Job costing software lets you easily evaluate all of the costs associated with a project, including labor and overhead, and compare them against the revenue the project generates to calculate your profits and losses on a per project basis.
We looked at the most popular options and rising stars and decided to review WorkflowMax, Mavenlink, and BillQuick. These companies covered the range of options for small businesses in terms of ease of use, features, and price.
Best Job Costing Software For Small Businesses: WorkflowMax
We recommend WorkflowMax as the best job costing software for small businesses because it offers the widest range of features, integrates seamlessly with Xero’s accounting software, and is the most competitively priced.
WorkflowMax vs Mavenlink vs BillQuick Summary Table
Best overall for small businesses and general accounting integration
|Best for project management and QuickBooks integration||An alternative option for small teams|
Pricing/Month as Reviewed
By consultation and quote, but typically $40-$60 per user
$14.95 per user for up to four usersFor more than four users, pricing is by consultation and quote
Ease of Setup/Use
Third-Party App Integrations
Online knowledge base, self-paced courses, video tutorials, live chat, and email support
Online knowledge base, video tutorials, live chat, and ticket support
Online knowledge base and user documentation Phone, email, and live meeting support available for an additional cost by consultation and quote
Best Job Costing Software for Small Businesses: WorkflowMax
We recommend WorkflowMax as the best job costing software for small businesses because of its range of features, seamless integration with Xero’s general accounting software, and competitive price. In fact, WorkflowMax is one of the best values in job costing software on the market.
A product of their parent general accounting software, Xero, WorkflowMax includes a wide range of project-specific features for a very competitive price — especially when you consider that all features are included with all plans (you only pay per user), there’s a free two-week trial, and there are no contract terms to commit to.
WorkflowMax’s exceptional online knowledge base also helps to make up for what little it lacks in usability. We found it to be the most comprehensive of the software we reviewed, including not only the expected user documentation but a full library of self-paced video lessons as well as video tutorials and scheduled webinars on specific functions and uses. 24/7 email support is also available for if and when you encounter a specific issue that you need direct assistance with and customer reviews on third-party websites are generally favorable.
There is one significant drawback to WorkflowMax, however, and that is that it doesn’t support integration with QuickBooks. This isn’t a surprise considering that WorkflowMax is a Xero product, but it could be a limiting factor for the many businesses who already use QuickBooks for their accounting needs.
Best Job Costing Software for Project Management & QuickBooks Integration: Mavenlink
We recommend Mavenlink as the best job costing software for project management because it includes the widest range of project management features to work in tandem with your project accounting. While Mavenlink is more expensive than the other job costing software we reviewed, its project management features may make it a suitable replacement for additional project management software — saving you money in total.
More than just job costing software, Mavenlink includes a range of project management and team communication and collaboration features. This is also wrapped up in the most modern and user friendly interface of the software we reviewed. Businesses can build project plans, assign tasks to and schedule their resources, and manage the budgets of a portfolio of projects that are connected to Mavenlink’s job costing functionality. Neither WorkflowMax nor BillQuick offer equivalent project management features.
Mavenlink is also the only software of the three we reviewed to support integration with QuickBooks, which many small businesses will already be using for their general accounting needs.
Mavenlink offers two packages that are competitive in price with WorkflowMax — Team, at $19/month for up to five users, and Professional at $39/month per user; however, to access similar job costing features to WorkflowMax, you will have to subscribe to their Premier package that ranges from $40-$60/month per user (exact pricing is only available by consultation and quote). This is significantly more expensive than WorkflowMax and the primary reason why we didn’t recommend it as the best overall job costing software. If your business is looking to add a project management solution or is open to replacing your existing one, however, then Mavenlink may prove to be more economical once that additional cost is no longer needed.
Mavenlink also offers 24/7 live chat customer support in addition to its self-help resources. Our experience with their chat representatives was positive — responses were quick, direct, and thorough. Customer reviews on third-party websites are also generally positive.
Another Job Costing Software Option for Small Teams: BillQuick
BillQuick offers a flexible range of job costing, general accounting, and project management features to help your business track expenses and revenue more accurately and efficiently. BillQuick’s range of features makes it an ideal solution for sole proprietors or small businesses with teams of less than four, but its pricing model makes WorkflowMax and Mavenlink more economical options as your team grows.
Finally, all customers receive access to extensive user documentation and an additional feature that we particularly liked — developer notes explaining changes to each version update of the software. BillQuick also offers phone support from 6am to 6pm PST, Monday to Friday, as well as email and live meeting support through GoToMeeting; however, individual support is an additional subscription cost that BillQuick will only confirm following a consultation with your business. Without the additional support subscription, BillQuick charges $195 per incident for individual support.
In-Depth Review: WorkflowMax vs Mavenlink vs BillQuick
Ease of Setup & Use
All Job Costing Software Options for Small Businesses
We recognize that there are many job costing software options out there, and here’s a look at the best of some of our research from around the web:
|Best overall for small businesses and Xero integration|
Best for project management and QuickBooks integration
|Suitable for small teams|
|Sage is a leader in the field, but they no longer support this product|
|Excels in the construction industry|
|Range of workforce management tools|
|Automate project bidding|
Still Have Questions?
Have a question about choosing the right job costing software for your business? Our analysts are standing by to answer!
Bottom Line: Best Job Costing Software
Job costing software helps your business to manage its profits and losses on a project-by-project basis. It tracks all of the financial inputs of your projects, such as budgets, estimates, materials, labor, and balances them against the project’s revenue. This is more granular than general accounting software that looks at your business as a whole and more specific than project management software that generally schedules tasks and assigns resources. However, job costing software often includes elements of both to help add context and insight.
For most businesses, we recommend WorkflowMax as the best job costing software, especially if your business already uses Xero accounting software. If, however, your business is also looking to add or replace its project management software, then Mavenlink may be the more complete and economical solution. Finally, while we don’t recommend BillQuick for larger teams, sole proprietors or teams of less than four may find it fits their needs for the best cost.