Best Accounting for Fabricators in 2026
Finding the best accounting for fabricators starts with understanding what matters most for your shop.
Accounting software for fabricators goes beyond basic bookkeeping to handle job costing, material tracking, progress invoicing, and WIP (work in progress) reporting - the financial details specific to project-based stone businesses. A standard accounting tool tracks revenue and expenses. A fabrication-optimized setup tells you the actual profit on each job after materials, labor, and overhead.
TL;DR
- QuickBooks Online is the most common choice, especially with fabrication software integration
- Xero offers a cleaner interface and better multi-currency support for shops importing stone
- Job costing is the most critical accounting feature for fabricators - it shows real profit per job
- Average fab shop overpays or undercharges by 8-12% when they don't track job-level costs
- Material tracking through accounting prevents inventory shrinkage worth $500-$2,000/month
- Integration with shop management eliminates 5-10 hours/week of duplicate financial data entry
- Budget $30-$200/mo for accounting software depending on features and company size
Evaluation Criteria
| Factor | Weight | What We Measured |
|---|---|---|
| Job costing capability | 30% | Per-job profitability tracking |
| Fabrication integration | 25% | Connection with shop management, invoicing flow |
| Material & inventory tracking | 20% | Slab cost tracking, waste accounting |
| Ease of use | 15% | Learning curve, daily workflow efficiency |
| Pricing | 10% | Cost relative to financial visibility gained |
1. QuickBooks Online - Best Overall for Fabrication Shops
QuickBooks Online (QBO) is the most widely used accounting software among fabrication shops, primarily because every stone-specific management tool integrates with it. The job costing features in QBO Plus and Advanced tiers handle fabrication project tracking well.
Pricing: $35-$235/mo Free Trial: 30 days (often 50% off first 3 months)
Key Features
- Job Costing: Track revenue, material costs, labor, and overhead per project. See actual profit margins on every job.
- Inventory Tracking: Monitor slab inventory value, track cost of goods sold, and calculate material usage.
- Progress Invoicing: Bill deposits, progress payments, and final invoices tied to project milestones.
- Integration Hub: Connects with SlabWise, Moraware, and virtually every fabrication management platform.
Pros
- Nearly universal integration with fabrication software
- Strong job costing in Plus and Advanced tiers
- Accountants and bookkeepers know it well
- Mobile app for on-the-go financial access
Cons
- Job costing requires Plus ($99/mo) or Advanced ($235/mo)
- Learning curve for fabrication-specific setup
- Customer support quality has declined
- Can feel sluggish with large data volumes
Best for: Any fabrication shop that wants broad integration compatibility and strong job costing.
2. Xero - Best for Clean Interface and Multi-Currency
Xero offers a more modern interface than QuickBooks with better multi-currency handling. For shops importing stone from Italy, Brazil, or India, Xero tracks foreign currency purchases and exchange rate impacts cleanly.
Pricing: $29-$78/mo Free Trial: 30 days
Key Features
- Multi-Currency: Track purchases in Euros, Brazilian Reais, or other currencies with automatic conversion.
- Project Tracking: Built-in project feature tracks costs and revenue per job.
- Inventory: Basic inventory management with FIFO cost tracking.
- Bank Feeds: Automatic bank transaction import and categorization.
Pros
- Cleaner, more modern interface than QuickBooks
- Superior multi-currency for international stone purchases
- Good project tracking built in
- Lower pricing than QBO for comparable features
Cons
- Smaller integration network than QuickBooks
- Some fabrication tools don't integrate natively (requires workarounds)
- Inventory management is basic at lower tiers
- Fewer accountants familiar with Xero in the US
Best for: Shops importing stone internationally that need multi-currency accounting.
3. QuickBooks Desktop - Best for Complex Job Costing
QuickBooks Desktop (not Online) still offers the deepest job costing features in the QuickBooks platform. Some veteran fabrication shops prefer it for its speed and detailed project reporting.
Pricing: $549-$1,340/year (subscription) or legacy perpetual licenses Free Trial: 30 days
Key Features
- Advanced Job Costing: Track costs at the job, phase, and cost code level.
- Estimates vs. Actuals: Compare estimated costs to actual costs for every job.
- Inventory Assembly: Group slab material, edge work, and labor into assembled items for invoicing.
- Payroll Integration: Built-in payroll with job-level labor allocation.
Pros
- Deepest job costing in the QuickBooks family
- Faster performance than cloud version for large datasets
- Strong payroll integration
- Detailed estimates-vs-actuals reporting
Cons
- Desktop only (no cloud access)
- Integration with newer cloud-based fab tools is limited
- Intuit is pushing users toward QBO
- Requires manual backups and IT maintenance
Best for: Established shops with complex job costing needs that prefer desktop software.
4. FreshBooks - Best for Simple Invoicing
FreshBooks is built for service businesses that need clean invoicing and expense tracking without the complexity of full accounting. Good for small fabrication shops where the owner handles their own books.
Pricing: $19-$60/mo Free Trial: 30 days
Key Features
- Professional Invoicing: Create and send branded invoices in minutes.
- Expense Tracking: Photograph receipts and auto-categorize expenses.
- Time Tracking: Track labor hours by project.
- Online Payments: Accept credit cards and ACH through invoices.
Pros
- Simplest interface among accounting tools
- Invoice creation is fast and professional
- Receipt scanning saves time
- Good mobile app
Cons
- Limited job costing (no detailed cost tracking)
- Inventory features are basic
- Not suitable for complex fabrication accounting
- Few integration options with fab-specific software
Best for: 1-3 person shops that need simple invoicing and expense tracking.
5. Sage 100 Contractor - Best for Large Fabrication Companies
Sage 100 Contractor is a construction accounting system used by larger fabrication companies that need AIA billing, certified payroll, and multi-division financial management.
Pricing: $3,000-$10,000+/year Free Trial: Demo only
Key Features
- AIA Billing: Generate AIA-format invoices for commercial construction projects.
- Certified Payroll: Handle prevailing wage and union payroll requirements.
- WIP Reporting: Work-in-progress reports showing estimated vs. actual completion and billings.
- Multi-Division: Track financials by division (fabrication, installation, retail, commercial).
Pros
- Built for construction and fabrication accounting
- AIA billing essential for commercial work
- Certified payroll for prevailing wage jobs
- Strong WIP reporting
Cons
- Expensive for small-to-mid shops
- Complex implementation (2-4 months)
- Steep learning curve
- Requires accounting expertise
Best for: Fabrication companies with $3M+ revenue doing commercial construction work.
6. Wave - Best Free Option
Wave provides free accounting software with invoicing, expense tracking, and financial reporting. It's a solid starting point for startup fabrication shops.
Pricing: Free (paid add-ons for payroll and payment processing) Free Trial: N/A (free base product)
Key Features
- Free Accounting: Full double-entry accounting at no cost.
- Invoicing: Create and send professional invoices for free.
- Receipt Scanning: Upload and categorize receipts.
- Financial Reports: Balance sheet, income statement, and cash flow reports.
Pros
- Completely free accounting
- Good for startup shops
- Unlimited invoices and customers
- Clean interface
Cons
- No job costing features
- No inventory management
- Limited integrations
- Payroll and payments cost extra
Best for: Startup fabrication shops that need basic accounting before they can invest in paid tools.
7. Zoho Books - Best Value for Growing Shops
Zoho Books offers a strong feature set at prices below QuickBooks, with project tracking, inventory, and automation features that growing fabrication shops need.
Pricing: $15-$50/mo Free Trial: 14 days + free tier (up to $50K revenue)
Key Features
- Project Module: Track time, expenses, and invoices per project.
- Inventory Management: Track slab inventory with FIFO costing.
- Workflow Automation: Auto-create invoices when projects hit milestones.
- Custom Fields: Add stone-specific fields (material type, slab number) to transactions.
Pros
- Lower pricing than QuickBooks for similar features
- Good project tracking
- Inventory management included
- Workflow automation saves time
Cons
- Smaller integration network
- Fewer fabrication-specific integrations
- Accountants less familiar with Zoho
- Some features feel less polished
Best for: Cost-conscious growing shops that want features comparable to QuickBooks at a lower price.
8. Foundation Software - Best for Construction Accounting
Foundation Software is a specialized construction accounting system used by fabrication companies that want industry-specific financial management alongside job costing.
Pricing: $400-$800/mo Free Trial: Demo available
Key Features
- Construction Job Costing: Track costs by project, phase, and cost code with construction industry conventions.
- Equipment Tracking: Allocate CNC and saw depreciation costs to specific jobs.
- Subcontractor Management: Track sub invoices, insurance, and lien waivers.
- Tax Management: Handle multi-state tax requirements for shops serving multiple jurisdictions.
Pros
- Built for construction industry accounting
- Equipment cost allocation
- Strong tax management
- Subcontractor documentation
Cons
- Expensive for small shops
- Complex setup
- Requires accounting knowledge
- No fabrication-specific features
Best for: Fabrication companies structured as construction businesses with subcontractors and equipment fleets.
Comparison Table
| Software | Price | Job Costing | Inventory | Fab Integration | Complexity |
|---|---|---|---|---|---|
| QBO | $35-$235/mo | Yes (Plus+) | Yes | Excellent | Medium |
| Xero | $29-$78/mo | Yes | Basic | Good | Medium |
| QB Desktop | $549/yr | Advanced | Yes | Limited | Medium-High |
| FreshBooks | $19-$60/mo | Basic | No | Limited | Low |
| Sage 100 | $3,000+/yr | Advanced | Yes | Moderate | High |
| Wave | Free | No | No | Limited | Low |
| Zoho Books | $15-$50/mo | Yes | Yes | Moderate | Medium |
| Foundation | $400/mo | Advanced | Yes | Moderate | High |
Job Costing: The #1 Feature for Fabricators
Job costing tells you the actual profit on each project by tracking every cost: material (slab cost, waste), labor (templating hours, fabrication hours, installation hours), overhead (rent, equipment depreciation, utilities allocated per job), and variable costs (supplies, fuel, subcontractors).
Without job costing, you know your total profit for the month but not which jobs made money and which lost money. Fabricators who implement job costing typically discover that 10-20% of their jobs are unprofitable - and that fixing pricing on those jobs adds $2,000-$5,000/month to the bottom line.
Setting Up Job Costing for Fabrication
- Create a job/project for every countertop order in your accounting software
- Track material costs per job: Slab purchase price allocated by square footage used
- Track labor per job: Hours for template, fabrication, installation (at loaded labor rates)
- Allocate overhead: Divide monthly fixed costs across jobs by revenue or production hours
- Compare estimated to actual: After each job, see where you were accurate and where you missed
FAQ
What accounting software do most fabrication shops use?
QuickBooks Online is the most common, used by an estimated 60-70% of fabrication shops. Its popularity is driven by broad integration support with stone-specific management tools.
Do I need job costing for my fab shop?
If you want to know which jobs are profitable and which aren't, yes. Without job costing, you're flying blind on pricing. Shops that implement job costing typically find and fix $2,000-$5,000/month in margin leaks.
How do I track slab costs in accounting software?
Create inventory items for each slab with the purchase cost. When you use material for a job, allocate a portion of the slab cost based on square footage used. This gives you accurate material costs per project.
Should I use the same software for accounting and shop management?
No. Use a dedicated accounting tool (QuickBooks, Xero) integrated with a fabrication management platform (SlabWise, Moraware). Specialized tools in each area outperform all-in-one attempts.
How often should I review job cost reports?
Weekly at minimum. Review completed jobs to compare estimated vs. actual costs. Monthly, analyze trends across all jobs to identify systematic pricing issues.
What's the most common accounting mistake fabricators make?
Underestimating material waste. Most shops estimate 20-25% waste but actually waste 25-35%. This means every quote is underbidding material costs by 5-10%.
Do I need an accountant familiar with fabrication?
An accountant with construction industry experience understands job costing, WIP reporting, and progress billing. Stone-specific knowledge is a bonus but not essential if they understand project-based accounting.
How do I handle deposits in accounting?
Deposits should be recorded as a liability (customer deposit) until the work is performed. When you invoice for the completed work, apply the deposit against the invoice. This keeps your revenue recognition accurate.
Should I track equipment depreciation per job?
For detailed job costing, yes. Divide your annual equipment depreciation (CNC, saws, trucks) by estimated annual production hours. Allocate the hourly rate to each job based on machine time used.
How do I account for remnants?
When a slab produces a usable remnant, allocate part of the slab cost to the remnant as inventory. When the remnant is used or sold, that cost transfers to the new job or to cost of goods sold.
Connect Your Books to Your Shop
SlabWise integrates directly with QuickBooks Online and Xero, syncing job data, invoices, and material costs without duplicate entry. Pair AI-powered shop management with accurate financial tracking. Start your 14-day free trial.
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Sources
- QuickBooks - Small Business Accounting Statistics
- Stone World Magazine - Financial Management Survey 2025
- National Kitchen & Bath Association - Fabrication Business Benchmarks
- Xero - Multi-Currency Feature Documentation
- Construction Financial Management Association - Job Costing Best Practices
- Fabricators Alliance - Profitability and Pricing Study
- U.S. Small Business Administration - Industry-Specific Accounting Guides