How this usually works
Work backwards from the real need behind should I use Xero or QuickBooks. Are you setting up from scratch, cleaning up a messy file, lodging overdue BAS, fixing payroll, or migrating from MYOB/Excel? The right answer depends on the job to be done, timing pressure and the apps you rely on.
Turn the question into a scope: file setup or migration, bank feed connections, GST code mapping, payroll categories, opening balances and reporting. Then confirm whether you need one‑off work (setup/cleanup) or ongoing bookkeeping, BAS and payroll support.
Australian context to keep in view
- BAS/GST: Make sure GST codes are mapped correctly to your chart of accounts and bank rules before you lodge.
- Payroll: Both support STP Phase 2. If you have awards, overtime or allowances, plan your time tracking and award interpretation (often via add‑ons).
- Bank feeds: Confirm coverage for your bank, credit cards, PayPal and payment gateways (e.g., Stripe, Square) and set approval workflows.
- Apps and industry tools: Check integrations for Shopify, WooCommerce, ServiceM8, simPRO, Cin7/DEAR, Dext/Hubdoc, receipt capture and job costing before you lock in software.
- Reporting: If you need class, location or project tracking, compare how each platform handles dimensions and management reports.
- Advisor fit: The “best” choice is often the one your accountant or bookkeeper supports day to day. That affects speed, clarity and cost.
If you want a broader view first, see Best Accounting Software for Small Business. If you’re deciding who should help, compare Bookkeeper vs Accountant and BAS Agent vs Accountant.
What to compare before you commit
Scope
Confirm the scope covers setup or migration, chart of accounts design, bank feed rules, GST code mapping, payroll configuration, opening balances and a first BAS/payroll review. If cleanup is needed, agree on what “done” looks like.
Software fit
List the apps you must keep (e.g., POS, e‑commerce, time tracking, inventory) and test how they connect to Xero or QuickBooks Online. Check whether you need projects, classes, multi‑currency or inventory—and on which plan they are available.
Turnaround and communication
Ask about onboarding steps, how data is migrated, what is reconciled, and how issues are escalated close to BAS and payroll cut‑offs. Clarify who approves journals, payroll and lodgements.
Commercial fit
Compare software plan limits (users, invoices, inventory, multi‑currency, payroll) and advisor pricing (fixed fee vs hourly). Make sure reporting rhythm and advisory input match what you actually need.
Best next steps
Write down the exact outcome you want: new file setup, migration with history, BAS cleanup, payroll fix, inventory rollout, or better management reporting. Shortlist software and plan tiers against that outcome, not just by brand.
Start a trial to explore workflow and reports, but do not connect live feeds or lodge until a BAS agent or accountant reviews GST and payroll settings. If you are mid‑year, decide whether to migrate opening balances or full history.
Use these related pages to go deeper, then get help when you’re ready to move:
- Best Accounting Software for Small Business
- Bookkeeping services and BAS agent services
- Payroll services and Tax accountant
- New Business Accountant if you’re starting up
Frequently asked questions
Should I Use Xero or QuickBooks?
Both meet Australian BAS/GST and STP Phase 2 standards. Choose Xero if you prefer unlimited users, a large local advisor ecosystem and deep integrations. Choose QuickBooks Online if you want tiered pricing and a simple, capable feature set for micro to growing small businesses. The deciding factors are usually users, apps, payroll complexity and advisor support.
What should I check before deciding?
Check users, bank feeds, required add‑ons, inventory or project needs, payroll complexity, multi‑currency, reporting, and migration timing. Then confirm whether you need one‑off setup/cleanup or ongoing bookkeeping, BAS and payroll support. If you are unsure, compare our software guide and ask for a fit check.
When should I get professional advice?
Get advice for historical migrations, complex payroll and awards, multiple entities or classes, higher‑volume e‑commerce, or if you’re behind on BAS or super. A short review avoids GST and payroll mapping errors that are costly to unwind.
What is the safest next step?
Define your outcome, shortlist the plan that supports it, and have a BAS agent or accountant review your file before lodgements. Use the form below to outline your situation and we’ll match you to the right help.