Running a horse business, whether it’s a stable, equine therapy center, breeding operation, or riding school, comes with unique accounting challenges. You need to track everything from feed and veterinary costs to boarding fees and training services. Choosing the right accounting software that caters to the specific needs of the equine industry can save you hours of bookkeeping while helping you stay organized and on top of your finances.
Here’s a breakdown of the best accounting software for a horse business, starting with FreshBooks, which offers simple yet powerful tools for managing income, expenses, and client billing.
Top Accounting Software for Horse Businesses
1. FreshBooks
FreshBooks is a user-friendly, cloud-based accounting tool that is perfect for small to mid-sized horse businesses. Its robust invoicing, expense tracking, and reporting features make it a great option for businesses providing services like boarding, training, or horse sales.
Features:
- Automated invoicing for services (boarding, training, lessons)
- Expense tracking for feed, veterinary costs, equipment, and maintenance
- Recurring billing for regular clients (monthly boarding fees, etc.)
- Time-tracking for services billed hourly (lessons, training)
- Financial reporting (profit/loss, cash flow) to track profitability
Why it works: FreshBooks is ideal for horse businesses because it simplifies invoicing and expense tracking, two key pain points for many stable owners. Its recurring invoicing feature is perfect for billing boarding clients each month, while its expense categorization makes it easy to track feed, vet bills, farrier services, and more. I particularly like FreshBooks for its ease of use—it allows you to manage your finances without being an accounting expert. Plus, it integrates with payment gateways like Stripe and PayPal, making it easy for clients to pay their invoices online.
2. QuickBooks Online
QuickBooks Online is a powerful, full-featured accounting solution that works well for larger horse businesses or those with more complex financial needs. It offers tools for tracking income, expenses, inventory, and payroll, making it ideal for stables with employees or large inventories.
Features:
- Income and expense tracking for boarding, training, breeding, and lessons
- Advanced reporting (profit/loss, cash flow, balance sheets)
- Payroll management for staff, trainers, or farmhands
- Inventory management for feed, tack, and horse-related supplies
- Multi-currency support if you’re working with international clients
Why it works: QuickBooks Online is a versatile platform that can scale with your business. It’s great for equine businesses with multiple income streams, such as boarding, sales, and training services. I’ve seen how its inventory management features are helpful for tracking supplies like feed and tack. QuickBooks also offers payroll integration, which is a must if you have employees such as stable hands, trainers, or administrative staff. Its detailed financial reports are perfect for evaluating your business’s overall profitability and cash flow, and it’s ideal if you need to present financials to investors or lenders.
3. Xero
Xero is another excellent option for horse businesses, offering cloud-based accounting with strong features like real-time bank reconciliation, expense tracking, and multi-currency support. It’s a great option for growing businesses that need flexibility and scalability.
Features:
- Real-time tracking of income and expenses from multiple services
- Bank reconciliation for automatic syncing of transactions
- Invoicing for services like boarding, riding lessons, and training
- Multi-currency support for international equine sales or events
- Financial reports (profit/loss, balance sheets) for business insights
Why it works: Xero’s cloud-based system is perfect for horse businesses that want to manage their finances from anywhere. I find its invoicing and expense tracking particularly helpful for stables that offer a variety of services, such as training, boarding, and lessons. Xero’s real-time bank reconciliation ensures that all your income and expenses are accurately tracked, making it easier to keep tabs on your cash flow. Additionally, the platform offers great multi-currency support, which is useful if your horse business involves international transactions, such as selling horses or competing in international events.
4. Zoho Books
Zoho Books is an affordable, feature-rich accounting solution that works well for smaller equine businesses or those looking to manage their finances without breaking the bank. It integrates with the broader Zoho suite, making it a great option for businesses that also need CRM or project management tools.
Features:
- Invoicing and expense tracking for boarding, training, or breeding services
- Automated payment reminders for recurring services like boarding
- Inventory tracking for feed, tack, and other supplies
- Mobile app for tracking expenses on the go (like when purchasing feed or supplies)
- Detailed financial reporting (profit/loss, cash flow)
Why it works: Zoho Books offers a comprehensive set of features at an affordable price, making it a great choice for small equine businesses. The recurring billing feature is perfect for monthly boarding clients, and the inventory tracking is helpful for managing feed, equipment, and tack. I appreciate how Zoho Books integrates with other Zoho apps, like CRM and inventory management, which can be useful if you run a business that deals with clients regularly, such as a riding school or a horse boarding facility. It’s a cost-effective solution that doesn’t skimp on functionality.
5. Horsebills
Horsebills is a niche accounting tool built specifically for the horse industry, focusing on simplifying billing for boarding, training, and veterinary services. While it doesn’t offer the comprehensive features of larger accounting platforms, it’s highly specialized and caters to the specific needs of equine businesses.
Features:
- Customized invoicing for boarding, training, and veterinary services
- Horse-specific billing, including shared ownership billing for partnerships
- Payment tracking and automated payment reminders
- Online payment portal for clients to pay invoices easily
- Expense tracking for feed, supplies, and horse care
Why it works: Horsebills is tailored to the unique billing needs of equine businesses, making it a great fit for boarding stables, training facilities, and even horse breeders. I like how it allows you to create customized invoices specific to each horse, including services like farrier work, vet visits, and training sessions. The shared billing feature is particularly useful for businesses managing horses with multiple owners or partnerships. Its simplicity and focus on equine business billing make it a standout option if you’re looking for an industry-specific solution.
Features to Look for in Accounting Software for Horse Businesses
When choosing the right accounting software for your horse business, look for features that will help you manage both the operational and financial aspects of your business:
- Invoicing and Billing: Look for software that can automate invoicing for recurring services like boarding, lessons, or training. Recurring billing saves time and ensures you get paid on time.
- Expense Tracking: Your accounting software should track expenses like feed, veterinary care, maintenance, and tack purchases, helping you monitor costs and profitability.
- Inventory Management: If you manage supplies like feed, tack, or bedding, inventory tracking is crucial for monitoring stock levels and ensuring timely reordering.
- Payroll Integration: If your business has employees like stable hands, trainers, or office staff, you’ll need payroll features to manage wages, benefits, and tax withholding.
- Mobile Access: Having a mobile app allows you to track expenses, scan receipts, and invoice clients on the go—useful if you’re often out at the stables or shows.
- Financial Reporting: Detailed reports, such as profit/loss statements, cash flow summaries, and balance sheets, are essential for understanding your business’s financial health.
Avoiding Common Accounting Pitfalls in the Horse Industry
Many equine businesses struggle with financial management. Here are some common mistakes and how to avoid them:
- Not Tracking All Expenses: Veterinary bills, feed costs, and even small purchases like grooming supplies can add up quickly. Make sure all expenses are logged to keep an accurate picture of your finances.
- Missing Recurring Payments: Boarding clients and training sessions often require recurring billing. Set up automated invoicing to avoid missing payments.
- Not Tracking Inventory Properly: Running out of feed or supplies can halt operations. Use inventory tracking to manage your stock and avoid shortages.
- Mixing Personal and Business Finances: Always keep your business and personal finances separate to avoid confusion and tax issues.
- Not Reviewing Financial Reports: Regularly review profit/loss statements and cash flow reports to understand how your business is performing and make informed decisions.
Final Thoughts
The best accounting software for your horse business depends on the size and complexity of your operation. FreshBooks is a great choice for small to mid-sized horse businesses, offering simple invoicing and expense tracking. For larger stables or businesses with more complex needs, QuickBooks Online and Xero provide advanced features like payroll and inventory management. Zoho Books offers a budget-friendly solution, while Horsebills is perfect for equine-specific billing needs.
By choosing the right software, you’ll be able to streamline your billing, manage expenses, and keep your business running smoothly—allowing you to focus more on your horses and less on the paperwork.