Programs for Bookkeeping Built to Last (and Thrive)

A flashy UI or a few automation features won’t cut it. Programs for bookkeeping that last have one thing in common: they evolve.

Here’s what you should be looking for in bookkeeping software that won’t be obsolete before your next CPE course:

• Scalability – Can it grow with your firm?

• Relentless innovation – Is the platform leading the charge in AI and automation, not scrambling to catch up?

• User loyalty – Is there a strong customer base still invested?

• Ecosystem and integrations – Can it plug into the rest of your tech stack?

• Security and compliance – Is it ready for the next wave of data and privacy demands?

Legacy Programs Still Holding On—And Why

Some bookkeeping software has stood the test of time. But are they really built for the future, or are they just legacy systems coasting on brand recognition?

QuickBooks (1992 – Present)

QuickBooks has been a staple in the bookkeeping world for decades—widely used, familiar, and dependable. Its evolution from desktop to QuickBooks Online helped it remain a go-to for many small businesses and firms. While it offers some automation and cloud functionality, firms managing a high volume of clients may find themselves relying on manual processes or workarounds to scale effectively.

Survivability Score: 9/10

With a massive embedded user base and status as an industry standard, QuickBooks Online isn’t going anywhere anytime soon. Some legacy concepts—like reliance on rules for automation—may create friction as the industry continues shifting toward more intelligent, hands-off solutions.

Xero (2006 – Present)

The modern-looking cloud contender. Xero showed up with a slick UI and a cloud-native build that turned heads. It’s strong internationally, and its API-friendly approach has created a thriving app ecosystem. Still, for U.S.-based firms looking for deep automation or hands-off scalability, Xero may not check every box.

Survivability Score: 8/10

While it supports integrations with automation tools, the platform itself doesn’t yet deliver the deep, built-in automation firms may need as they scale.

Sage (Peachtree era – Present)

Sage has a long history in the accounting world, with platforms like Sage Intacct serving more complex, enterprise-level needs. It offers robust financial features and deep customization, making it a solid fit for larger firms with specific requirements. However, that same complexity can lead to a steeper learning curve and a greater need for support. Some users also report challenges with error correction and configuration changes post-implementation.

Survivability Score: 7/10

Sage has strong staying power in the enterprise space, but its complexity and cost could make it a less flexible option for firms focused on agility and automation.

FreshBooks (2003 – Present)

FreshBooks carved out a niche with its clean interface and ease of use, making it a favorite among freelancers and solopreneurs. For basic invoicing, expense tracking, and small-scale bookkeeping, it gets the job done. However, it’s not designed with accounting firms in mind—particularly those managing multiple clients or seeking deep automation and scalability.

Survivability Score: 6/10

FreshBooks is a strong player in the microbusiness space, but its limited scope makes it less suitable for firms focused on growth, efficiency, and automation at scale.

Bench (2012 – Present)

Bench made waves with its promise of “bookkeeping done for you,” combining software with a team of remote bookkeepers. It’s visually appealing and approachable for small business owners. But for accounting firms, Bench quickly hits a ceiling. The model leans heavily on human labor, which makes it hard to scale, slow to adapt, and light on true automation.

Survivability Score: 5/10

Bench has staying power in the solopreneur and startup space, but it’s not built for firms looking to scale or streamline with automation. Human-powered bookkeeping just doesn’t cut it long-term.

Pilot (2017 – Present)

Pilot is positioned as modern finance for startups, offering bookkeeping, CFO, and tax services backed by venture funding. Behind the scenes, though, much of the work is still done manually. It’s built for the VC crowd, not for accounting firms with dozens or hundreds of clients. If you're running a firm—not a funded startup—Pilot’s pricing and service model won’t scale.

Survivability Score: 6/10

Pilot’s future is tied to startups and venture-backed businesses. It may work well in that world, but accounting firms need real automation, not human-heavy workflows wrapped in slick branding.

KPMG Spark (2018 – Present)

Backed by a Big Four name, Spark promises online bookkeeping with “live support.” The catch? It’s powered by people behind the scenes. While Spark may be a fit for small business clients who like the KPMG name, it’s not optimized for accounting firms. It lacks the automation depth, customization, and flexibility growing firms require.

Survivability Score: 6/10

KPMG’s reputation gives Spark credibility, but that only goes so far. Without firm-focused innovation, it’s more of a traditional service in modern packaging.

And Then There’s Botkeeper: Built to Outlast, Outperform, and Out-Automate

Here’s what makes Botkeeper the only program on this list built to thrive in the next 20 years:

• AI-first, not just AI-enabled – We use automation and machine learning to handle bookkeeping with no human intervention required.

• Scalable to the moon – Whether you’re onboarding 10 clients or 10,000, the platform scales with you, without extra headcount.

• Built for accounting firms – Not freelancers. Not solopreneurs. Botkeeper is purpose-built for firm operations and advisory models.

• Security and compliance, nailed – SOC 2 Type II compliant, fully encrypted, and built to meet the highest industry standards.

• Real-time, real results – Get client data, financials, and insights in real-time. No waiting. No wondering.

Survivability Score: 11/10

This isn’t just about survival. It’s about winning.