A Detailed Guide of Accounting Software With Features & Benefits

A Detailed Guide of Accounting Software With Features & Benefits

Managing your business’s finances could be difficult, which explains the reason you will need accounting software that will assist you to monitor your cash because it flows in and out of your account. Quality programs have many time-saving choices that decrease the time spent entering information into the computer system.

Based upon the application you’ve, accounting software can make tasks such as invoicing your clients, documenting the payments you get, and following upon past-due receivables easier and faster.

On the other hand, the software’s sophistication may vary by seller. When some systems provide only the fundamentals, letting you record what is coming in and what is going out, other firms offer more innovative tools, automating jobs you would otherwise need to do manually, like daily data transfers via a bank feed, balancing, along with recurring invoicing.

What is accounting software?

Accounting software is a tool that will assist you to record the circulation of your business’s cash and analyze your fiscal condition. With it, you are able to record transactions, create reports and manage client and vendor contacts, create purchase orders, monitor inventory levels, invoice clients, and track accounts.

“With an accounting program will help arrange your documents and ‘force’ into a systematic arrangement,” Ken Stalcup, senior manager by Houlihan Valuation Advisors, informed “That will place the organization’s financing into a system which could report the financial benefits and aid when it comes to tax time.”

Why use accounting software?

Applying accounting software can save your business time and avoid mistakes.

“The principal advantage of using modern accounting software is efficacy,” said Fabien Dawidowicz, CFO of Spendesk. “Rather than copying and pasting data from spreadsheet to spreadsheet, you’ve got all of your transaction information in 1 spot. You may readily see what has been spent or what is come into the company, and you know where to locate this info.”

Instead of manually entering data and trades, you may use the bank feature to join the applications to your business bank and credit card balances. Most accounting software has a dash that provides you a real-time look at your main metrics.

The software can produce an assortment of reports and financial statements, such as profit and loss statements and balance sheets, and which are essential for requesting financing from an investor. You might even compare trade statements or activity from previous months and years to your existing ones, which may help you examine your company’s development, revenue trends, along with other important metrics you will need to make informed business decisions as you get ready for the future.

It is possible to use the accounting software to categorize schedules and expenses and pay invoices, if you pay online, by check, by credit card, or with money. This can allow you to keep track of these transactions and handle your money flow.

You could even use the software to list the payments you get in cash or by check and create and send invoices and past-due notifications.

Accounting software automates many tedious and repetitive accounting tasks, which increases the accuracy of your information and keeps your accounting efficient. Should you utilize cloud accounting software, you can do your accounting anywhere there is a sign.

What are the benefits of accounting software?

Accounting software is not only an essential evil. It offers a whole lot of characteristics that may help run your business more easily. From approving bills to keeping along with money flow, here is a peek at the principal ways your company can gain from accounting software.

  • Maintain control of your finances: Managing your personal finances on the fly is 1 thing, but you will need something much more formal when conducting a small business. Pen and paper and spreadsheets might be fine, but it will not provide you the insight accounting software can. accounting software organizes and stores your financial information in 1 location.
  • Automate invoices: To maintain money flowing and your company growing, you need to bill customers in time. A number of the finest accounting software programs allow you to automate invoicing. You can create recurring invoices, send follow-up reminders, and take digital payments straight from the bills. You could even monitor your outstanding invoices and provide discounts for early payments.
  • Track expenses: Money is king for smaller companies. The very last thing you need is to confront a cash flow deficit because expenditures are out of whack. Accounting software can help you avoid that situation by automating cost tracking. Using the software, you are able to scan and document receipts, in addition to monitoring mileage and expenses incurred on behalf of customers.
  • Reconcile bank statements: A core quality of accounting software is the capability to attach to your bank account. Using it, you can get your bank statements directly from the accounting software. You might even fit and reconcile bank trades automatically.
  • Keeps you in good standing with the IRS: Filing taxation is complex sufficient, but for smaller companies, it may be even more challenging to keep compliance. accounting software makes it simpler. A number of the very best accounting software programs automatically calculate sales tax and prepare tax forms for you.
  • Reporting and analysis: As you operate your organization, your accounting software collects a great deal of information via integrations with your POS, CRM, and other business programs. This provides you profound insight into your company. Most accounting software offers reporting purposes, helping you to easily analyze data and monitor performance.
  • Manage inventory: Whether you operate a retail shop or function just online, you have to keep tabs on your own inventory. You do not need to run from popular selling merchandise or buy one that is languished on the shelves. Accounting software can help with this, even automating the ordering procedure. With accounting software, you can monitor products marketed, place reordering thresholds, and run reports on which things do well and which are not.
  • Easy collaboration with your accountant: If you utilize accounting software, your financials are arranged in a single central site. Receipts are scanned in, tax forms registered and stock monitored. That makes it a lot easier for your accountant to perform their job. Many accounting software programs will allow your accountant to have access to this app at no cost. Additionally, it frees up the time it would take to assemble the files and data your accountant requirements.
  • Around-the-clock access: the majority of accounting software lives from the cloud, so it can be retrieved from anywhere you have an online connection. This means that you can check on earnings, accept obligations and conduct reports whenever and wherever you’re.

What are the features of accounting software?

Now that you are familiar with what accounting software is and why you must use it, it is important that you understand that tools and attributes to look for when picking a system. Virtually all online accounting software employs double-entry accounting to guarantee precision and also has accounts receivable, accounts receivable, banking, and reporting characteristics.

Some also include stock management, project management, time tracking, and payroll tools, although these attributes are often in higher-tier programs or add-ons that cost additional. Here are some core components of accounting software

  • Accounts receivable: Accounting software systems need to have the ability to deal with charging, keeping track of what clients owe (accounts receivable, or A/R) and their obligations. Below are a few of the chief A/R qualities to search for.
  • Invoice processing: In the minimum, accounting software ought to have the ability to deal with invoicing. All accounting techniques permit you to print bills, with most allowing you to email them. Your system should recall standard client information, like names, addresses, account numbers, and regular conditions. Nearly all of today’s software systems also recall your normal pricing for a huge array of services and products. [Check out FreshBooks, our best pick as the ideal accounting software for invoicing].
  • Automatic invoicing: These guarantees earnings are not delayed since you have forgotten to send an invoice. Additionally, with automatic statements and overdue reminders, the accounting software acts as your collection section, allowing clients to pay their invoices.

Also read: Business Insurance: Do You Know When Choosing Business Insurance

Payment processing

Many accounting methods allow your clients to pay their bills online by clicking on a button on the electronic bill you ship them. The benefits for the seller are many, for example, less staff time dedicated to processing checks or earning bank deposits, higher safety for payments, and quicker processing times. But, there are costs involved.

Expect to pay rates like those of credit card processing businesses to get your accounting system to manage debit card and charge card payments. Some programs permit ACH payments to be directly deposited to your checking accounts, and there is nothing like payments pouring into your checking account every month minus you waiting for checks in the email or running into the lender. Though there’s frequently a fee for this too, it is usually less costly than accepting card payments.

Accounts payable

Nobody enjoys paying invoices, but keeping tabs on everything you owe is critical for any enterprise. The way that your accounting system manages the outflow aspect of your funds may fluctuate. Below are a few of the very useful reports payable (A/P) attributes )

  • Purchase orders: Managing your purchases and everything you owe is among the chief activities for accounting software, but how it operates can differ, from making easy purchase orders to subsequent quotes all of the ways through to payment and purchase.
  • Vendor credit memos: It is simple for a company to eliminate track of those credits sellers often hands out, equally as rewards or yields. But, credit memos are equally valuable as money, thus a system that could monitor them helps keep prices down.
  • Automatic payment: From scheduling bank obligations and direct deposits to printing tests, many A/P modules may fully automate your payment procedures, ensuring that you do not fall behind.
  • If your accounting software doesn’t fully automate your AP, you can integrate a third-party software like Yooz and completely automate your accounts payable process.
  • IRS tax forms: Using a record of the most frequent tax forms, like the 1099 and 1096, can save a great deal of time. This is particularly true if your accounting system can enter all of the vital information on the types for you and file them electronically with the IRS. Electronic payment of taxes and filing of types are able to prevent you from being penalized for late payments.


Payroll modules are really complex in certain accounting methods, offering full payroll services which do everything from computing processing and hours salary to paying payroll taxes and earning 401(k) deductions. Below are a few of the greatest payroll attributes for accounting software.

Variable wage schedules: Whether your employees are paid by the hour, a system that could correctly calculate what you owe them is vital. Issues arise if you have many irregular workers or part-time employees. Some workers may be compensated yearly, others weekly or biweekly, or as desired. Your software ought to have the ability to take care of different pay schedules together with various kinds of reimbursement (commissions, wages, profit sharing, bonuses, etc.) and advantages (medical insurance policy, retirement programs as well as perks such as paid parking).

Direct deposit: This is vital for accounting software to support nowadays since most men and women anticipate their paychecks to be deposited directly in their bank account. Adequate accounting software should let you install scheduled direct deposit obligations.

Automatic tax calculations: This ranges from managing only the fundamental deductions to supplying sophisticated tax printing and tables applicable forms. Learn whether the machine supports new-hire coverage, cost monitoring, W-4s, and W-9s.

Does this manage monthly national tax deposits and quarterly national tax reports, such as Form 941? Can it perform say tax returns for income taxation and unemployment insurance? Could it manage employees’ compensation insurance policy calculations and obligations?

Expense reimbursements and deductions: If your workers incur tax-deductible expenditures, such as travel and entertainment costs, you will need a system that could accommodate those reimbursements and be certain that obligations comply with tax obligations.


At the minimum, accounting software should have some kind of a connection to your own bank accounts, helping you to make immediate payments and import real-time information from the bank to the accounting system. Some programs can go much further.

Account reconciliation

In case you’ve got more than 1 bank accounts, software that could keep tabs on them and reconcile them is vital. Ensure that your program includes a general ledger purpose and checkbook reconciliation.

  • Bank deposit prep: nowadays, an accounting package that can not deal with the setup of fundamental electronic deposits is unheard of, but you ought to check on which type of electronic payments it can deal with.
  • Check handling: If you make a lot of obligations by check, then a system that can print and process your own checks will save a lot of time. Look out for additional features too, such as check voiding and notification of duplicate check payment.

What reporting options does accounting software offer?

Aside from the collection of attributes offered in accounting software, the quality and amount of reports the machine can create differ widely. Some programs provide a vast selection of reporting options with almost infinite categories. Others simply supply the fundamental reports: cash in and cash out. Below are a few of the better choices.

Standard reports

The accounting system should be able to create the reports used in business, such as income statements (profit and loss), balance sheets (assets and liabilities), statements of cash flow, accounts receivable, accounts payable, and payroll summary.

Customizable reports

A system that permits customizable reporting options permits you to make and compile any record of your choice. Start looking for a system that allows you to add or remove columns from regular reports, resize column widths, and recall customized reports that may replicate later on.

Graph summaries

Long lists of amounts can be tricky to interpret, so software that can interpret data into pictorial forms like bar and pie graphs can help you make sense of where your money is moving. Start looking for color-coding capabilities and the capability to display past years on precisely the exact same graph for simple comparison.

Cost predictions

Reports are all good and well for assisting you to identify tendencies, but a system that could interpret information, make statistical analyses, and create predictions will be able to help you make financial decisions based on data, not guesswork. Start looking for systems that have budgeting, estimating, and other cost purposes.

Subsidiary reporting

In case you’ve got several companies, a system that may amalgamate certain fiscal aspects may provide you with a better view of your whole portfolio, instead of making you quote out of individual reports.

What are advanced accounting software features?

Online accounting software can manage procedures well beyond the reach of fiscal management, providing one platform to control almost all aspects of your company. Keep an eye out for the next innovative features if you believe that they’ll help you in conducting your own organization.


For online retailers and companies that often ship products by couriers or customers, an accounting system that may handle shipping procedures will help save you the expense of another shipment computer software application. Here are a few of the features you should Search for:

  • Shipping label printing: This can save a great deal of time and streamline the delivery process by generating labels together with invoices or orders.
  • Shipping cost estimation: Some programs may be installed to understand gaps in weight and space to offer exact shipping cost estimates. This guarantees that you include these costs in your billings and pricing.
  • Shipment tracking: A hyperlink to your courier’s tracking system guarantees you could track what’s been sent and quote delivery times more correctly, providing better support to your clients.
  • Drop shipments: should you have to send merchandise to a client directly from a provider or manufacturer, it may wreak havoc with your charging unless your accounting platform can manage drop shipments.

Inventory management

An accounting system with inventory and inventory management controls really can streamline your enterprise, assisting you to identify what you need in stock, what you want to reorder, and where you are spending your buying budget.

  • Inventory tracking : After the lifecycle of a product — from buying to stocking to revenue, all of the way to transport — is a fantastic advantage that will assist you track stock levels.
  • Set inventory levels: you are able to make certain you don’t over-or under-order specific products by employing automatic ordering to ensure inventory within a predetermined range. This saves you the hassle of not having things in stock when you want a glut of goods that simply won’t go.
  • Specified stock locations: For big distribution hubs, using inventory places included on orders averts the requirement for a further warehouse management platform, which can help streamline business purposes.
  • Item images: The addition of item images can also be advantageous for distributors, as it permits all people involved with the procedure to identify goods visually and make sure that the appropriate items are being sent.

How does accounting software monitor time and job management?

Most organizations will need to track attendance and time spent on particular jobs. Time and attendance modules can be exceedingly useful additions to accounting systems. Search for these abilities.

  • Time tracking: Should you cover employees by the hour or so need workers to punch in at a specific time, keeping track of time and attendance is vital for accurate citizenship. To ensure precise that is accurate, this is normally done using a timeclock. These time clocks may be compatible with electronic swipe cards, barcodes, PINs as well as fingerprints, and a few systems make it possible for users to clock from a web browser or an app.
  • Job tracking: Firms in service-based businesses often will need to monitor how long jobs take to be certain they charge the ideal quantity. This sort of time monitoring can help you make adjustments in future rates and determine trends in the prices of different jobs.
  • Job status: In case your software shows you which jobs have been worked on and that is inactive, then you may keep tabs on exactly what needs doing and when.
  • Estimates: For many service companies, providing a quote is vital to procuring the job and getting paid. A system that could store quotes and flip them into invoices and orders in just a few clicks promotes efficiency.
Written by
Delbert David

Delbert David is the editor in chief of The Tech Trend. He accepts all the challenges in the content reading and editing. Delbert is deeply interested in the moral ramifications of new technologies and believes in leveraging content marketing.

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