Running an engineering firm means balancing technical work with the demands of running a business.
Bookkeeping, billing, budgeting, cash flow, and profit can quickly pile up.
The right accounting software for engineering firms can reduce the work involved in these processes and give you more time for project work.
How do you decide which accounting software is right for your firm? Start with the needs of your firm today and the size you expect it to become. By reducing manual financial work and improving visibility, you can make smarter decisions. The right accounting support changes as firm size changes. Use that as your starting point before you compare features, pricing, and workflow fit.
What is engineering accounting software?
Engineering work is project-based, so accounting software needs to connect financial records with project performance. Whether you're a structural engineer, a civil engineering firm, an MEP engineer, or specialize in geotechnical, building envelope, facade, acoustical, or environmental consulting, your accounting software needs to match how project work is planned, billed, and delivered.
Accounting: What do engineers need?
Engineers need tools for tracking income, expenses, compliance, and reconciliation. Automated bookkeeping can also save time and reduce mistakes as project work changes.
Finance: What do engineers need?
Finance tools should connect multi-phase budgets, flexible billing methods, profitability, and cash flow. That connection matters when a project runs for months or years.
Operations: What do engineers need?
Operations data should show time by phase, budget progress, scheduling, utilization, and capacity. Good operations data helps you see whether teams and budgets are on track.
When your software is easy to use and built for engineers, admin work takes less time and project work gets clearer financial context.
How to choose the best accounting software for engineers
First, engineers need to consider two factors when choosing engineering accounting software.
Finance and operations needs: Accounting is only one piece of the puzzle for running your firm. To keep your business healthy, connect bookkeeping with finance and operations tools such as time tracking, billing, forecasting, cash flow, and profit analysis.
Phase-based project accounting: Engineering firms face specific challenges with project accounting. Managing multi-year projects and tracking profitability at each phase require specialized tools for phase-based budgeting and financial oversight.
Your choice of software should align with the size and complexity of your firm.
- Solo practitioners with 0-4 employees should stick to simple, easy-to-use software for accounting, invoicing, and time tracking. QuickBooks Online + Monograph can work for firms that want project controls; Wave and FreshBooks fit simpler bookkeeping needs.
- Small firms with 5-100 employees should use software that combines accounting, finance, and operations into a connected experience. Examples include QuickBooks Online + Monograph.
- Larger firms with 100+ employees should use ERP software that supports complex workflows and larger accounting teams. Deltek Ajera, Deltek Vantagepoint, and Unanet are ERP options for that size range.
Use this firm-size fit before comparing individual products.
1 - QuickBooks Online (QBO) + Monograph
The QBO workflow and Monograph's project accounting platform show how the two products work together for engineering firm accounting.
QuickBooks Online, or QBO, is an accounting platform with general ledger management, a chart of accounts, and full bookkeeping tools. If your bookkeeper or accountant already works in QBO, that can make financial management more straightforward for your firm.
For many small engineering firms with 5-100 employees, QBO is often paired with Monograph. QBO handles core accounting, and Monograph adds the project controls engineers need: phase-based time tracking, profitability insights, flexible client invoicing, and project accounting tools tailored to the financial and operational demands of engineering projects. Together, they help manage your firm's project finances and operations.
Features
- Manage the general ledger, chart of accounts, and tax preparation
- Automatically reconcile bank transactions for audit-ready records
- Generate traditional financial reports like Profit & Loss and Balance Sheets
- Track time, expenses and receipts on the go on the web or in an AI-assisted mobile app
- Assign staffing plans to projects and auto-sync to timesheets
- Make phase-based invoicing easier with direct syncing to QBO
- View profitability reports by phase, project, or firm to guide decisions
- Balance workloads to prevent burnout and improve team utilization
- Automatically sync payments and mark invoices as paid across systems
- Forecast staffing needs and hiring months in advance
This pairing works best when QBO handles bookkeeping and Monograph handles project controls.
Pricing
QuickBooks Online Simple Start is currently priced at $38/month at standard rates. Higher-tier plans add features for larger firms. Reviews: 4.3 out of 5, with 7,761 reviews on software reviews.
Monograph starts at $25/month per user for the Track plan. The plan offers tools tailored to engineering workflows. Reviews: 4.5 out of 5, with 234 reviews on product reviews.
Related reads:
These related reads cover how the two systems work together in practice.
2 - QuickBooks Desktop (QBD)
The desktop migration page covers migration details for QuickBooks Desktop users.
QuickBooks Desktop, or QBD, has been used by businesses of many kinds for local accounting and payroll tools. Its advanced functionality once made it a stronger fit than QuickBooks Online for some engineering firms seeking offline reliability and detailed financial tools.
Intuit stopped selling new subscriptions for QuickBooks Desktop Pro Plus, Premier Plus, Mac Plus, and Enhanced Payroll after September 30, 2024, while Enterprise products were not impacted. Instead, they are encouraging users to migrate to QuickBooks Online, which provides cloud-based software with more flexibility, room to grow, and accessibility. When paired with Monograph, QBO gives engineering firms a broader and more intuitive accounting workflow tailored to their project accounting and management needs than was ever possible with QBD.
Features
- Full accounting tools
- Built-in payroll services
- Inventory tracking
- Customizable reporting
- Local installation and offline functionality
These features explain why some firms have continued using Desktop, even as Intuit points new users toward Online.
Pricing
QuickBooks Desktop Enterprise was previously sold via annual subscription. Prices varied by version, with the Gold Edition starting at $1,922/year.
Also read: Online migration benefits
3 - XERO
A software comparison gives additional platform details for Xero and QuickBooks.
Xero is a cloud-based accounting software company founded in 2006 based in Wellington, New Zealand. Xero's regional tax compliance makes it relevant for Australian and New Zealand engineering firms.
Xero offers time tracking, invoicing, and basic project tracking, but it doesn't support phase-based workflows. This can make typical phase-based project tracking and billing harder for engineering firms. It also limits Xero as an all-in-one software choice.
Features
- Basic time tracking, invoicing, and project tracking
- Cloud-based accounting software
- Payroll integration with Gusto for the U.S. market
- Automated invoicing, reporting, and expense tracking
- Bank feeds for real-time financial insights
These features cover basic accounting needs, but phase-based project controls remain the main gap for engineering firms.
Pricing
A Xero subscription starts at $20 per month, with 2 higher plans with more features, such as tracking projects and claiming expenses.
4 - Deltek Ajera
.png)
Deltek Ajera combines accounting and project management for engineering firms. It has tools for financial tracking, invoicing, payroll, project budgeting, and forecasting. Ajera covers many workflows, but setup and training can be substantial.
Ajera may require accounting support outside a standard QuickBooks workflow. Using Ajera alongside QuickBooks to cover gaps can lead to duplicated effort. Limitations in customization and challenges in extracting historical data are other factors firms should consider when evaluating its fit. This Ajera evaluation covers those trade-offs in more detail.
Features
- Dashboards for financial tracking
- Tools for accounts payable and receivable management
- Payroll management integrated with employee timesheets.
- Support for multiple billing types like fixed-fee and time-and-materials
- Budget-to-actuals tracking for project-specific financials
- Financial forecasting tools for project planning
- Tracks sales and use tax with compliance reports.
- Workflow automation for approvals and notifications
Ajera has broad accounting and project management coverage, but the setup and training requirements matter when comparing fit. This practice comparison shows how Monograph and Deltek Ajera compare.
Pricing
Pricing for Deltek Ajera is not publicly available and requires contacting their sales team for a quote. Costs can vary based on customization, data migration, and training needs, which may add up for firms with complex requirements.
Related read: Ajera alternatives
5 - BQE Core
BQE Core is all-in-one software for accounting, invoicing, HR, and project management, built for professional services firms. Its strength is in customizable features and detailed reporting.
BQE Core's complexity makes routine tasks like invoicing or reporting time-consuming and can require extensive training and external support. If your accounting workflow still depends on QuickBooks, running BQE Core beside it can add duplicate steps and inefficiencies. This BQE evaluation covers those trade-offs in more detail.
Features
- Time and expense entry
- Manage accounts receivable with invoices, payments, and statements.
- Process accounts payable for vendor bills, payments, and credit card charges.
- Organize transactions using a chart of accounts.
- Record manual transaction entries in the general journal.
- Reconcile accounts to ensure accurate financial records.
- Generate financial statements such as profit and loss, trial balance, and balance sheet.
- View financial data summaries through dashboards.
- Track account balances and activities in registers.
BQE Core has broad accounting coverage. For engineering firms, the bigger question is day-to-day usability. The Core comparison shows how Monograph and BQE Core compare.
Pricing
If you want exact pricing, reach out to their sales team. According to this pricing listing, plans start at $29/user/month, but costs can climb with add-ons, more users, or training.
Read also: BQE alternatives
6 - Wave
For solo firms, Wave's accounting tools are worth considering if you don't plan to hire. Wave offers a free web-based Starter plan for basic accounting and invoicing. It provides basic financial tools for simple bookkeeping needs. That can appeal to smaller firms with simple financial management requirements.
Wave lacks the advanced features and connections that growing firms might need. Its free plan is a draw, but users should be mindful of its limits as the firm grows and support needs change.
Features
- Basic invoicing and payment tracking
- Expense management
- Automated bookkeeping tools
- Cloud-based storage
These features are best suited to simple bookkeeping rather than more complex engineering project accounting.
Pricing
Wave is free to use, but there are transaction fees for payments: typically 2.9% + $0.60 per credit card transaction for most cards on the Starter plan and 1% per bank payment with a $1 minimum fee. They also offer a Pro plan for $16/mo for more features, such as removing the Wave branding on invoices.
7 - Deltek VantagePoint
Deltek Vantagepoint is enterprise resource planning, or ERP, software designed for engineering firms with 100+ employees. It provides tools for managing project financials, company-wide performance, and accounting workflows. Vantagepoint connects time and expense tracking, invoicing, and cash flow management to reduce manual financial processes and support operational efficiency.
Vantagepoint offers features like project cost tracking, budgeting, and profitability analysis. Its AI-assisted automation and reporting tools aim to reduce manual effort and assist with tasks like month-end reporting and financial oversight. For larger firms needing a centralized accounting and project management system, Vantagepoint has features tailored to complex organizational needs.
Features
- General ledger for managing and recording financial transactions.
- Chart of accounts to organize and categorize financial data.
- Accounts receivable tools for tracking client payments and outstanding invoices.
- Accounts payable tools for managing vendor payments and processing invoices.
- Automated bank reconciliation to match transactions and reduce manual work.
- Project-specific cost tracking for budgets, expenses, and profitability analysis.
- Billing tools with draft invoice approvals and batch processing options.
- Month-end reporting with recurring journal entries and customizable dashboards.
These features fit firms that need centralized controls across larger teams and more complex accounting workflows.
Pricing
Pricing for Deltek Vantagepoint requires a vendor quote. Firms must contact Deltek's sales team for a quote. Additional costs can include setup, data migration, and ongoing maintenance. This can become a significant investment for firms with complex financial and operational demands.
8 - Unanet
Unanet AE is designed for larger engineering firms seeking broad enterprise resource planning, or ERP, software. It connects accounting, project management, resource planning, and CRM into a unified platform. Firms get centralized workflows and operational oversight.
Unanet provides detailed tools for financial and project management, and its extensive feature set can require additional training for full adoption. The software is a strong fit for firms prioritizing industry-specific ERP tools, though its complexity may require a careful evaluation of usability and fit.
Features
- Offers AR, AP, and GL processes with invoicing, payment reminders, and journal postings.
- Provides GL budgeting and forecasting tools with pre-built dashboards.
- Handles bank and credit card reconciliations with dedicated evaluation tools.
- Offers revenue recognition and labor distribution through automated workflows.
- Includes role-based permissions and audit trails for accounting controls.
- Produces financial statements using pre-built reports or a customizable designer.
- Manages multi-company and multi-currency with flexible organizational structures.
- Supports project-based accounting with integrated metrics and lifecycle reports.
These features are aimed at firms that need ERP-level controls across accounting, projects, and resources.
Pricing
Unanet AE ERP does not publicly disclose pricing. Firms must contact the sales team for a customized quote. Pricing reflects its extensive features and room to grow. Costs vary based on the firm's size, requirements, and selected add-ons.
9 - Sage Intacct
Sage Intacct is cloud-based financial management software for growing firms. It is a strong fit for larger firms prioritizing advanced accounting and financial reporting. Sage Intacct focuses on cash management, invoicing, and multi-dimensional reporting, and can complement project management tools used by A&E firms.
Unlike software that combines project management and accounting, Sage Intacct focuses on accounting. This fits firms seeking precise financial oversight while pairing it with other software for operations like resource planning or project tracking.
Features
- Multi-dimensional general ledger for detailed financial organization and reporting.
- Real-time dashboards and customizable reports for tracking financial metrics.
- Cash management tools to oversee and reconcile financial transactions.
- Multi-entity and multi-currency capabilities for organizations with complex structures.
- Automated invoicing and billing processes, including revenue recognition.
- Integrated purchasing tools for managing procure-to-pay workflows.
- Collaboration tools for internal communication and financial task management.
These features make Sage Intacct more accounting-focused than engineering-practice-focused.
Pricing
Sage Intacct uses a modular pricing structure based on the specific features and functionalities your business requires. Firms can customize their package to include only the necessary tools, which helps control costs. To get a personalized quote, you'll need to contact Sage Intacct or an authorized Sage Intacct partner.
10 - FreshBooks
FreshBooks is explicitly marketed toward small businesses and offers affordable, simpler bookkeeping tools through its small business software. It's designed to be intuitive, simple, and easy to adopt. That makes it an attractive option for start-up firms or small service-based businesses.
FreshBooks has limitations for engineering firms. While it's great for basic accounting and invoicing, it lacks advanced customization and can struggle with larger data sets. It is less suitable for firms handling complex projects or scaling operations.
Features
- Time tracking and invoicing
- Automated expense tracking and reporting
- Payment processing
- Client management tools
- Integration with select apps
These features cover startup bookkeeping needs, but firms with complex engineering projects may outgrow them.
Pricing
FreshBooks Lite commonly starts around $19-$23 per month for up to 5 clients. Promotions and billing terms can change that range. The FreshBooks Premium plan is priced at about $70 per month for unlimited clients when billed monthly at standard rates. A 30-day free trial is available for new users to explore its features.
Why engineers should use accounting software
Engineering firms use accounting software to keep records organized, reduce manual work, and see project finances before problems get expensive.
1 - Organize your books and stay compliant
Bookkeeping can often feel overwhelming. Managing accounting across too many spreadsheets creates room for errors. Accounting software makes the process easier.
For instance, QuickBooks Online automatically organizes your financial data into a ledger and chart of accounts. It tracks income, expenses, and taxes to keep your firm compliant with less effort.
Monograph adds project-level links between invoices, expenses, and consultant bills. It connects with QBO for invoices, bills, expenses, clients, and consultants. This helps project data and accounting records stay aligned.
You can track time with precision, down to specific phases and activities, and attach time logs to invoices. This keeps your team aligned with project costs and makes invoicing faster and easier. Dynamic Engineering reported a +2x efficiency gain after moving from Excel.
2 - Save time with automation
Accounting tasks can quickly eat into your time.
Reviewing timesheets and chasing down unpaid invoices pulls attention away from project work.
With accounting software, these processes become more efficient.
For example, QuickBooks Online can automatically download bank transactions, suggest categories, and use bank rules to categorize transactions for you. This keeps your financial data more organized while reducing manual effort.
Monograph syncs with QBO to reduce double entry. It helps engineers create flexible invoices, whether for progressive fixed fees, hourly rates, or consultants. By pulling directly from timesheets and project phase budgets, Monograph makes invoicing faster and more precise.
You can also include time logs on invoices to ensure every billable hour is tracked and accounted for.
Monograph automates payment reminders. That removes the hassle of following up on overdue invoices. Clients can also view their full invoice history. This improves transparency and reduces back-and-forth communication.
Monograph automates payment reminders. That removes the hassle of following up on overdue invoices. Clients can also view their full invoice history. This improves transparency and reduces back-and-forth communication.
Monograph uers report +2.3x faster invoicing and billing processes because everything is connected and simplified. Red Brick Consulting Engineers and Architects reported 2x faster billing after moving from Excel.
3 - Access Financial Reports and Insights Instantly
Financial reports shouldn't be hard to find or understand.
Your firm's financial health should be clear before a project goes over budget.
Your balance sheets, income statements, and transaction histories should always be at your fingertips.
For example, QuickBooks Online offers ready-made reports: balance sheets, cash flow statements, and profit and loss summaries. You can use them to track income and expenses.
Monograph takes it a step further by turning financial data into actionable insights for engineers. It tracks budgets, revenue forecasts, and profitability at the phase level. It also brings in costs from QBO to provide the most accurate view of your bottom line.
Monograph also makes operations like staffing and resource scheduling easier, helping you keep projects on track and within budget.
Firms using Monograph average an extra $25,480 increase in revenue per employee in their first year.
What Accounting Software is Best for Your Firm?
What accounting software is best for your firm?
Setting up your firm with the best accounting software should make bookkeeping easier, help with compliance, improve invoicing and cash flow, keep budgets tied to project phases, and support stronger project profitability.
The right choice depends on your firm's size, accounting complexity, and how closely you need financial data tied to project work.
Which accounting software has helped your firm manage accounting with less manual work?
