Accounting software that gives my accountant access at no extra cost

Zoho Books is the best fit if you want to keep costs down: its U.S. Free plan is $0 and includes one business user plus one accountant, as long as your annual revenue stays under $50,000. It also caps invoices and expenses at 1,000 each per year. (zoho.com)

If you need a paid plan or more room to grow, Xero lets you invite your accountant at no extra charge, and QuickBooks Online includes free accountant access on its paid plans—but not its free plan. (xero.com)

Before switching, check that your accountant is willing to work in the software you choose.

The best free options are Zoho Books and Akaunting, but with limits. For a full accounting platform that includes accountant access on a paid plan, QuickBooks Online is the usual choice.

• Zoho Books (free plan): The free plan includes invoicing, quotes, expenses, journals, recurring invoices, payment reminders, bank reconciliation, a customer portal, more than 50 reports, and access for one user plus one accountant. The catch is that the free plan is limited to businesses with annual revenue of $50,000 or less, caps invoices and expenses at 1,000 each per year, and requires manual bank imports rather than live bank feeds.
• Akaunting (free plan): The free plan is capped at one user, with one additional accountant allowed access to the data.
• QuickBooks Online (paid, with free accountant access): The free tier is not enough, since the Free plan costs $0 a month and includes one user, no accountant access, two invoices a month, one bank connection, a profit and loss report, and chat support. The cheapest plan that includes accountants is Simple Start. Every plan also lets you invite accountants for free (two accounting firms on Simple Start through Plus, three on Advanced), and they don't count toward your user limit. Simple Start is listed at $38 per month for one user, income and expense tracking, invoicing, bank reconciliation, and basic reports.
• Odoo (One App Free): Odoo offers a flexible free plan through its "One App Free" option, allowing unlimited users to access the Accounting app without cost. I found no clear statement that this plan includes an accountant seat, so check that before relying on it.

Some sources also suggest Xero lets you invite an accountant without changing your plan, but I couldn't confirm this against Xero's own pricing page.

Pricing and limits change often, and most of these sources are US-focused. If you're outside the US, or want to be sure accountant access is still included, check the vendor's current pricing page before you sign up. If you tell me your country, your revenue level, and whether you need payroll or inventory, I can narrow this down.

Most modern cloud-based accounting platforms are designed with collaboration in mind and allow you to invite your accountant to your account at no extra cost.

Since you are located in Belgium, you may want to prioritize options that are either localized for your market or offer the best flexibility for your accountant’s workflow.

Popular Options with Free Accountant Access

• QuickBooks Online: This is one of the most widely used platforms globally. It allows you to invite your accountant to your company file for free. Your accountant will get their own login, and you can control their permissions. Many accountants are already certified in QuickBooks and prefer this method because it simplifies tax preparation and real-time collaboration.
• Xero: Like QuickBooks, Xero makes it free to add your accountant as a user to your organization. You can set specific access levels so they can view or edit only what is necessary. Xero is highly popular among accounting firms, and many use it as their primary platform.
• Zoho Books: Their free plan (for businesses with specific revenue limits) typically includes access for one user plus one accountant, making it a strong, cost-effective choice for smaller businesses.
• Accountable: Because you are in Belgium, Accountable is a highly relevant, localized option. It is specifically designed for the Belgian market and includes a dedicated, free interface called "Accountable Expert" that allows your accountant to access your documents and tax data directly. This is often the most seamless option for Belgian tax compliance.

Important Things to Keep in Mind

1. Accountant Preferences: Before choosing software, ask your accountant which platform they prefer. Many accounting firms have "Partner" programs with providers like Xero or QuickBooks. They may even be able to offer you a discount on the software subscription or manage the billing for you as part of their service package.
2. "Accountant Access" vs. "User Limits": Most professional software distinguishes between a standard user and an accountant. Even on plans that limit the number of "users," there is often a separate, free "Accountant" role that does not count toward your subscription limits.
3. Ownership of Data: Regardless of who pays the subscription fee, ensure you remain the primary administrator of the account. This ensures that if you ever change accountants, you retain full control over your financial records and history.

Recommendation: If you already have an accountant, reach out to them first. They may have a preferred platform that they already use to manage their other clients, which could make your collaboration much smoother and more efficient. If you are looking for a solution tailored to Belgian tax laws, Accountable is specifically built for that purpose.

If you’re in the U.S., Zoho Books looks like the strongest fit: its free plan is $0 and includes one user plus one accountant. The free plan has limits, including an annual revenue threshold of $50,000 and up to 1,000 invoices per year. ¹

QuickBooks Online also says you can invite an accountant at no extra cost, but its free plan is quite limited; the free tier allows one connected bank account and up to two invoices per month. ⁴

Wave is free for basic accounting, but its current site says accountant access through a limited-user invitation requires the paid Pro plan. ³⁵

Bottom line: Try Zoho Books if you want both free software and direct accountant access. Check that its country-specific features and limits suit your business.