Top Financial Tools Entrepreneurs Swear By in 2025
Running a small business in 2025 means wearing a lot of hats, and if you’re like most entrepreneurs, the finance hat often feels the heaviest.
From tracking expenses to getting paid faster to staying tax-ready year-round, the right tools can save you hours of stress and thousands of dollars. But with so many apps and platforms out there, how do you know which ones are actually worth your time?
We’ve done the digging for you. Here are the best financial software tools for small businesses in 2025 the ones real entrepreneurs (and bookkeepers like us) swear by to keep their money under control and their sanity intact.
💻 1. QuickBooks Online (Best All-In-One Accounting Software)
QuickBooks continues to lead the pack, and for good reason. It’s robust, reliable, and built for businesses of all sizes.
✅ Why entrepreneurs love it:
Automatic bank feeds and transaction categorization
Customizable invoicing
Real-time profit & loss and cash flow reports
Seamless integration with tools like Stripe, PayPal, and Gusto
💡 At Breakspears Bookkeeping Services, LLC, we specialize in QuickBooks Online and help our clients understand their numbers without the jargon.
📲 2. Relay (Best Banking Platform for Cash Flow Control)
Relay isn’t just a business bank, it’s a cash flow management tool in disguise.
✅ Why entrepreneurs swear by it:
Multiple checking accounts for budgeting and expense tracking
Easy-to-use dashboard for cash flow visibility
Works beautifully with QuickBooks Online
💡 Relay makes it easy to follow Profit First or bucket-style budgeting: ideal for solopreneurs and creative business owners.
💳 3. Melio (Best for Paying Vendors & Bills for Free)
Melio lets you pay bills using a credit card, even if your vendors only take checks or ACH.
✅ Why it stands out:
Schedule payments in advance (great for cash flow planning)
No subscription fee
Easily syncs with QBO
💡 Perfect for side hustlers and service-based businesses looking to extend cash availability.
📈 4. Xero (Great Alternative to QuickBooks)
If you’re not into QBO’s pricing model or interface, Xero is a powerful, clean alternative.
✅ Loved for:
Beautiful UX
Robust integrations
Strong mobile features
Affordable monthly pricing
💡 Used more commonly outside the U.S., but gaining traction among startups and consultants.
💼 5. Wave (Best Free Accounting Software for Solo Entrepreneurs)
If you’re just starting out or running a side hustle, Wave is a fantastic, no-cost option.
✅ Why it’s great:
Completely free for accounting, invoicing, and receipt scanning
Simple and intuitive
Ideal for businesses with basic needs
💡 Keep in mind: it lacks some advanced features like robust reporting and scalability.
📊 6. Float (Best for Cash Flow Forecasting)
Float is a forecasting tool that syncs with your accounting software and gives visual insights into your future cash flow.
✅ What makes it stand out:
Projects income and expenses over time
Helps you see how decisions will impact your financial future
Customizable scenario planning
💡 Perfect for seasonal businesses or anyone looking to plan ahead confidently.
👥 7. Gusto (Best for Payroll & Contractor Payments)
Hiring help? Gusto makes paying team members and contractors easy and compliant.
✅ Why it’s a must-have:
Automated payroll and tax filings
Onboarding and benefits integration
Contractor payment tracking and 1099 generation
💡 Combines seamlessly with QBO and Xero for a smooth payroll-to-bookkeeping workflow.
🧾 8. Dext (Best for Receipt Management and Bookkeeping Support)
Tired of stuffing receipts in a shoebox? Dext lets you upload, scan, and auto-categorize receipts and bills—effortlessly.
✅ Why business owners use it:
Snap receipts on your phone, upload to your books
OCR reads and fills in data
Saves hours of manual entry
💡 Especially helpful for businesses with lots of transactions or reimbursements.
⚡ 9. FreshBooks (Best for Service-Based Invoicing)
Freelancers and consultants love FreshBooks for its simple, clean interface and invoice-first design.
✅ Key features:
Easy time tracking + billing
Recurring invoices + client portals
Insightful dashboard with expense reports
💡 Not quite as comprehensive as QBO, but a solid option for solo service providers.
🧠 How to Choose the Best Financial Software for Your Business in 2025
Ask yourself:
Do I need basic bookkeeping or robust reporting?
Do I want to do it all myself or hire a bookkeeper?
Am I focused on saving money, saving time, or both?
Start small. Scale up. The beauty of financial software in 2025 is that you can mix and match based on your needs, budget, and goals.
💬 Final Thoughts: Make Your Money Tools Work for You
Choosing the best financial software for small businesses in 2025 is about more than just features: it’s about finding a tool (or toolkit) that makes your finances feel less overwhelming.
Whether you're a solo entrepreneur, creative professional, or growing small business, tools like QuickBooks Online, Relay, and Float can give you the clarity and control you need to grow with confidence.
And if all of this still feels a bit much? That’s what we’re here for.
📌 Need Help Setting Up Your Financial Software?
At Breakspears Bookkeeping Services, LLC, we help small business owners get started with the right tools, set them up properly, and actually understand the numbers behind their success.
👉 Explore our remote bookkeeping packages or book a free call today.
