Running a plumbing business is more than just fixing leaks and unclogging drains—it’s also about keeping your finances in check. And let’s be real, bookkeeping probably wasn’t why you got into this business. But if you don’t track your income and expenses properly, it’s easy to end up in financial hot water (pun intended).
That’s where the right accounting software comes in. The best options will help you send invoices, track expenses, and manage job costs without giving you a headache. But here’s the thing—picking the best accounting software for plumbers is just the start. You still have to keep your books up to date and actually look at the reports to understand how your business is doing. But more on that later.
Below, we’ll break down some of the recommended accounting software so you can find the right fit. And if you’re still not sure, we’re happy to guide you in the right direction.
Let’s start out with our top recommendation: QuickBooks Online.
If you need a well-rounded, easy-to-use accounting tool, QuickBooks Online is hard to beat. It helps you manage invoices, track expenses, and keep an eye on your bottom line with useful financial reports.
Plumbers juggle multiple jobs, suppliers, and expenses, and it’s easy to lose track of costs. With QuickBooks Online, you can:
✅ Sort expenses by job using class tracking, so you always know where your money is going
✅ Set up automated invoicing to make sure you get paid on time
✅ Use built-in mileage tracking to log every deductible mile
✅ Snap photos of receipts and track transactions on the go
But the real power of QuickBooks isn’t just in tracking numbers—it’s in using the reports to understand your business. Plumbers can benefit from Profit & Loss statements (to see if they’re actually making money), job costing reports (to track profitability per job), and cash flow reports (to avoid financial surprises). Plus, the accounts receivable report helps you chase down unpaid invoices before they become a problem. These insights make it easier to price jobs correctly, manage expenses, and keep cash flow steady.
Basically, it’s a well-rounded tool that can pretty much do everything you need it to in your plumbing business.
If you’ve got a growing plumbing business and need to give multiple team members access to your books, Xero is a solid pick. Unlike QuickBooks, Xero includes unlimited users on all its plans, so you won’t pay extra to let your office manager or bookkeeper log in.
✅ Easy invoicing – Create, send, and track invoices in one place
✅ Bank reconciliation – Syncs with your bank, though it may take a little getting used to
✅ Job management integrations – Connects with tools like ServiceM8 to track multiple projects
One of Xero’s biggest advantages is its smooth integrations with third-party apps. If you already use ServiceM8 for scheduling or Hubdoc for receipt management, Xero syncs with them seamlessly, making bookkeeping more automated.
If you’re running a one-person plumbing business, FreshBooks makes invoicing, tracking expenses, and managing clients simple and painless. The interface is one of the easiest to use, so even if you’re not a numbers person, you’ll get the hang of it quickly.
✅ Fast invoicing – Create and send professional invoices in just a few taps
✅ Simple expense tracking – Snap a photo of a receipt, and FreshBooks will categorize it for you
✅ Built-in time tracking – If you charge by the hour, FreshBooks ensures every minute is logged
FreshBooks is best suited for independent plumbers or small businesses that don’t need complex accounting features. While it doesn’t have built-in payroll or deep job costing, it’s great for keeping things organized and making sure you get paid on time.
Just starting out and don’t want to spend a dime on accounting software? Wave’s free version gives you the basics—like invoicing, expense tracking, and financial reporting—without a monthly fee. If you need more automation and unlimited users, Wave Pro is just $16 a month. It’s a solid choice if you want to keep costs low without giving up essential accounting tools.
✅ Completely free – No cost for invoicing, expense tracking, and financial reports
✅ Bank syncing – Keeps your transactions up to date with easy reconciliation
✅ Affordable upgrades – Wave Pro offers more automation and unlimited users for $16/month
While Wave is a great option for solo plumbers or small startups, keep in mind that it lacks some of the automation and advanced reporting found in paid options. If your business grows, you might eventually need to switch to something like QuickBooks Online or Xero.
Picking accounting software is a great first step, but it won’t do much for your plumbing business if you’re not actually keeping up with your books.
The real work happens after you install the software—staying on top of transactions, reviewing your reports, and making sense of the numbers.
It’s important to record transactions regularly instead of waiting until tax season to scramble through receipts and bank statements. The more up-to-date your books are, the easier it is to see where your money is going.
And speaking of that, those reports inside QuickBooks or Xero aren’t just there for decoration—you need to actually look at them.
Understanding your cash flow and job profitability can help you make smarter business decisions, like adjusting pricing or cutting unnecessary costs before they become a problem.
A good accountant (like us!) won’t just help you track numbers—we’ll help you use them to grow your business.
Whether you need guidance setting up your books, understanding your reports, or figuring out how to maximize profits, we’re here to help.
At Adam Traywick, CPA, we specialize in plumbing businesses and can help you set up the right tools, find opportunities for growth, and help you keep more money in your pocket year-round.
To get in touch, simply head over to our Getting Started page to tell us a few details. Our team will get in touch within 24 hours to see how we can help.
Until next time!
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