Donor Management Software That Works With Quickbooks

Donor management software helps nonprofits keep track of donor information and preferences, but it can be difficult to reconcile data between accounting and donor management programs. With Giveworks, your nonprofit can manage donations from start to finish—automatically! Our integration with QuickBooks enables seamless syncing so that accounting data won’t fall through the cracks—meaning you can focus on bringing in new donors instead of spending time reconciling transactions.

In this guide, we review the aspects of Donor Management Software That Works With Quickbooks, accounting software for small nonprofits, online fundraising tools, and does patriot software integrate with quickbooks.

Donor Management Software That Works With Quickbooks

Donor management software is a great way to increase donations, but if you’re using it in tandem with QuickBooks, the process can become more of a headache than anything else. Fortunately, there’s an easy solution: Giveworks’ integration with QuickBooks enables seamless syncing between donor information and accounting data so that your nonprofit can focus on bringing in new donors instead of spending time reconciling transactions. Here’s why integration matters—and how it works!

Real-time online donations: No need to wait around for the next gift to arrive; you know exactly what has been donated, and when.

Real-time online donations: No need to wait around for the next gift to arrive; you know exactly what has been donated, and when.

With a donor management system that integrates with QuickBooks, you can easily track each donation made through your organization’s website in real time. This means you can see how much money you have raised at any time and know exactly where your organization stands financially. You’ll be able to see how much money you have raised in the last hour, or the last day, or even better yet—the last month!

Seamless integration: QuickBooks and Giveworks work together, so you don’t have to choose between them.

  • Seamless integration: QuickBooks and Giveworks work together, so you don’t have to choose between them.
  • QuickBooks + Giveworks = seamlessly integrated donor management software that works with your accounting system.
  • Donor management software that integrates with QuickBooks.

Online donation forms that can be branded and customized: Take advantage of the most effective way to solicit donations without having to create an ecommerce site.

Take advantage of the most effective way to solicit donations without having to create an ecommerce site.

Giveworks has a variety of donation forms that you can use to solicit donations:

  • Customize our pre-built donation forms and make them your own with our themes, fonts and colors. Or create your own custom donation form!
  • Donate via text message or email.
  • Share your cause on social media and ask people who are following you there to donate now (and again later) directly through their favorite platform like Facebook Messenger or Twitter DM.

More accurate records: Giveworks saves time and effort by automatically syncing with QuickBooks and populating reports.

The importance of accurate records

Keeping accurate records is one of the most challenging parts of fundraising. The average nonprofit spends five hours per week on administrative tasks, including record keeping and donor management. This takes up a lot of time that could be better spent on other things—like raising more funds!

Giveworks saves time and effort by automatically syncing with QuickBooks and populating reports. So, instead of spending countless hours entering data manually or waiting for your financial software to update, you can spend more time doing good work in the community or taking care of yourself.

Giveworks seamlessly integrates your donor management software with QuickBooks.

Giveworks seamlessly integrates your donor management software with QuickBooks.

Giving donors a seamless experience is important, and Giveworks helps you do just that. With a simple integration of your donor management software with QuickBooks, donors can register online and make their first gift to your organization using their credit card information that they entered when they registered on your website. Don’t worry about collecting data—Giveworks will automatically sync this information from the donor’s registration form in Giveworks to Quickbooks so you’ll have all the details at hand when it comes time to send out monthly statements or thank-you letters!

For example…Let’s say someone registers for an event on your website. They give their name and address as well as some contact info like email address and phone number (this may vary depending on how detailed you want to get). In addition, they choose what kind of donation level they want; options could include membership dues or sponsorship levels like bronze ($10), silver ($25), gold ($50), platinum ($100). When this person makes his/her first donation through Paypal or another payment gateway provider such as Stripe (which has its own integration with Quickbooks) we’ll automatically update the database inside our system so that later down the road if we need those additional details it will be right there without having had any extra work done beforehand!

accounting software for small nonprofits

Nonprofit organizations have very particular accounting needs, including the ability to handle grants and contributions, record volunteer time, create budgets, run reports for board advisors, complete specialized tax forms and financial statements, and more. Not only do these organizations require specialized features, but they are also under special scrutiny from contributors and governmental agencies.

The bad news? This means that a nonprofit can’t just pick any random bookkeeping or accounting software. The good news, though, is that we’ve done the hard work for you  We’ve spent hours of research and testing to bring you the best accounting software for nonprofits. Only the best of the best have made the cut.

These programs offer a wide array of features and are designed specifically with not-for-profit organizations in mind. Each program meets the necessary nonprofit accounting standards and displays strong security. We’ve included programs that are ideal for different types and sizes of nonprofits, so each organization can find something to suit their needs.

Read on to find the best accounting software for nonprofits, so you can start spending less time managing the books and more time making a difference.

Read more below to learn why we chose these options.

The Best Accounting Software For Nonprofits

The best nonprofit accounting software offers features such as event planning, detailed contact management, and donor management. These accounting solutions, including QuickBooks Online, Breeze, Xero, and Zoho Books, offer strong accounting as well as features designed for nonprofit organizations to balance the books and maintain transparency.

1. QuickBooks Online: Best Easy-To-Use Accounting Solution

QuickBooks Online (QBO) isn’t just a top software solution for small businesses — it’s also a solid choice for nonprofits. Unlike its desktop counterpart that has a notoriously steep learning curve, QBO is fairly easy to learn and use, even if you have no prior accounting experience. It features a modern, intuitive UI and built-in help options to help you navigate the software. You can access the cloud-based software from any device with an internet connection, or use one of the software’s desktop or mobile apps.

In addition to strong accounting, QuickBooks Online also offers features specific to nonprofit organizations (more on those in a minute). Throw in solid security, over 650 integrations, and reporting, and it’s easy to see why small businesses and nonprofits choose QuickBooks as their accounting solution.

QuickBooks Online Features

QuickBooks Online has everything you’d expect from accounting software. For nonprofits, there are also a number of useful features including:

QuickBooks Online Pricing

QuickBooks Online has four pricing plans ranging from $25/month to $150/month. As you move up the tiers, you’ll have access to more advanced features and additional users. You can give QuickBooks Online a test run with a free 30-day trial, or if you’re ready to jump in, you can take advantage of the new user discounts offered by the company. You can also add payroll. Payroll pricing starts at $42/month plus $4/employee.

QuickBooks Online is one of the best cloud-based accounting solutions on the market, and it offers several handy features essential for nonprofits. Depending on the plan you select (and whether you add payroll), costs can get a little expensive. To get the most out of the software, you may need to integrate with other nonprofit software, which can further add to your monthly cost. For smaller nonprofits on tight budgets, QBO may be a bit expensive. However, QuickBooks Online is an excellent choice for small- to mid-sized nonprofits that want easy-to-use accounting software with lots of features and integrations.

2. Xero: Best For Nonprofits With Multiple Users

As far as accounting software goes, Xero has a lot to boast about. This double-entry accounting software offers an advanced feature set that rivals QuickBooks Online, hundreds of integrations, excellent security, and a well-organized UI. Though the software does have a slight learning curve, there are quite a few resources available to help you get the most out of using Xero.

When used alone, Xero can help businesses and nonprofits of all sizes balance the books, send invoices and estimates, track expenses, and run reports. However, Xero does lack nonprofit-specific features. Fortunately, though, there are over 800 integrations that you can use to add the features you need for your business, including donor tracking, pledges, event tracking, and more.

What really stands out about Xero is that unlimited users are included in your monthly subscription fee. If you’ve done even a little research, you already know that this is practically unheard of when it comes to accounting software. So while you do have to pay a monthly fee for your Xero subscription (and the nonprofit integrations of your choice), you won’t have to worry about paying extra for additional users.

Xero Features

As previously mentioned, Xero may not necessarily have all of the specific features you need, but this can be easily remedied with one of its 800+ integrations. However, if your nonprofit is on the hunt for accounting software with advanced features, Xero fits the bill. Features include:

Xero Pricing

Xero has three pricing plans ranging from $11/month to $62/month. A 30-day free trial is available to test out the software. If you decide that Xero is the right choice for you, registered nonprofits receive a 25% discount. Payroll by Gusto is also available to add starting at $39/month. Additional fees may apply for any integrations and add-ons you choose for your nonprofit.

Xero offers a solid accounting solution, and with hundreds of integrations, you can fully customize this software to best fit the needs of your nonprofit organization. Xero is a good choice for nonprofits of all sizes but is most beneficial to larger nonprofits that need to add additional users without increasing their monthly costs.

3. Breeze: Best For Church Management

Make managing your church a breeze with Breeze Church Management Software. Breeze was designed specifically to be a functioning, affordable church management software option for small to medium-sized churches. Of all the church software we researched, Breeze offered the most modern UI, practical features, and affordable pricing. The software is also incredibly easy to use.

Since Breeze isn’t traditional accounting software, it lacks features such as expense tracking or payroll. However, Breeze does integrate with QuickBooks and Freshbooks. It also integrates with a number of other software and apps, including Slack and Toggl.

Breeze Features

Breeze offers great features that address the specific needs of churches very well. Here are some of the most notable features:

Breeze Pricing

Breeze has a simple pricing structure, with a single plan priced at just $50/month. This includes all features and supports unlimited users. There are no contracts or hidden fees. If you want to try before you buy, a demo is available on the company’s website.

Breeze is one of the best options for small to medium churches that you’ll find. It offers an impressive number of features that are beneficial to churches at one affordable price. And while it isn’t traditional accounting software, it does integrate with two of the top accounting software options on the market today, helping you manage your church and finances more effectively.

4. Zoho Books: Best For Donor & Volunteer Management

Zoho Books boasts strong accounting, beautiful invoicing, international support, and enough other features to rival QuickBooks Online. While Zoho Books doesn’t have nonprofit features built-in, there are two nonprofit modules found in the Zoho Marketplace: Donor Management and Volunteer Portal.

These two add-ons are completely free, making Zoho Books a very affordable option for small nonprofits and startup nonprofits that need strong accounting but don’t yet require extra features.

Zoho Books Features

With Zoho Books, you’ll get plenty of great accounting features including invoicing, inventory, expense tracking, mileage tracking, and more. You can get even more from the software by using one of its add-ons for your nonprofit.

With the Donor Management add-on, you have access to:

With the Volunteer Portal add-on, you get these features:

Zoho Books Pricing

Zoho Books has four plans, including a new plan that’s completely free. If you want access to more features and users, you will have to upgrade to a paid plan. Paid plans range from $20/month to $70/month, although you can get a discount by paying annually. Both the Donor Management and Volunteer Portal add-ons are completely free and can be found in the Zoho Books Marketplace.

Zoho Books is a great option for new/small nonprofits that need strong accounting as well as donor or volunteer management. This cloud-based accounting nonprofit accounting software is easy to use and offers strong mobile apps. Many larger nonprofits will find this option too limited, but for nonprofits looking for an affordable way to keep the books, this could be the way to go.

5. Aplos: Best Fund Accounting Software For Small Nonprofits

Aplos is a comprehensive cloud-based fund accounting program for nonprofits and churches. This software has received strong customer reviews across the board from nonprofits around the world. It has a solid reputation in the nonprofit world and for good reason.

Aplos is well-organized and easy to use. Aplos offers numerous tools for managing donations and gifts, managing donors and your team, and giving you the reports you need for complete transparency. The program supports multiple organizations and offers free, unlimited phone and email support.

Aplos Features

Not only does Aplos get things right in terms of accounting, but it also has plenty of features to make nonprofits run more smoothly. Here is a taste of Aplos’ offerings:

Aplos Pricing

The Aplos Suite costs $59/month, or you can purchase the software plus Text to Give for $79/month. The Aplos Suite plus Advanced Accounting starts at $159/month. A 15-day free trial is available, and new customers are eligible for discounts when signing up. You can also talk to Aplos about a personalized accounting solution with add-ons including payroll, advanced events, prepaid cards, and bookkeeping services.

Aplos is ideal for small nonprofits and churches in need of cheap nonprofit accounting software. Larger nonprofits will most likely find the software too simple for their complex requirements unless they go with the Advanced Accounting plan. The robust features, strong security, and affordable pricing make this software a good choice for nonprofits looking to manage their donations and expenses.

6. Nonprofit+: Best Fund Accounting Software For Large Nonprofits

Nonprofit+ is a full ERP that integrates directly with Acumatica to bring nonprofits strong fund accounting and donor management, on top of typical accounting features, such as expense tracking, accounts payable, account receivable time tracking, and more.

One of the best parts about Nonprofit+ is that the UI is incredibly customizable. There are also tons of integration options and built-in customer support. Because it’s a full ERP, the software is on the expensive side, but for larger organizations that want strong fund accounting, Nonprofit+ could be a good choice.

Nonprofit+ Features

Some of the standout features of Nonprofit+ include:

Nonprofit+ Pricing

Like most ERPs, Nonprofit+ does not disclose pricing on its website. Custom quotes are created for each individual organization. Contact Nonprofit+ directly for a quote or a free tour of the product.

Nonprofit+ could be a good solution for medium to large nonprofits that are looking for full fund accounting and grant management. The software could also work for smaller, growing organizations that are willing to pay the cost to make sure their grants are handled correctly. Nonprofit+ can be expensive and is not ideal for small organizations. Before committing to the hefty price tag, we highly recommend comparing Nonprofit+ with the other ERPs to ensure that you get the most bang for your buck.

7. Blackbaud: Best For Mid-Sized Nonprofits & Government Organizations

First founded in 1981, Blackbaud has had a long time to secure its name and reputation in the nonprofit accounting world. The company offers dozens of different products designed for various organizations and nonprofits. But its bread and butter is Financial Edge NXT.

Financial Edge NXT is a cloud accounting solution for mid-sized nonprofits that is used by over 5,500 organizations. The software offers strong accounting and basic nonprofit features. The interface is beautifully designed and well organized. The company also offers strong security and free chat support.

Blackbaud Features

Financial Edge provides a wide array of features and meets the accounting standards nonprofits need. Some of these features include:

Blackbaud Pricing

Blackbaud does not publicly disclose pricing information. Withholding specific pricing information is a common practice for ERP solutions, as quotes are usually highly tailored to an organization’s individual needs. Blackbaud also offers a separate nonprofit fundraising and member management software called Raiser’s Edge NXT. Contact Blackbaud to learn more about its products and pricing.

According to Blackbaud, its software is ideal for mid-sized nonprofits that have a decent-sized staff and handle $1,000,000+ in revenue each year (or are steadily growing to meet these standards). As one of the leading names in nonprofit accounting, Blackbaud delivers great features. The question of pricing is still a huge factor for many nonprofits, but the features are worth a look at the very least.

8. Intacct: Best Financial Reporting

If you want to optimize and improve the financial situation of your nonprofit, Sage Intacct can help. This fund accounting software not only has the accounting features you need but also offers real-time visibility to effectively manage the growth of your nonprofit.

Intacct is cloud-based software that is fully customized to the needs of your nonprofit. You’ll find a lot of great features with this software that you won’t find with other programs, including outcome metrics and compliance reporting.

Intacct Features

Intacct has many great features tailored to nonprofit organizations, and its reporting features are pretty much unmatched. Some of the features available in this software include:

Intacct Pricing

Because it is a customized solution, you will need to contact Sage Intaact for a quote. However, Sage does note that most customers spend between $6,000 and $35,000 on an annual subscription. While this may be a little steep for smaller nonprofits, larger nonprofits may find the expense well worth the cost.

If you’re looking for a personalized nonprofit accounting solution with plenty of features and excellent reporting, Intacct is worth looking into. Contact Sage for your quote and demo to learn more.

9. Sumac: Best Customizable Nonprofit Software

Sumac is a locally-installed nonprofit accounting solution founded on the phrase “do more good.” The software offers everything from CRM to pledges to course registration and more. The cool thing about Sumac is that you can customize it to fit the needs of whatever type of nonprofit you run.

Sumac also integrates seamlessly with QuickBooks Desktop and QuickBooks Online. If you’re using one of these programs, Sumac can give you access to the nonprofit-specific features that QuickBooks lacks.

Sumac Features

With Sumac, you start by purchasing the Basic CRM and then buying any other add-ons your nonprofit needs. Basic CRM includes:

Here are the additional features that you can add to Sumac (prices for these add-ons vary):

If you require something beyond these offerings, you can purchase a custom add-on as well.

Sumac Pricing

Sumac offers four pricing plans from $35/month to $250/month. Add-ons start at $60/month. You can also contact Sumac to create a custom plan for your organization.

The appeal of Sumac is that the software is incredibly customizable to your specific nonprofits’ needs Sumac is a good solution for mid- to large-sized businesses, especially if you need complex features, such as tour booking, course registration, auditions and submissions, etc. Sumac’s paid plans are not ideal for small nonprofits on a budget, especially considering the additional cost of QuickBooks Online or Desktop if you choose to go this route.

10. Fund EZ: Best For Medicaid Billing Or Foster Care Support

Fund EZ is by far one of the most complex and developed of the programs on this list. The company prides itself on being completely up to date on nonprofit accounting industry standards. When you sign up for Fund EZ, a member of the Fund EZ staff sets up the software for you and trains you on the program; you can rest easy knowing your chart of accounts and tax requirements are 100% reliable and accurate.

Since Fund EZ is so comprehensive, it does come at a steeper cost, but the features of the software cover nearly anything you can think of. While complex, Fund EZ uses intuitive organization and design, so you can learn the software faster. Fund EZ also has modules for Medicaid and foster care. Since Fund EZ has a Medicaid billing solution, the software is subject to HIPAA laws, meaning it has some of the strongest security and user permissions out there.

Fund EZ Features

Fund EZ offers an incredible number of features, although some require an additional cost:

Fund EZ Pricing

Fund EZ comes as either a cloud-based product or a locally-installed program. FundEZ does not display its prices on its website, so contact the company directly for a quote. A 30-day free trial is available. You can add Medicaid billing, foster care support, fundraising, and fixed assets for an additional cost.

Fund EZ is ideal for large nonprofits and nonprofits with complex accounting needs and is great for organizations needing Medicaid billing or foster care support. This is one of the only programs I feel truly ensures that nonprofits have accurate accounts and are meeting all federal nonprofit regulations. While these comprehensive features are a huge plus, they come at a steep price, making the software an unrealistic solution for smaller nonprofits or nonprofits on a strict budget.  The software is also not ideal for nonprofits that require payroll.

online fundraising tools

More than half are rolling deadlines, so take a look now and then start bookmarking for your next grant cycle. The list focuses on grants that will fund technology and marketing needs for NGOs and other non-profits. CHECK DEADLINES

It’s fundraising season which means we are all running around fueled purely by coffee and our desire to see our organizations thrive next year. Before you work until you drop, consider some fundraising tools for your nonprofit that will make this year-end fundraising season your best yet. We know there are ton of options out there so we’ve broken down some of our favs and pointed out what makes each one unique. Ready to take a deep breath (and maybe put down the caffeine) so you can make your plan?

Starting right off the bat with an awesome tool. Classy is a cloud-based software that boasts a “fundraising” suite of options. It’s mobile focused and has both peer-to-peer and crowdfunding options. We love that it can be integrated with your website (cough, cough) and it also has an impressive ⅘ stars on software advice.

The takeaway: This tool is built for small to mid-sized nonprofits, so if that sounds like your organization then it might be the one for you. Make sure to sign up using the 50% discount for new Classy users.

This tool is focused on ease of use. First Giving is all about making it simple for your nonprofit to raise more donations. They offer custom branded pages, event fundraising and allow for embedded fundraising widgets. They even have time-sensitive campaign countdowns that are sure to move your supporters to donate.

The takeaway: This tool focuses on communication and relationship management for your supporters. If relationship building is essential for you, check them out.

As the name implies, this awesome tool focuses on mobile use. From mobile-friendly donation pages to peer-to-peer fundraising, they have it all. They also have an awesome text-to-give thermometer.

The takeaway: If your organization is focused on donor experience related to mobile giving, then check out this premier tool.

The folks at Qgiv just get nonprofits. They have made everything easy to use. Their platform is extremely customizable, which allows it to adapt to what your nonprofit needs. It boasts mobile app donation, interactive dashboard and reporting tools, social sharing options on donation forms, easy to use form builders and more.

The takeaway: Qgiv offers no limits on donation forms, events, support and a range of other services. So if “unlimited” sounds good to you, then check them out. Receive a 10% discount using this QGiv form.


The charitable wing of GoFundMe is pretty awesome. From easy-to-use fundraising tools, social sharing, mobile responsiveness and text-to-donate options, they cover everything. Plus, they specialize in socially focused event fundraising and know exactly how to raise more for your nonprofit.

The takeaway: Crowdrise knows branding and their tool reflects this. If creating customized, well-branded campaigns is a priority for your organization then we suggest chatting with Crowdrise.

CauseVox is a community driven fundraising platform that was built by nonprofit experts to help you grow your giving. It’s simple and easy to use offering custom donation page design, mobile responsiveness, secure donation pages, peer-to-peer fundraising options and so much more.

The takeaway: CauseVox is unique in its capacity to story-tell. The platform contains storytelling tools that allow your nonprofit to effectively engage your supporters and encourage donation. If storytelling is essential for your nonprofit, contact CauseVox. New CauseVox users receive a 40% discount for the first two years.

Salsa Labs has it all from donor management to fundraising fun. To name a few fun features, their software’s got online donation pages, event registration, peer-to-peer, online gift acknowledgements and obviously mobile responsiveness. They know that one size does not fit all and work with a ton of different organizations throughout the United States tailoring their software to fit the nonprofit’s needs.

The takeaway: Salsa Labs is an expert in donor relationships. The tools they offer ensure that you are able to cultivate new donors while continuing to engage your tried and true supporters.

Neon is  a CRM tool designed for your nonprofit’s growth. The CRM has everything from donor data to built-in communication and marketing tools. It stresses communication through thank you and donation receipts and donor experience with custom online donation forms.

The takeaway: This robust software has everything in one place. It’s efficiency allows your nonprofit to focus on doing more good while your CRM takes care of the rest.

These folks know what they are doing. The experts in donor management and retention, they offer website integrations, smart reports, donor surveys and online giving. All they do keeps the donor in mind allowing your to build stronger relationships.

The takeaway: They know donors and have built their tool to reflect this. Is your priority a donor-centric platform? Check them out and take advantage of the 10% Bloomerang discount.

EveryAction is the go-to for any nonprofit in the political or advocacy game. Their easy to use high-conversion donation pages are seriously awesome. They also offer one-click donations, peer-to-peer fundraising, tribute giving and so much more. As they are politically oriented, other features include voter contact, custom reporting and advocacy tools.

The takeaway: If your nonprofit is engaged in politics, our vote is for EveryAction.

Double the Donation is the master of the matching gift. They boast specialized matching gift pages that raise awareness and match your organization’s branding. They simplify matching and raise awareness better than anyone else in the game.

The takeaway: Are matching gifts a priority for your nonprofit this giving season? We have three words: Double the Donation.

So there you have it! 11 awesome fundraising tools your nonprofit should consider this year-end fundraising season. If you have any questions or comments about any of the above mentioned tools or platforms please reach out to us at Elevation, we love hearing from you. Happy fundraising!

does patriot software integrate with quickbooks

When considering the best payroll software for your small business, think of the Patriot Software payroll service as your friendly hometown barbershop. Sure, it isn’t the biggest or most complex around. But it’s welcoming, high on charm, and gives you a sincere deal for the money.

On the other hand, QuickBooks Payroll parallels a big department store in the city. It’s a complex operation that has everything you need under one roof. However, you’ll likely pay more for many things, and it takes patience and effort to sort through each aisle.

So, which payroll solution is right for your small business? Let’s find out.

SurePayroll is an affordable and straightforward payroll software that offers automatic payroll runs, tax filing, and exceptional customer service.

Compare Patriot Payroll and QuickBooks Payroll features and pricing

Data as of 12/16/22. Offers and availability may vary by location and are subject to change.*Current sale price: 50% for 3 mos.

Most affordable: Patriot Software

The entry-level, full-service plans on both QuickBooks Payroll and Patriot Software cost nearly the same. However, Patriot is the winner in the pricing game.

Say you’d rather save a few bucks and file payroll taxes on your own. In that case, Patriot offers a manual plan for $17 flat and $4 an employee each month.

By contrast, QuickBooks Payroll doesn’t offer such an option. Instead, manual payroll is only provided via the core QuickBooks Desktop software, which starts at $349 annually for 3 users. More users can quickly inflate that amount to over $1,000 a year. Unless you already have Desktop, Patriot is clearly the more affordable choice.

But what if the opposite is true and you want to splurge on the works? Patriot is still victorious. QuickBooks Payroll’s mid-range Premium plan adds on time-tracking, same-day direct deposit, and workers compensation options for $80 and $8 a worker per month—and that’s their sales pricing of 50% for the first 3 months. Compare this to Patriot, which offers similar perks (except same-day pay) for only $37 and $4 monthly.

We can go on and on about the differences in price and value, but the end result is almost always the same: Patriot costs less than QuickBooks Payroll while still offering a full array of features.

Most user-friendly: Patriot Software

Patriot is superior if you want an easy-to-use platform without complicated bulk. That’s because the vendor delivers a user interface filled with large print text, jargon-free explanations, and streamlined processes.

For example, the software brand boasts it only takes three mouse clicks to disperse paychecks. While it technically takes a little extra mousework, the overall theme of simple, intuitive design is omnipresent. Meanwhile, QuickBooks Payroll focuses more on complexity and plugging into other tools from its parent company, Intuit.

And you’re in luck if you’re constantly on the move: Patriot’s cloud-based platform is natively mobile-friendly. This means you don’t need to download any software on your smartphone or tablet. Instead, you have access to every feature via a mobile browser, such as Chrome or Safari. For comparison, QuickBooks Payroll settles for a mobile app that has a limited amount of functions.

The two platforms are tied when it comes to customer service, though. Both offer US-based chat and phone support 12 hours a day, Monday through Friday. Ultimately, the tiebreaker might lie in your geographic location: Ohio-based Patriot’s support runs in the eastern time zone, while QuickBooks’ parent company Intuit operates in the Pacific time zone.

Bottom line, Patriot’s easy-to-understand and visually alluring user interface takes the cake when it comes to handling payroll like a champ, regardless of your technical background.

Best for growth: QuickBooks Payroll

Although Patriot Software pumps out plenty of value, QuickBooks Payroll still delivers far more horsepower suitable for long-term growth. This is accomplished through a native connection to the broader Intuit ecosystem. Let’s paint a picture of how this might play out down the road.

Say your business is expanding into ecommerce, or perhaps you’re fleshing out a sizable vehicle fleet. You could tap into QuickBooks Commerce to build your online empire. Meanwhile, QuickBooks Online logs mileage either manually or automatically via convenient GPS tracking. Both of these tools can then feed into Intuit’s TurboTax platform, making annual tax filing a breeze.

We’ll take it a step further. If you need fresh working capital to fund your entrepreneurial expeditions, you can count on the convenience of QuickBooks Capital for loans. This is yet another hypothetical need that many competitors, such as Patriot Software and Gusto, simply can’t solve.

Bottom line, QuickBooks Payroll is our best pick for long-term growth since it’s ripe and ready to solve a slew of evolving business needs.

Best for last-minute payroll: QuickBooks Payroll

What if you could hold on to your business’s revenue for longer? This gift of time could help you make payroll without needing short-term loans or worse—potentially delaying payday.

If your business is prone to cash crunches, QuickBooks Payroll is your best bet. That’s because the platform offers next-day or even same-day direct deposit without requiring costly wire transfers. Since there’s no charge to use this service, you could regularly take advantage of this nifty perk without breaking the bank.

Patriot Software, in comparison, requires a four-day lead time, meaning a Monday payroll initiation will disperse on Friday. You could score next-day delivery, but only if you deposit funds ahead of time. This won’t work for most small businesses, which often don’t have five- or even six-figures of cash lying around gathering dust.

Plus, as an added bonus, QuickBooks includes automatic, hands-free payroll runs. This allows you to schedule this duty ahead of time, which is particularly crucial to avoiding missed deadlines during last-minute payouts. As you can guess Patriot requires manual approval every time you cut a check.

The takeaway

Patriot Software delivers a wonderfully user-friendly payroll service that’s suitable for modest small businesses. No previous technical background is necessary since the interface is quite intuitive and most functions require just a few mouse clicks. While this sounds sweet, you’ll eventually outgrow the platform as your needs evolve to require features beyond payroll, such as human resource administration and accounting.

QuickBooks Payroll, on the other hand, can grow to encompass the entire Intuit ecosystem. This means you can nail down solutions for accounting, IRS tax filing, and professional guidance from human resource experts, to name a few things. The platform is far more complex and costly, however.

Want to snag a standalone human resource administration platform? Check out our picks for the best human resource software for small businesses.

Related content

Patriot Payroll vs. QuickBooks Payroll FAQ

Yes, Patriot Software payroll solution integrates with both QuickBooks Online and Desktop. The company clarifies that there are some limitations, although it plans to bridge these feature gaps eventually.

Most payroll services offer similar third-party integrations that still leave many features unaddressed. That’s why we’d recommend sticking with QuickBooks Payroll if you’ll depend heavily on the broader Intuit ecosystem.

We think Patriot Software is the better choice for most small businesses. That’s because QuickBooks Payroll is more expensive despite offering many similar features. Plus, it has a steeper learning curve.

It’s not all bad, though. People already using other Intuit products and those who value functionality over aesthetics will likely feel right at home with QuickBooks Payroll.

What payroll service works with QuickBooks?

Most of the top payroll services, including Patriot Software, integrate with QuickBooks Online and Desktop. You can also manually run payroll with QuickBooks Desktop, although this costs extra each month.

How does Patriot Payroll work?

Patriot Software works by offering full-service payroll, which means it automatically files federal, state, and local taxes for you. This is a massive time-saver for resource-strained small businesses lacking accounting staff. You can also use Patriot for employee time-tracking and some light human resource administration functions.


We made our recommendations after a careful review of each platform’s suitability for small businesses and applicability to different stages of growth. We also considered the following factors (not an exhaustive list):

At, our research is meant to offer general product and service recommendations. We don’t guarantee that our suggestions will work best for each individual or business, so consider your unique needs when choosing products and services.

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