bookkeeping tax
Does Craftybase Replace Your Accounting Software?
Craftybase and accounting software aren't the same thing, but they work together. Here's exactly what Craftybase does, what it doesn't, and whether you need both.
If you’ve ever landed on the Craftybase pricing page and found yourself wondering “wait, do I still need QuickBooks for this?” You’re not alone. It comes up constantly.
The short answer: Craftybase doesn’t replace your accounting software. But it does something your accounting software can’t.
Here’s a plain-language breakdown of what Craftybase actually is, what it’s not, and how it fits alongside the bookkeeping tool you’re already using (or planning to use).
What Craftybase actually is
Craftybase is inventory and manufacturing software built specifically for makers who create products from raw materials.
That means it tracks:
- The materials you buy (thread, fragrance oils, wax, resin, beads, whatever you work with)
- The recipes or formulas you use to make your products
- How much each product costs you to make, recalculated automatically whenever your material costs change
- What you have in stock and what needs reordering
- Your COGS (cost of goods sold): the number your accountant asks for at tax time
It also connects to your sales channels (Etsy, Shopify, Amazon, WooCommerce) so your orders flow in automatically and inventory adjusts as you sell and manufacture.
It also generates financial reports: Profit and Loss, Expenditure & Revenue, Inventory Valuation, and a Schedule C Guidance report that pulls together the COGS numbers your accountant needs at tax time.
That’s the heart of it. Craftybase solves the “what does each product actually cost me, and what do I have on hand?” problem that every maker eventually hits.
What Craftybase doesn’t do
Craftybase is not accounting software. It won’t:
- File your taxes or calculate your tax liability
- Produce a balance sheet
- Handle payroll, contractor payments, or invoicing
- Manage your bank feeds or reconcile your bank statements
Those things live in your accounting tool. QuickBooks Online starts at around $35/month. Xero starts at $20/month. Wave is free for US-based businesses. Which one you use doesn’t change what Craftybase does.
A useful way to think about it: Craftybase lives on the operations side of your business. Accounting software lives on the financial reporting side. They’re not the same job.
“Is Craftybase accrual-based or cash-based?”
This comes up a lot, usually from makers who’ve just had a confusing conversation with their accountant.
Here’s the honest answer: Craftybase uses an accrual inventory model internally. When you buy materials, their value is recognised as an asset. When you manufacture or sell, the cost moves into COGS. That’s how inventory accounting works.
But whether your business uses cash or accrual accounting is a separate decision. It’s made in your accounting software, not in Craftybase. Craftybase gives you the inventory and COGS data. Your accountant or accounting software decides how to present it on your tax return.
If you’re asking because your accountant brought it up: tell them Craftybase tracks COGS on an accrual basis and you can export reports showing ending inventory value and cost of goods sold for the period.
What you still need accounting software for
Even with Craftybase running your inventory, you’ll still want an accounting tool to handle the financial side of your business. Here’s what that typically looks like:
For most makers, accounting software handles:
- Recording income and categorising expenses
- Bank reconciliation (matching your bank statement to your records)
- Preparing and filing your tax return (your accountant uses Craftybase’s COGS and Schedule C Guidance data to complete it)
- Payroll if you have employees or pay yourself a salary
- Balance sheets and full financial statement sets
The big three for small creative businesses are QuickBooks Online, Xero, and Wave (free). Which one makes sense depends on your volume, your country, and whether you have an accountant who has a preference.
How Craftybase and your accounting software fit together
Think of it as a two-layer system.
Craftybase handles the operational layer: the inventory, the recipes, the manufacturing runs, the COGS. It knows what your products cost, what materials you used, and what’s in stock. You use it daily as you buy materials and make batches.
Your accounting software handles the financial layer: income, expenses, tax, reporting. It gets the summary data it needs from Craftybase.
In practice, most makers move data from Craftybase to their accounting tool in one of a few ways:
- Craftybase + QuickBooks integration: Craftybase has a direct integration with QuickBooks Online. Purchases you record in Craftybase can sync to QuickBooks, so your material costs land in the right expense category automatically. Here’s how the QuickBooks integration works.
- Manually at tax time: Pull the COGS report from Craftybase (under Reports), give the number to your accountant, and they handle the rest. Many of the 7,000+ makers using Craftybase do exactly this.
- Export and import: Craftybase lets you export reports in CSV format if you want to bring data into a different tool.
You don’t need to use the integration. Plenty of Craftybase users just pull their COGS number at year-end and hand it to their accountant. That’s completely fine.
Do you actually need both?
Honest answer: it depends on where you are.
If you make things from raw materials and sell them: yes, you probably need both. Craftybase handles the complexity that accounting software can’t touch: recipe costing, material-level inventory, automatic COGS calculation. Your accounting software handles the financial picture. Together, they give you complete visibility.
If you’re very early stage (just getting started, a handful of products, still figuring out pricing) you might start with just Craftybase to get your costs nailed down, and add accounting software when you have more transactions to manage.
If you resell rather than make: you might not need Craftybase at all. Accounting software with basic inventory tracking (QuickBooks Online’s inventory feature, for example) might be enough.
The trigger for needing Craftybase is almost always the same: you’re making things from a list of ingredients or materials, and you need to know exactly what each product costs. If that’s you, accounting software alone won’t solve it. It tracks money in and out, but it can’t calculate cost-per-product from a recipe.
One maker put it this way after switching: “QuickBooks didn’t offer any of the tracking capabilities that Craftybase does.” She wasn’t wrong. Different tools for different jobs.
Common accounting tool pairings
Here’s how most Craftybase users approach the accounting side:
| Your situation | Accounting tool |
|---|---|
| US-based, growing business, want a proper accountant | QuickBooks Online (from $35/mo) |
| Australia, New Zealand, UK, or want strong bank feeds | Xero (from $20/mo) |
| Early stage, US-based, tight budget | Wave (free) |
| Very small, comfortable with spreadsheets | Google Sheets or Excel |
There’s no single right answer. If you already have an accountant, ask them what they prefer. It makes their life easier if you’re on a tool they know.
Frequently Asked Questions
Does Craftybase do bookkeeping?
No. Craftybase is inventory and manufacturing software, not bookkeeping software. It tracks your materials, recipes, COGS, and generates P&L and Schedule C Guidance reports — but it doesn't file taxes, reconcile bank accounts, handle payroll, or replace tools like QuickBooks, Xero, or Wave.
Do I also need QuickBooks if I use Craftybase?
Most makers who use Craftybase also use some form of accounting software: QuickBooks, Xero, Wave, or a spreadsheet. Craftybase handles the operational side (inventory, recipes, COGS), while QuickBooks or similar handles the financial reporting side (income, expenses, tax returns). The two work alongside each other rather than replacing each other. Craftybase has a direct integration with QuickBooks Online if you want to sync purchase data automatically.
Is Craftybase accrual or cash basis?
Craftybase uses an accrual inventory model: materials are valued as assets when purchased, and costs move into COGS when you manufacture or sell. Whether your business files taxes on a cash or accrual basis is a separate decision made in your accounting software, not in Craftybase. Your accountant can use the COGS and ending inventory figures from Craftybase's reports regardless of which method you use.
Can Craftybase calculate my taxes?
Craftybase doesn't calculate or file taxes. What it does give you is the COGS figure your accountant needs to complete your tax return accurately: the value of the products you sold during the year, measured at cost. Pull the COGS report at year-end and share it with your accountant. That's usually all they need from the inventory side.
What does Craftybase do that QuickBooks can't?
QuickBooks tracks your income and expenses: it knows you spent $200 on fragrance oils in March. But it can't tell you what each candle or soap bar actually costs to make, because it doesn't know your recipes. Craftybase does recipe and BOM costing: you define what goes into each product, and it calculates cost-per-unit automatically, including when material prices change. That's the gap QuickBooks leaves for makers who manufacture from raw materials.
The bottom line: if you make things from raw materials, you’re in the business of both manufacturing and selling. That means you need tools on both sides: one that tracks what it costs to make your products, and one that handles your financial reporting.
Craftybase is the first tool. Your accounting software is the second. They do different jobs, and together they give you a complete picture.
If you’re ready to finally know what your products actually cost, start a free 14-day trial of Craftybase. No credit card required.
