accounting tools every business owner needs to use
software for people who'd rather die than do math
Hey fam and welcome back to dumb rich! How the heck are ya? I'm always on here blabbing/spiraling about how I’m doing, so here’s a turn of the tables: I hope your vibes and bank accounts are high!!!!!!
After last week’s post on manifestation (✨woo✨), I’ve been in reflection mode. I just wrapped my first tax season since leaving my full-time job—which, honestly, I should take a minute to be proud of that. I’ve been loving writing and connecting with the dumb rich fam, and now I’m back to the admin of being a business owner. I’m so used to keeping everyone else’s business together that I sometimes forget... I am also a business owner? Lol. I’m even leaving my house and seeing clients irl. Dare I say... work is kind of fun right now?
Another post–tax szn agenda item? Catching up with new and prospective clients who reached out during the madness. I genuinely love this part—meeting cool people, hearing about their businesses, and peeking into their current systems. While I’m sometimes flexible with what systems my clients use, there are a few non-negotiables I (nicely but firmly) require. It's 2025—we're not doing manual spreadsheets anymore (well, actually, sometimes). I don’t want robots to take my job (obviously), but they can certainly make it easier.
my personal favorite business tools and resources
I’m not getting paid for any of these suggestions, so you know they’re real. However, if any of these brands want to pay me, please reach out. I can be bought. I am a great salesperson and request (bully) my clients use these tools.
QuickBooks - Non-starter for me if you refuse to use Quickbooks. Seriously. If a client insists on another accounting platform, I keep a second set of books in QuickBooks. Yes, it’s that real. To be clear, I’m talking about Quickbooks Online. Quickbooks Desktop is living in 2005 — even Quickbooks hates it. They’re actually begging people to switch to online. It couldn’t be easier. It syncs directly with your bank, pulls in transactions, and usually auto-categorizes things pretty accurately. Some of my clients let me handle everything, others (hi, Gayle!) get a little high off doing it themselves. Either way, the reporting is my favorite part. You get real-time insights into how your biz is doing, which is essential for growth, goal-setting, and not spiraling. Bonus: you can invoice and accept payments right in the platform. Anything that gets my clients paid faster, I support.
Gusto - The easiest payroll system out there. Full stop. I have SO many issues with the “full service” payroll providers (I won’t name any names). They always mess something up I can’t even explain the frustration. Gusto automates everything, offers benefits and 401(k)s, and syncs with QuickBooks. You can even pay 1099 contractors and have Gusto file their forms for you. Bless.
Bill.com - If you're sending out a lot of payments, this is your tool. Upload invoices, store contractor info, and track it all in one place. It integrates with QuickBooks (see the pattern?) and even handles 1099s. Plus, you can build in approval workflows so your team signs off before payments are made. Clean. Simple. Organized.
Asana - Project management without the fluff. I use it to track tasks and assign projects to my team. That said, I have an on-again/off-again relationship with Asana. Half the time I’m using it diligently, the other half I’m scribbling to-do lists on looseleaf. When I am consistent with it though, it gives me peace of mind knowing nothing slips through the cracks.
Shopify & Shopify Capital - If you sell a product online, Shopify is the move. It’s foolproof, affordable, and once you build some history, Shopify will start offering loans based on your revenue. The rates are often better than traditional loans, and the approval process is almost a little too easy? I’ve seen clients receive funding within 24 hours in some cases. Repayment is auto-deducted as a percentage of your sales. This is a great resource for businesses having cash flow issues.
Tax Jar - Sales tax is… annoying. And overwhelming. When a customer pays sales tax, it doesn’t magically get remitted to the government—you’re on the hook to hold onto it and remit it (quarterly or monthly). TaxJar keeps track of what you owe and automatically pays it on your behalf. If you sell across multiple states, it also monitors when you hit thresholds that require you to file in new places. This is a huge help as each state has different requirements and you want to remain compliant!
Stripe - If you don’t have a Shopify store and you're selling services, Stripe is your new BFF. Super easy payment processing, clean invoicing, direct deposits—done.
business substacks that inspire me (and keep me sane)
Even though I help businesses stay organized and compliant, I’m still a business owner navigating the highs and lows, and sometimes making it up as I go along (not with taxes—don’t worry lol). Being a solo biz owner is wild. It’s a lot of fun sometimes and other times I’m just questioning my entire existence on this planet. It’s great to hear others have similar experiences, because then I feel less insane. These Substacks are my water cooler gossip, inspiration, and emotional support:
Please Advise by Aleen — I literally think betches raised me. When I close my eyes, I am back in college reading the original betchesluvthis tweets. Now, as an adult, I’m obsessed with Aleen’s founder journey— starting a business with her best friends, never taking outside investment, growing the company, then selling it. Her Substack is hilarious, relatable, and refreshingly candid about being a CEO, mom, friend, etc. It also has insights on corporate America, not just business ownership! I love it.
by Tariro Makoni — There is actually no one cooler than Tariro. Her Substack, trademarked, merges C-suite growth strategy with the topics we really care about, for example, a political take on what your manicure says about you. It’s giving genius bestie energy. The vibe is you’re chatting with your BFF and SO excited you’re using hand gestures and talking a million words per minute. I always leave feeling inspired by her passion!the group chat by Meredith Hayden — I am an OG follower of Wishbone Kitchen, when Meredith was a private chef in the Hamptons. As a service business, there’s only so much one person can do unless they’re looking to scale. She turned a niche service into a brand and business model. Watching her build something scalable and iconic makes me want to do the same.
That’s all for today!! Excited to chat next week xoxoxo
I am SAT and taking notes 🤓
Ok I hear you on software but! What do you like about quickbooks over FreshBooks? I’ve tried QB a couple times and drowned in their UX and crappy customer service (as have lots of my clients). I’m genuinely curious what we’re missing!