Best Tools to Manage Your Business Finances in 2025
Managing your business finances doesn’t have to feel overwhelming. With the right tools in place—from banking and bookkeeping to automation and CRM—you can streamline how money flows through your business and make smarter decisions faster.
What You’ll Learn
In this guide, you’ll uncover the top tools to manage your business finances in 2025—from foundational bookkeeping platforms to cutting-edge automation systems like Go High Level. You’ll also learn how to align your financial systems with growth goals, tax planning, and real estate investing.
Why Financial Tools Are Non-Negotiable in 2025
Are your finances helping your business grow—or holding it back?
Most entrepreneurs operate in reactive mode—scrambling during tax season, guesstimating profits, and wasting hours tracking receipts. But in today’s market, clarity is power.
At Zaza Living, we’ve helped real estate investors, landlords, and entrepreneurs scale by pairing the right tech stack with the right strategy. Whether you’re buying a property, building a brand, or managing multiple revenue streams, these tools give you control, speed, and peace of mind.
Tool #1: QuickBooks Online – The Industry Standard for Bookkeeping
QuickBooks is a household name for a reason. It’s a full-featured bookkeeping and accounting platform that tracks everything from daily expenses to tax-ready reports.
Key Features:
Automatic bank & credit card syncing
Real-time profit & loss statements
Payroll and 1099 support
Invoicing and payment collection
Integration with Gusto, Relay, and more
Who it’s best for:
Established businesses, investors, or growing service-based companies with multiple accounts and recurring transactions.
✅ Takeaway: QuickBooks gives you a financial foundation with the flexibility to scale.
Tool #2: Go High Level (GHL) – CRM + Billing + Automation in One
While most people know Go High Level as a CRM, it’s one of the most powerful tools for managing finances, especially for service providers and real estate professionals.
Financial Features You’ll Use:
Integrated invoicing & recurring subscriptions
Stripe & PayPal billing automation
Funnel and product sales tracking
Reporting dashboards for revenue, conversion, and ROI
Automations for follow-ups, late payment reminders, and more
Who it’s best for:
Coaches, consultants, closers, landlords, or any business that invoices clients or tracks payments from multiple channels.
💡 Tip: Use GHL’s workflows to automate reminders for unpaid invoices and increase on-time payments.
✅ Takeaway: GHL combines marketing, sales, and financial automation—so you can track revenue and get paid faster without juggling multiple platforms.
Tool #3: Relay Financial – Smart Banking for Business Owners
Relay is a modern business banking platform designed with entrepreneurs in mind. It offers an intuitive dashboard, no fees, and powerful budgeting tools.
Why It’s Different:
Multiple checking accounts for expense categorization
Role-based access for bookkeepers
Seamless QuickBooks/Xero integration
Direct debit card assignment for teams
Who it’s best for:
Real estate investors, agencies, or LLCs needing separate budgets per property, project, or department.
✅ Takeaway: Relay gives you clarity and separation—two critical ingredients for sustainable growth.
Tool #4: Divvy – Corporate Cards with Built-in Spend Management
If you want to eliminate receipt-chasing and control employee spending, Divvy is a must-have. It’s a corporate card system paired with real-time expense tracking.
Highlights:
Create custom spend limits per user
Virtual cards for recurring expenses
Auto-categorize purchases
Integrates with QuickBooks and Gusto
Helps build business credit
Who it’s best for:
Teams, agencies, or anyone looking to organize expenses and boost financial accountability.
✅ Takeaway: Divvy turns expense tracking into a streamlined, automated process—and builds your business credit along the way.
Tool #5: Wave Accounting – A Free Option for New Entrepreneurs
If you’re just starting out and not ready for premium software, Wave offers free accounting features that help you manage the basics.
What You Get:
Simple dashboard
Invoice creation and tracking
Bank connections for reconciliation
Basic reporting features
Who it’s best for:
Side hustlers, freelancers, or startup founders with low volume but high ambition.
✅ Takeaway: Wave is perfect if you're on a budget and want clean books without monthly fees.
Tool #6: Gusto – Stress-Free Payroll for Teams and Contractors
Paying people on time shouldn’t be a hassle. Gusto automates payroll, calculates taxes, and sends reports—all with a user-friendly dashboard.
Key Features:
W-2 and 1099 filing
Auto-pay for employees
Benefits management
Contractor direct deposit
Integrates with QuickBooks and Relay
Who it’s best for:
Business owners with part-time teams, contractors, or salaried staff.
✅ Takeaway: Gusto handles everything behind the scenes so you can focus on growing your business—not tax forms.
Tool #7: Notion + Custom Templates – Visual Dashboards for Cash Flow
For business owners who want a DIY view of their cash flow, goals, and profit planning, Notion paired with a great template makes a sleek solution.
Popular Use Cases:
Real estate ROI dashboards
Budgeting across properties
Sales and cash collected trackers
Goal setting with KPI updates
Who it’s best for:
Founders, landlords, and operators who want flexible, visual tools they can build themselves.
✅ Takeaway: Notion turns your financial data into something that’s simple, visual, and surprisingly motivating.
Client Snapshot: How GHL & Relay Helped an Investor Scale
Meet Julian, a Houston-based real estate investor managing six short-term rental units. Before upgrading his tools, he was tracking income in spreadsheets and chasing invoices manually.
After implementing:
Go High Level for automatic payment links and client onboarding
Relay for dividing cash flow per property
QuickBooks for syncing everything into clean reports
…Julian reduced his financial admin time by 60% and used the clarity to qualify for a $100K business line of credit.
✅ Result: Better tools gave Julian the confidence to pitch investors, scale inventory, and double his monthly profit.
Finance Tool Comparison (2025)
1. QuickBooks Online
Best For: Bookkeeping & Tax Reporting
Key Features:
Profit & loss reports
Automated bank syncing
Invoicing & payroll integration
Cost: Paid monthly subscription
2. Go High Level (GHL)
Best For: CRM, Automation, and Billing
Key Features:
Invoicing & payment automation
Recurring billing setups
Real-time sales and revenue tracking
Cost: Paid monthly subscription
3. Relay Financial
Best For: Modern Business Banking
Key Features:
Multiple checking accounts
Budgeting with account separation
Direct integration with QuickBooks
Cost: Free (no account fees or minimums)
4. Divvy
Best For: Team Expense Control & Credit Building
Key Features:
Employee cards with spend limits
Real-time expense categorization
Helps establish business credit
Cost: Free (with credit approval)
5. Wave Accounting
Best For: Freelancers & New Entrepreneurs
Key Features:
Basic income/expense tracking
Invoice generation
Bank connection for reconciliation
Cost: Free
6. Gusto
Best For: Payroll & Contractor Payments
Key Features:
Direct deposit, W-2/1099 filing
Benefits and HR tools
Automatic tax calculations
Cost: Paid monthly subscription
7. Notion + Templates
Best For: Visual Thinkers & Custom Dashboards
Key Features:
DIY financial templates
Cash flow and budget tracking
Goal tracking and KPI updates
Cost: Free (optional paid plan for advanced features)
Final Thoughts: Finance Tools Are Your Silent Business Partner
You can’t grow what you can’t track—and you can’t scale what you don’t understand.
From landlords and investors to agency owners and startup founders, the businesses that win in 2025 will be the ones that master their numbers. These tools remove guesswork, reduce risk, and help you operate like a CEO, not a freelancer.
Ready to Streamline Your Finances?
At Zaza Living, we don’t just help you find the right property—we help you build the systems that support your wealth.
👉 Join the Zaza Insider Group for exclusive tools, templates, and finance strategy tips
👉 Explore our Real Estate & Funding Services to grow your portfolio with clarity and control
More Resources from Zaza Living:
Step-by-Step: How to Build $100K in Business Credit
Credit Score vs. Business Credit: What’s the Real Difference?
Top 5 Smart Money Moves for Real Estate Entrepreneurs
