This article was originally published April 2019.
Comparing Acumatica versus QuickBooks to decide which is the best fit solution for your business requires looking at the big picture ask – do you just need accounting software or do you need an ERP? Off-the-self applications are usually fine when you have less to process, but once your organization grows you will be facing more silos, gaps between workflows, volume-based fees or having to rely on manual recordkeeping with spreadsheets just to get around the latter. This is why companies looking to scale up should consider investing in a full-fledged enterprise system for your financial management, especially if you are looking at migrating to a cloud-based environment that allows for multi-location visibility and access.
Acumatica Cloud ERP is a state-of-the-art business management system that delivers unique cost value and the latest in enterprise-level technology, yet can still be leveraged by SMBs. By providing a distinctive scalability model and multiple deployment options, it allows your business to match the software’s output to your needs. Companies migrating from desktop accounting software to this modern solution will receive flexibility in their ERP implementation as well as access to modern tools and features.
Here are five key differences to consider for comparing Acumatica versus QuickBooks:
1. Technology & Functionality
Even the largest version of QuickBooks, the Enterprise application, is still designed to function as a rudimentary in-house bookkeeping system. It was built to fulfill a specific set of functions through a simplified interface and the features reflect that. Independent reviews consistently rate Acumatica Cloud ERP higher for its technology infrastructure, with G2 users highlighting superior integration capabilities and data management features.
Acumatica was built from the ground up as a “true cloud” solution that leverages the benefits of Software-as-a-Service (SaaS) to deliver real-time feature updates without disrupting workflows. Users can stay up-to-date with the latest functionality enhancements and compliance releases by taking advantage of a privately or publicly hosted environment.
As a born-in-the-cloud system, all functions can be accessed through a browser without going through external applications. Users maintain complete ownership and control of their data in full, usable formats, unlike QuickBooks Online which limits access to read-only data for just 12 months after subscription cancellation.
2. Growth & Scalability
Relying on desktop accounting software to manage your finances will force you to add or redistribute licenses to allow for additional users. Solutions such as QuickBooks also prevent you from having personnel use the system simultaneously without even more licenses, and these feature a user ceiling as well. These constraints will make it increasingly difficult to depend on your off-the-shelf accounting software as your sole financial solution, meaning that may have to purchase one or more extra products, or fall back on spreadsheets in Microsoft Excel, to process all of that data.
Acumatica features a pricing model that is unique among both traditional ERP and desktop accounting systems. Instead of imposing user limits, licenses are priced based on computing power and resource usage. Your business may add or remove applications at your discretion without having to worry about the number of users in your system.
3. Customization & Integration
Some off-the-shelf accounting software products allow for limited customization, but users may have difficulty connecting all of their various systems written in different programming languages. Given that solutions like QuickBooks fulfill only one role, data silos will inevitably form as the processes involved become disconnected. This prevents your business from maintaining organized documentation, electronic audit trails, and a single version of truth that helps you make informed decisions on developments.
An example of this could be seen with the success story of SWK Technologies customer Kill Cliff, a rapidly growing beverage retailer and distributor that struggled with siloed systems. The company needed to manage multiple sales channels including three ecommerce storefronts, various retail partnerships and military base distribution, with QuickBooks becoming an impediment to unifying the data from all of these applications.
After implementing Acumatica, Kill Cliff seamlessly integrated all their systems including Shopify, SPS Commerce, and multiple third-party logistics providers. This consolidation enabled real-time inventory tracking across locations and automated previously manual processes. The company reduced their monthly close time by 50% and gained the ability to accurately forecast across their complex distribution network. Most importantly, the system scaled smoothly as Kill Cliff expanded from one primary 3PL to multiple distribution partners across the country.
4. Business Intelligence & Reporting
The point when businesses often realize they need more than a simple commercial off-the-shelf bookkeeping application is when they have too little visibility into their data to make critical decisions. Implementing a true ERP system gives you the ability to capture greater insight into connected workflows, as well as access to automations that help streamline processes between silos and integrations.
While QuickBooks lacks this level of in-depth reporting functionality, Acumatica enables you to capture real-time visibility across your operations as well as drill-down as granularly as you need to for every item with the Generic Inquiry (GI) feature. Role-based dashboards allow each user to quickly gain a big picture overview of their key performance indicator (KPI) metrics without having to bounce between multiple screens and apps. These data views are protected by user permission controls set at the system and admin levels, letting you ensure that every member of your team is plugged into the workflows they need to be without compromising security.
5. Business Size & Industry
While smaller businesses may find basic accounting software sufficient in the short-term, growing businesses will increasingly require specialized functionality to manage expanding operations efficiently. QuickBooks has a few industry-specific packages to provide some features for construction contractors, manufacturers, nonprofit organizations and others, but these often are only surface-level compared to what many finance teams in these sectors really need.
Acumatica offers multiple suite-based Editions for various industries and specific markets, from Distribution and Field Service to Retail-Commerce for both brick-and-mortar and ecommerce retailers. These suites include different modules providing features such as warehouse management, material requirements planning (MRP), project accounting, time and attendance, sales orders and much more. The marketplace for Acumatica Cloud ERP also features connectors for over 100 partners, allowing you to choose from dozens of different native integrations and decide on the application stack that works best for your business needs.
Upgrade from Desktop Accounting Software to Cloud ERP
QuickBooks and other desktop accounting solutions are great for basic bookkeeping, but they do not feature the functionality or grant the same level of insight as ERP software. Only an enterprise system like Acumatica delivers the connectivity and scalability your business needs to capture a single version of truth across all of your operations.
Contact SWK here to learn more about Acumatica from a 4-time Partner of the Year and an expert team of consultants who will help you chart your path to a modern ERP environment.