Top 5 Non-Accounting Tools Every Solopreneur Should Know for Better Bookkeeping

Non-Accounting Tools for Solopreneurs

Bookkeeping isn’t just about posting transactions, reconciling accounts, and financial reports. As a solopreneur or small business owner, you need to organize more than just your numbers—you need to organize your time, your files, your notes, and your workflow.

The good news?  There are some powerful, non-accounting tools out there that can make staying on top of your bookkeeping smoother, faster, and a whole lot less stressful.

Here are five of my top picks that I recommend whether you are DIYing, outsourced, or hired someone in-house to do your bookkeeping:

1. Expense Tracking App: [QBO Receipts or Expensify]

Receipts can quickly get out of hand—whether it’s a coffee with a client, a subscription, or that last-minute office supply run, the pile of paper receipts (and those in your inbox) can seem to multiply overnight. Expense tracking apps like Expensify (great for organized receipt storage and mileage tracking) or QBO Receipts (perfect for solopreneurs on the go) can help you automate the process.

Why it helps with bookkeeping:

These apps sync with your accounting software & allow you to snap photos of receipts as you go. No more shoeboxes or lost deductions. Come tax time—or monthly reconciliation time—you’ll be grateful you kept things tidy.

2. Time Tracking Tool: [QBO Time Tracking or Toggl Track]

Knowing how you spend your time isn’t just about productivity—it’s crucial for understanding your business profitability, especially if you bill by the hour or juggle multiple clients.

QBO Time Tracking is built into the Essentials, Plus, & Advanced QBO subscriptions, so you don't need to add another app to your tech stack.

Toggl Track is easy to use, works on desktop and mobile, and gives you insights into where your time (and potential revenue) is going.

Why it helps with bookkeeping:

Accurate time logs make invoicing & project costing more accurate, and help you justify your rates or adjust packages based on real data.

3. Note-Taking App: [OneNote, Evernote, or Notion]

Random notes on your phone. A sticky note on your desk. That brilliant idea you scribbled in your planner. Sound familiar?

A note-taking app like OneNote (for those in the Microsoft environment), Evernote (for simplicity and searchability), or Notion (for the visually organized) helps you capture everything in one place—business ideas, meeting notes, recurring expenses, mileage logs, business goals, SOPs, the list goes on and on.

Why it helps with bookkeeping:

Use it to document business expenses, keep track of questions to ask your bookkeeper or accountant, and store SOPs (Standard Operating Procedures) or recurring financial tasks so nothing falls through the cracks.

4. Cloud Storage: [OneDrive, Dropbox, or Google Drive]

Digital clutter is real. And if you’re still storing files only on your computer, you’re one crash or coffee spill away from losing it all.

With OneDrive, Dropbox, or Google Drive, you can safely store your financial documents—like receipts, invoices, bank statements, and tax records—in the cloud. Bonus: you can easily share them with your bookkeeper or accountant when needed.

Why it helps with bookkeeping:

Everything stays in one place, searchable, secure, and accessible from anywhere. No more scrambling to find files when it’s time to reconcile or file taxes.

5. Project Management Tool: [Asana, ClickUp, or Trello]

Running a business means wearing a lot of hats—and bookkeeping often gets pushed to the bottom of the list. A project management tool like Asana (good for scaling businesses), ClickUp (for those who like structure), or Trello (great for visual thinkers), helps you stay on top of recurring tasks like monthly reconciliations, invoicing, and tax deadlines.

Why it helps with bookkeeping:

Set reminders for tasks like checking your bank feed, categorizing expenses, or reviewing financial reports. Make it a habit, not a headache.

The right tools don’t just save you time—they give you clarity, confidence, and control over your business & its finances. And while QuickBooks Online might be your go-to for tracking the numbers, these non-accounting tools help everything around the numbers run more smoothly.

Remember, bookkeeping isn’t just a once-a-month chore. It is part of how your business runs (even if you ignore it). With the right setup, it can feel a lot more manageable—and maybe even empowering.

Have a favorite tool of your own? I’d love to hear what’s working for you!

Want more support keeping your books organized without hiring a full-time or outsourced bookkeeper? Check out my Bookkeeper on Call service for expert help, right when you need it.