Outgrowing QuickBooks? Top 5 Signs to Consider Switching

July 21, 2023

At a glance

  • The main takeaway: As your business grows, the tools and technology you use to get work done must evolve with it.
  • Assess the impact: If you are still using QuickBooks, it might be time for an upgrade.
  • Take the next step: Contact Aprio to see how our team can help your business leverage the most appropriate tools to fuel your growth.  

Aprio’s Business Applications group helps growing companies of all sizes move on from QuickBooks with platform-agnostic technology that assesses your current accounting needs, and provides for your future ones.

The full story:

There’s no question that as your business grows, the tools and technology you use to get work done must evolve with it. You may have started with QuickBooks to handle simple bookkeeping and financial management.

But as you scale your business, if you’re still using QuickBooks, it may be time for an upgrade.

5 signs it’s time to switch to something more robust than QuickBooks

Here are five critical signs it might be time for your business to switch to an ERP solution.

1. You frequently upload and export data.

As your business grows, so will your customer base, transaction volume and need for advanced inventory management. You’ll generate more data, and it should be managed effectively. When it comes to handling large amounts of data, QuickBooks has limitations.

The software can become slow, and reports can take a long time to generate. Moreover, if you are manually entering data from other programs or outside systems, it will be more time consuming being on QuickBooks.

2. You’re using multiple software solutions.

If you’re using multiple software solutions to manage different aspects of your business, such as payroll or CRM, you’re likely entering the same data into each system.

QuickBooks is primarily designed for accounting and financial management. While it supports some integration, it may struggle with complex integration requirements or lack compatibility with certain applications.

To avoid the time-consuming re-entry process, an ERP solution can offer a suite of integrated modules for financial management, inventory and supply chain management, CRM, human resources, and more.

With a complete view of your business in one place, you can save time and effort.

3. You need more advanced reporting and analytics.

QuickBooks provides basic reporting features that may be sufficient for small businesses.

As businesses grow, more sophisticated reporting tools like, inventory management, advanced reporting and analytics, are necessary for businesses to make better informed decisions, track financial performance and drive growth and profitability.

As you aim to make more data-driven decisions, you’ll need in-depth insights into your sales trends, profitability by product or service, customer segmentation, inventory management and forecasts than what QuickBooks can provide.

4. Your company’s inventory come from multiple warehouses.

If you have considerably large amounts of inventory and shipment orders with more than one warehouse, QuickBooks is too simple for your needs.

While QuickBooks has some inventory management features, they might not be sufficient for a business that needs to manage a large amount of products, track inventory across multiple locations, or handle complex inventory management scenarios.

A more advanced ERP solution can provide better inventory management capabilities, helping businesses reduce inventory costs and improve supply chain management.

5. You’ve met the QuickBooks’ user limit.

Need more user licenses than QuickBooks provides? Better user access and control features will ensure that the right people have access to the right information and features.

The maximum number of simultaneous users on QuickBooks is three for QuickBooks Pro and five for QuickBooks Premier. Businesses exceeding these limits can face extra costs and problematic system outages.

The bottom line

If you see the above five signs popping up at your business, you may be ready to move on from QuickBooks.

A cloud-based ERP (Enterprise Resource Planning) solution offers end-to-end integration of core business functions such as finance, inventory, sales, human resources, and customer relationship management.

With more real time data access and integration with other business applications, you can be empowered to make smart business decisions quickly.

Aprio’s Business Applications group helps growing companies of all sizes successfully navigate the enterprise resource planning journey.

We’ll discuss your accounting practices and technology, your pain points, and more importantly, leverage a platform-agnostic approach that focuses on your current and future accounting needs.

Contact us to learn more about how our team can help your business.

Related Resources/Assets/Aprio.com articles/pages

Use QuickBooks-Compatible Apps to Reduce Data Entry

Business Applications Advisory Services

Contact Aprio now to see how our team can help your business gain the tools it needs to grow.

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About the Author

Jaime MacFall

As the Director and Practice Leader of Business Applications at Aprio, Jaime MacFall works with CEOs, CFOs, controllers and accounting managers of small to midsize companies that are rapidly outgrowing the software programs that drive their businesses move on from QuickBooks and implement the ideal ERP or CRM solutions that will help their businesses scale successfully. Jaime leverages innovation and transformation to advance business processes, increase profitability and improve the job functions and quality of life of back-office personnel.