

F. Inventory, Projects & Sales Efficiency

26. Track inventory in real-time: QuickBooks Online syncs with your product listings to update stock levels automatically.

27. Set reorder points: Benefits of QuickBooks really show in retail workflows. In QB, you can avoid stockouts by getting alerts when it’s time to reorder. 

28. Assign expenses and hours to specific projects: Helps you understand true project costs and adjust pricing or budgets accordingly.

29. Track job costs and profitability: Assessing where you are overspending or where the opportunity to earn is easy because you can view per-job margins with just one click.

30. Create sales receipts and accept deposits: Take payment at the time of service and issue a digital receipt, all within the accounting platforms you’re already using.

G. Remote Work and Automation Perks

31. Cloud access from anywhere: What is Intuit known for? Their cloud-based ecosystem. You can log in on any device and pick up where you left off.

32. Multi-user collaboration: Multiple users can access the same QuickBooks file at once, be it your accountant reviewing reports or your assistant uploading receipts. Everyone can see the latest data in real time. Prevent confusions, delays, and version issues.

33. Seamless integration with 3rd-party apps: QuickBooks software for small businesses easily connects with Shopify, Salesforce, or Calendly. This means that your sales, schedules, and customer data will sync directly with your books. Cut manual entries and errors, and get a clear view of your operations.

34. Automate repetitive workflows: With minimum inputs, you can set triggers to send invoices, apply late fees, and generate reminders. QB has made going remote easy!

35. Mobile app access for teams on the go: QuickBooks may have started as basic accounting software. Over time, it has gone fully mobile, and now you and your teams can manage books from the field or remote setups.

Which QuickBooks Product Fits Your Business?

Wondering what’s actually right for your workflow? See how different businesses match with QuickBooks versions depending on their size, tools, and the kind of work they do.

Business Type	Recommended Version	Why It Works
Freelancers & Solopreneurs	QuickBooks Self-Employed	Tracks income, expenses, and mileage in one place. Designed for gig workers and solo founders filing Schedule C.
Small Business Owners	Intuit QB Online	Gives cloud access, clean dashboards, and smart automation. It’s one of the most widely used accounting programs for small businesses today.
Online Sellers & E-Commerce Brands	QuickBooks Online + Commerce	Syncs with Amazon, Shopify, and Etsy. Manages inventory, orders, and payments across platforms.
Service-Based Businesses	QuickBooks Online + Time	Perfect for tracking time, invoicing clients, and handling staff payroll, all under one login.
Inventory-Heavy or Job-Based Companies	QuickBooks Desktop Premier/Enterprise	Powerful local software with advanced job costing, purchase orders, and inventory control.
Construction & Manufacturing	QuickBooks Desktop Enterprise	Designed for complex, layered operations. Handles contractor pay, estimates, and progress billing with ease.
Remote Teams with Payroll	QuickBooks Online + Payroll	Automates everything from pay schedules to tax filing. Great for distributed teams who need flexibility.
Looking for Something Else?	Explore an Alternative to QuickBooks	If your needs are highly specialized or you want different pricing models, consider exploring cloud-based alternatives to QuickBooks platforms that focus on niche workflows.

Takeaway: 

• Cloud-based? Remote team? Go with QuickBooks Online.
• Local systems with deep reporting? Look at the QB Desktop.
• Still unsure? Start by listing what tasks eat up your time: invoicing, payroll, and inventory, and then choose the QuickBooks version that automates those first.

When to Bring in a QuickBooks Expert (or Just Outsource It)?

What is QuickBooks software really good at? 

It simplifies finances, but only when it’s set up right. Many businesses hit a point where managing books solo starts draining time, causing mistakes, or holding back growth.

Here’s when to get help:

• You’ve outgrown spreadsheets or free software for accounting.
• You’re managing payroll, taxes, invoices, and multiple income streams.
• Tax deadlines feel like panic zones, and you don’t have time to plan for them.
• You need accurate reports but don’t trust your data.

Hiring a QuickBooks expert or outsourcing your books can save hours and prevent costly errors. These experts will match the right QuickBooks version to your needs, streamline your setup, and keep things tidy.

Outsourcing is usually more affordable than hiring in-house, particularly for small or seasonal teams and growing businesses. You get to hire a bookkeeper and accountant that starts working from day one, all without you having to manage their overheads. 

Sounds interesting? Schedule a free consultation call, and we’ll help you make the best out of outsourcing QuickBooks accounting for you! 

FAQs On Usage And Benefits Of Quickbooks