Best software for small businesses: A 2025 buyer’s guide
Running a small business means you’re the CEO, head of sales, bookkeeper, HR rep, and sometimes the person making a coffee run – all before lunch. Even with great people on your team, the responsibility for keeping things moving falls squarely on you.
The upside? You don’t have to do it all anymore.
Today’s small business software solutions can automate the tedious parts, keep your operations organized, and free you up to focus on the work that actually grows your business. From managing your books to tracking customers, processing payroll to running an online store, there are tools that can take chunks of your to-do list and quietly handle them in the background.
This guide breaks down the most essential software solutions for small business management, what to look for in each category, and our top picks based on features, ease of use, value, and fit for SMB needs.
How we evaluate small business software
We assess every tool through five lenses that predict real-world value for SMBs:
- Time to value – How quickly can you go from sign-up to running?
- Total cost of ownership – The real yearly cost, including add-ons and admin time.
- Fit for purpose – How well it solves the specific need it’s meant to solve.
- Integrations & portability – How easily it works with your current stack (and how easily you can switch if needed).
- Support & reliability – Responsive help, clear documentation, and proven uptime.
Let’s break down the small business tools most companies need to operate successfully, and what to watch for so you can find the solutions that truly fit your needs.
Accounting software
Accounting software tracks your income, expenses, and financial reports, keeping you compliant, tax-ready, and in control of your cash flow.
Who it’s for
Every small business that invoices clients, tracks spending, runs payroll, or files taxes.
What to look for
- Bank integration: Reliable transaction syncing.
- Invoicing: Recurring billing, payment reminders, online payment options.
- Reporting: P&L, balance sheets, cash flow, and tax reports.
- Ease of use: Clear dashboards and minimal learning curve.
- Scalability: Support for inventory, multi-entity, and advanced approvals.
Our top pick: QuickBooks Online
QuickBooks is the go-to small business accounting software that combines ease of use, scalability, and a robust ecosystem that grows with your business. Unlike niche tools that solve only one part of the financial puzzle, QuickBooks provides a complete foundation for bookkeeping, reporting, and cash flow management in one place.
Why we picked it
QuickBooks Online hits the sweet spot for most small and medium-sized businesses (SMBs) because of a combination of price, features, integrations, and support:
- Affordability with room to grow
Its tiered pricing means you don’t have to overpay as a startup, but you can add advanced features—like bill management, project tracking, or inventory—once your business expands. Many competitors either stay basic forever or jump quickly to expensive enterprise pricing.
- Comprehensive yet approachable
QuickBooks automates the tedious tasks like bank reconciliation and expense categorization, while keeping the interface intuitive. This makes it friendly for non-accountants but still powerful enough for bookkeepers and CPAs.
- Deep integrations for SMB tools
QuickBooks connects seamlessly with payroll services, payment processors, ecommerce platforms, and hundreds of SMB productivity tools. This ecosystem helps business owners keep all their financial operations connected instead of juggling multiple disconnected apps.
- Trusted by accountants and advisors
Because QuickBooks is the industry standard, most accountants, bookkeepers, and tax professionals already know it inside and out. That makes it easier to find help, onboard external advisors, and avoid costly errors.
What you’ll get from Quickbooks Accounting
- Automated bank feeds with real-time transaction categorization.
- Professional invoicing with built-in online payment links.
- Real-time dashboards and reports to track profit, expenses, and cash flow.
- Expense tracking and receipt capture for cleaner books.
- Access to a vast app ecosystem and accountant network, ensuring scalability.
In short: QuickBooks Online balances price, functionality, and ecosystem better than any other SMB accounting tool. For most small businesses, it’s the platform that “just works” both now and as they grow.
E-commerce platforms
An e-commerce platform is the foundation of your online store. It’s where you display products, process payments, and manage orders. For SMBs, it should be easy to launch, affordable to maintain, and flexible enough to grow with you.
Who it’s for
Small businesses selling physical products, digital downloads, subscriptions, or appointment-based services online.
What to look for
- Ease of setup: Drag-and-drop tools, templates, and guided onboarding.
- Payments: Multiple gateways, clear transaction fees, and currency support.
- Shipping: Real-time rates, label printing, and returns management.
- Mobile optimization: Works perfectly on any device.
- Marketing tools: SEO controls, email, social integrations, and discount codes.
- Pricing: Affordable plans that scale as your business grows.
Our top pick: Shopify
Shopify is a leading software solution for small business e-commerce, offering a streamlined way to build, manage, and grow an online store. It combines a customizable storefront, secure checkout, built-in marketing tools, and a robust app ecosystem.
Why we picked it
Shopify offers scalability, ease of use, and flexibility, ideal for SMBs that want professional-level e-commerce without a steep learning curve.
What you’ll get from Shopify e-commerce
- Customizable, mobile-friendly storefront.
- Multiple payment gateway options.
- App store with thousands of integrations.
- Inventory and order management.
- Built-in SEO and marketing tools.
Merchant services (payments)
Merchant services let you accept credit cards, debit cards, and digital payments. The right provider ensures transactions are quick, secure, and cost-effective, critical for keeping cash flow steady.
Who it’s for
Any SMB taking in-person, online, or over-the-phone card payments.
What to look for
- Transparent pricing: No hidden fees or surprise charges.
- Multiple payment methods: Card, contactless, online checkout, and mobile.
- Hardware & software compatibility: Works with your POS or e-commerce system.
- Deposit speed: Fast transfers into your bank account.
- Customer support: Help when you need it, ideally 24/7.
- Contract terms: Flexibility without long lock-ins.
Our top pick: Merchant One
Merchant One offers quick approvals, flexible payment setups, and 24/7 support, for SMBs that need reliable processing both in-store and online.
Why we picked it
It blends competitive rates with responsive service and simple onboarding, helping small businesses start processing payments without delays.
What you’ll get from Merchant One payments
- Card-present and online payment options.
- Next-day funding on most transactions.
- Compatible terminals, mobile readers, and POS setups.
- Competitive rates and transparent billing.
- 24/7 customer support.
VoIP & business communications providers
VoIP (Voice over Internet Protocol) replaces traditional phone lines with internet-based calling. Many VoIP services also offer video meetings, messaging, and call routing—all from one platform.
Who it’s for
SMBs replacing landlines or managing communication across multiple locations.
What to look for
- Call quality & reliability: Consistent uptime and clear audio.
- Features: Call routing, voicemail, conferencing, recordings.
- Unified tools: One app for calls, video, and chat.
- Ease of management: Simple admin dashboard and number setup.
- Cost: Flexible plans that fit your usage needs.
Our top pick: Zoom Phone
Zoom Phone combines cloud-based calling with Zoom’s meeting and chat features, giving SMBs one hub for all communication.
Why we picked it
It’s easy to use, works on any device, and keeps calls, meetings, and messaging in one place.
What you’ll get from Zoom Phone communications
- Business phone numbers and extensions.
- Call routing, voicemail, and call recording.
- Integration with Zoom Meetings and Chat.
- Desktop and mobile apps.
- Scalable plans for different team sizes.
Project management tools
Project management software helps you plan, track, and deliver on time. It keeps tasks, deadlines, and team communication in one place.
Who it’s for
SMBs who manage multiple projects, campaigns, or client deliverables.
What to look for
- Views: Lists, boards, calendars, timelines.
- Automation: Reduce manual updates and status checks.
- Collaboration: Built-in chat, comments, and file sharing
- Templates: Save time with reusable project structures.
- Scalability: Fits small teams but grows with you.
Our top pick: ClickUp
ClickUp centralizes tasks, documents, goals, and workflows in one customizable workspace.
Why we picked it
Its flexibility lets SMBs manage everything from simple task lists to complex, multi-team projects without needing separate tools.
What you’ll get from ClickUp project management
- Multiple task and project views.
- Built-in docs and goal tracking.
- Automations to save time on routine work.
- Integration with popular apps.
- Customizable workflows.
Point of sale (POS) systems
A POS setup is more than just a cash register—it’s how you process in-person sales, track inventory, and keep records for reporting and tax purposes.
Who it’s for
Retailers, restaurants, and service businesses that take on-site payments.
What to look for
- Ease of checkout: Speed and simplicity at the counter.
- Inventory tracking: Real-time counts and alerts.
- Industry-specific features: Menus, modifiers, and loyalty programs.
- Hardware compatibility: Works with your preferred devices.
- Integration: Syncs with accounting and e-commerce tools.
Our top pick: Lightspeed
Lightspeed offers a cloud-based POS with built-in inventory, analytics, and industry-specific features for retail and hospitality.
Why we picked itֿ
It combines fast, reliable checkout with tools to manage stock, customers, and sales insights—all from one platform.
What you’ll get from Lightspeed POS
- Fast, intuitive checkout process.
- Real-time inventory tracking.
- Sales and performance reporting.
- Loyalty program options.
- Cloud access for multi-location management.
CRM (Customer Relationship Management) software
A CRM keeps track of every customer and lead, helping you manage relationships, follow-ups, and sales pipelines.
Who it’s for
SMBs that want a clear view of their customer base and sales process.
What to look for
- Pipeline management: Easy drag-and-drop deal tracking.
- Automation: Reminders, follow-ups, and task creation.
- Reporting: Sales performance and forecasts.
- Integrations: Works with marketing, accounting, and support tools.
- Ease of use: Minimal training required for your team.
Our top pick: monday CRM
monday.com offers a visual, customizable CRM that lets SMBs track leads, deals, and post-sale activities in one place.
Why we picked itֿ
It’s flexible, easy to set up, and works for teams that need both CRM and light project management.
What you’ll get from monday.com CRM
- Visual sales pipelines.
- Customizable fields and dashboards.
- Automation for follow-ups and task creation.
- Reporting on deals and performance.
- Integrations with key SMB tools.
Inventory management software
Inventory management tools help you track stock levels, manage orders, and avoid over- or under-ordering.
Who it’s for
SMBs that sell physical products and need to track inventory across warehouses, retail locations, or online channels.
What to look for
- Real-time tracking: Live stock counts across locations.
- Order management: Purchase orders, sales orders, and returns.
- Integrations: Works with your e-commerce, POS, and accounting tools.
- Reporting: Low-stock alerts and demand forecasting.
- Scalability: Support for growing product catalogs.
Our top pick: Zoho Inventory
Zoho Inventory offers affordable, cloud-based inventory management with multi-channel selling, order tracking, and reporting.
Why we picked it
It delivers robust features at SMB-friendly pricing, with strong integrations to other business tools.
What you’ll get from Zoho Inventory management
- Real-time stock tracking.
- Multi-channel sales management.
- Automated reorder points.
- Shipping and fulfillment tools.
- Integration with accounting and e-commerce platforms.
Website builders
A website builder lets you create a professional-looking business site without hiring a developer.
Who it’s for
Any SMB that needs an online presence for branding, marketing, or customer information.
What to look for
- Ease of use: Drag-and-drop design tools and templates.
- Customization: Branding control without coding.
- Mobile optimization: Looks good on any device.
- Integrations: Connects with marketing, CRM, or e-commerce tools.
- Pricing: Affordable plans with room to grow.
Our top pick: Wix
Wix offers a user-friendly builder with hundreds of templates, built-in SEO tools, and flexible design options.
Why we picked it
It’s beginner-friendly but still powerful enough for more advanced customization as your business grows.
What you’ll get from Wix website builder
- Drag-and-drop page design.
- Mobile-optimized templates.
- Built-in SEO and marketing features.
- App marketplace for extra functionality.
- Hosting and domain management included.
Payroll software
Payroll software automates paying employees, calculating taxes, and filing required paperwork.
Who it’s for
SMBs with employees or contractors to pay regularly.
What to look for
- Ease of setup: Guided onboarding for employee details and tax settings.
- Compliance: Automated tax calculations and filings.
- Direct deposit: Fast and secure payments.
- Employee self-service: Access to pay stubs and tax forms.
- Integration: Works with your accounting software.
Our top pick: Paychex
Paychex offers payroll, HR, and benefits management in one platform, designed for businesses of all sizes.
Why we picked it
It combines compliance, convenience, and scalability, making it a long-term payroll solution for SMBs.
What you’ll get from Paychex payroll
- Automated payroll and tax filings.
- Direct deposit and employee self-service.
- HR and benefits administration.
- Compliance support.
- Integration with accounting systems.
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Bottom line
Your software stack is the backbone of your operations. The wrong tools waste time, drain resources, and frustrate your team. The right ones help you work smarter, respond faster, and grow with confidence.
Building a lean, connected software stack aligns your operations with tools that truly serve your goals. Evaluate each one against your priorities, test before you commit, and keep your stack as agile as your business needs to be. The payoff isn’t just better technology – it’s a stronger, more resilient business.
