Running a booth at a farmers market is no small task. Between managing inventory, tracking sales, and keeping an eye on costs, the paperwork can quickly pile up. I once worked with a farmers market vendor who was manually tracking everything on paper, and as their business grew, they found themselves overwhelmed with receipts, taxes, and inventory management. That’s when bookkeeping software stepped in to streamline everything.
For vendors at farmers markets, bookkeeping software can help track expenses, manage inventory, and prepare for tax season—all while saving you time. Here’s a rundown of the best bookkeeping software for farmers market sellers to make your life easier.
Best Bookkeeping Software for Farmers Market Vendors
1. FreshBooks
Why It’s Great for Farmers Market Vendors
- Simple Expense Tracking: FreshBooks makes it easy to track your expenses, including booth fees, materials, and supplies.
- Invoicing & Payments: If you do custom orders or wholesale deals outside of the market, FreshBooks helps you create professional invoices and track payments.
- Inventory Management: While FreshBooks doesn’t have a dedicated inventory feature, you can easily categorize and track product-related expenses.
- Mobile App: You can track sales, expenses, and payments directly from the FreshBooks mobile app, perfect for when you’re busy at the market.
Pros
- Super easy to use, even if you’re not an accounting expert.
- Great for managing expenses, invoicing, and payments.
- Tracks sales and expenses on the go with its mobile app.
Cons
- Lacks dedicated inventory management features.
- Requires third-party apps for more complex needs like product tracking.
Best For: Farmers market vendors who want simple, easy-to-use bookkeeping for managing expenses and invoicing.
2. QuickBooks Online
Why It’s a Powerhouse for Farmers Market Vendors
- Sales & Expense Tracking: QuickBooks Online syncs with your bank account to automatically track income and expenses, making it easier to manage booth fees, supply costs, and other transactions.
- Inventory Tracking: QuickBooks has built-in inventory tracking, perfect for managing products like produce, baked goods, or crafts sold at the market.
- Sales Tax Management: Automatically calculates and tracks sales tax, which can save you time when reporting to local authorities.
- Mobile App: Use the mobile app to track sales, check inventory, and manage your business from anywhere.
Pros
- Comprehensive bookkeeping solution with built-in inventory management.
- Strong reporting features for tracking profits, expenses, and taxes.
- Scalable, so it grows with your business.
Cons
- More expensive than simpler options, starting at $25/month.
- Can be overwhelming for small vendors or beginners.
Best For: Farmers market vendors who manage larger inventories and need detailed expense tracking and sales tax automation.
3. Wave
Why It’s a Solid Free Option
- Free Bookkeeping: Wave offers completely free accounting software, perfect for vendors at smaller markets who want to keep costs down.
- Expense Tracking: Easily track your expenses, from booth fees to supplies, and categorize them for tax purposes.
- Invoicing: If you also sell products outside the market, Wave offers free invoicing features to manage custom orders or deliveries.
- Manual Sales Tracking: Wave doesn’t sync directly with farmers market POS systems, but you can easily input sales manually or sync your bank account.
Pros
- Completely free, with no monthly fees.
- Simple and user-friendly, even for bookkeeping beginners.
- Includes free invoicing, expense tracking, and receipt scanning.
Cons
- No built-in inventory management.
- Lacks direct POS system integrations for farmers market sales.
Best For: Farmers market vendors on a budget who need basic bookkeeping without the bells and whistles.
4. GoDaddy Online Bookkeeping
Why It’s Perfect for Farmers Market Sellers
- Real-Time Profit Tracking: GoDaddy Online Bookkeeping automatically calculates your income, expenses, and profits, giving you a clear picture of your booth’s financial health.
- Sales Tax Automation: It helps you calculate and track sales tax, a lifesaver if your market requires tax reporting.
- Etsy & PayPal Integration: If you also sell your products online through platforms like Etsy or use PayPal at your booth, GoDaddy integrates directly with these platforms to sync your transactions.
- Expense Categorization: Categorize expenses related to your booth setup, product ingredients, or marketing to simplify tax time.
Pros
- Direct integration with online selling platforms like Etsy.
- Real-time profit and loss tracking, making it easy to know where your money is going.
- Easy setup and straightforward for small sellers.
Cons
- Lacks robust inventory tracking.
- Fewer advanced features compared to QuickBooks.
Best For: Farmers market vendors who also sell online or use platforms like Etsy and PayPal.
5. Square with Square Dashboard
Why It’s Ideal for Farmers Market Sellers Using POS Systems
- Seamless Integration: If you use Square to process payments at your booth, you can easily track sales, inventory, and expenses through the Square Dashboard.
- Inventory Management: Square offers basic inventory tracking, which is great for vendors selling multiple products at the market.
- Sales Reporting: View detailed sales reports right from your Square Dashboard, giving you insight into your most popular items and peak sales times.
- Built-In Bookkeeping Features: While Square doesn’t offer full bookkeeping software, it integrates with tools like QuickBooks, Xero, and FreshBooks to keep your books in order.
Pros
- Ideal if you’re already using Square for payments at your booth.
- Basic inventory management to track stock levels.
- Integrates with other accounting software for a complete bookkeeping solution.
Cons
- Limited to sellers using Square POS.
- Requires integration with accounting software for detailed financial tracking.
Best For: Farmers market vendors already using Square for payment processing who need basic bookkeeping and inventory tracking.
6. Xero
Why It’s a Great Option for Growing Farmers Market Vendors
- Inventory Management: Xero allows you to track inventory, making it ideal for farmers market vendors who have a lot of products to manage.
- Multi-Currency Transactions: If you sell at markets where you handle different currencies (like tourist-heavy areas), Xero supports multi-currency transactions.
- Expense & Income Tracking: Like QuickBooks, Xero automatically syncs with your bank account to track income and expenses.
- Third-Party Integration: Xero integrates with popular POS systems and payment processors to automate your sales tracking.
Pros
- Strong inventory management and expense tracking features.
- Affordable pricing (starting at $13/month).
- Integrates with POS systems like Square or PayPal.
Cons
- Requires some learning for those new to bookkeeping.
- No built-in payment processing; requires third-party integrations.
Best For: Growing farmers market vendors who need inventory management and more advanced bookkeeping features.
How to Choose the Right Bookkeeping Software for Your Farmers Market Business
When choosing bookkeeping software for your farmers market business, consider the following:
- Inventory Tracking: If you sell a lot of different products, look for software that helps you track inventory levels and costs.
- Expense Management: You’ll need to track booth fees, material costs, and other expenses related to your market stall.
- Sales Tax: Some farmers markets require vendors to charge and report sales tax. Make sure your software can track and calculate this for you.
- POS System Integration: If you’re using a POS system like Square, ensure your bookkeeping software integrates with it to automate sales tracking.
- Ease of Use: Farmers market vendors don’t have time to manage complicated software. Choose something that’s simple and straightforward.
Conclusion: FreshBooks is the Top Choice
For farmers market vendors, FreshBooks offers the ideal balance of simplicity and functionality. It’s easy to use, allows you to track expenses and sales from anywhere, and integrates with your bank and payment systems to streamline your bookkeeping process. While QuickBooks Online offers more advanced features like inventory management and tax automation, FreshBooks’ ease of use makes it the best option for most small-to-medium farmers market vendors.
If you’re on a budget, Wave is a great free option that still provides essential bookkeeping functions like expense tracking and invoicing. And if you use Square at your booth, integrating it with FreshBooks or QuickBooks will give you a complete financial solution without needing to switch platforms.