Comparison of Accounting Software for the Self-Employed 2026

Choosing the right accounting tool is one of the most important decisions you'll make as an OSVČ. A poor choice can cost you dozens of hours of unnecessary work each year and, in the worst case, lead to errors in your tax return. In this article, we'll look at all available categories of accounting solutions and help you find the one that best fits your needs.

Why Choosing the Right Accounting Tool Matters

As an OSVČ, you are legally required to keep either tax records (most self-employed individuals) or full accounting (if your turnover exceeds CZK 25 million or you voluntarily opt in). The way you fulfil this obligation has a significant impact on:

• Time spent on admin — the difference between 2 and 20 hours per month
• Accuracy of records — manual processing is prone to errors
• Audit readiness — the tax authority can inspect your records at any time
• Costs — ranging from zero to thousands of crowns per month

Categories of Accounting Solutions for the Self-Employed

1. Manual Bookkeeping (Excel, Spreadsheets)

The most basic form of keeping tax records is manual processing in a spreadsheet. A surprisingly large number of self-employed people still use this approach.

How it works: You create a spreadsheet with income and expenses, manually enter each transaction, and add everything up at the end of the year.

Advantages:

• Zero cost (if you already have a spreadsheet application)
• Full control over your data
• No dependency on an external provider
• Simple for very low transaction volumes

Disadvantages:

• High risk of errors from manual data entry
• No automation
• No data validation
• Difficult document archiving
• No automatic generation of tax returns
• Time demands grow exponentially with transaction volume

2. Desktop Accounting Software

Traditional accounting programs installed on your computer are among the most widely used solutions in the Czech Republic. There are a number of well-established products with a long track record on the market.

How it works: You install the software on your computer, enter documents manually or by import, and the program handles the correct bookkeeping and calculations.

Advantages:

• Robust functionality proven over years of development
• Data stored locally (greater sense of security)
• One-time licence fee (for some products)
• Large network of accountants familiar with these tools
• Support for Czech legislation with regular updates

Disadvantages:

• Access limited to one computer (without a cloud version)
• Manual installation of updates required
• More complex user interface
• Higher initial investment
• Risk of data loss if the computer breaks down
• Steep learning curve for beginners

3. Cloud-Based Accounting Applications

Cloud solutions represent a modern approach to accounting. Everything runs in a browser, there's nothing to install, and your data is accessible from anywhere.

How it works: You log in through a web browser, enter documents (often with the option to automatically import from your bank), and the system takes care of the processing.

Advantages:

• Access from anywhere, on any device
• Automatic updates
• Automatic data backups
• Bank integration (automatic payment matching)
• Modern and intuitive interface
• Easy sharing with your accountant
• Mobile app available

Disadvantages:

• Dependent on an internet connection
• Monthly subscription fees (ongoing costs)
• Data is held by the provider (a matter of trust)
• Limited functionality during service outages
• Some features may be charged separately

4. Mobile Invoicing Apps

For self-employed individuals who primarily need to issue invoices and keep simple records, there are dedicated mobile apps.

How it works: You download the app to your phone, fill in your details, and you're ready to start invoicing. Some apps also offer basic income and expense tracking.

Advantages:

• Invoice on the go
• Quick invoice creation
• Scan documents with your camera
• Low cost or free for basic use
• Easy to learn

Disadvantages:

• Limited functionality (invoicing only, not full bookkeeping)
• Small screen for working with numbers
• Dependent on a single device
• Often lacks advanced tax features
• Cannot replace a fully-featured accounting program

5. AI Accounting Assistants

The newest category on the market is AI-powered solutions that use artificial intelligence to automate accounting processes. This category is growing rapidly in 2026.

How it works: You communicate with an AI assistant via chat (e.g. WhatsApp), send photos of your documents, and the AI automatically recognises, categorises, and records them.

Advantages:

• Minimal time spent on admin
• Automatic document recognition and processing (OCR + AI)
• Communication in plain, natural language
• Proactive reminders about deadlines and obligations
• No learning curve — you talk to it like a person
• Available 24/7
• Ongoing expense tracking and categorisation

Disadvantages:

• A relatively new category on the market
• Some solutions don't yet cover all accounting needs
• Dependent on the quality of the underlying AI model

Category Comparison: What's Best for Your Situation

Key Criteria for Making Your Choice

When selecting an accounting tool, consider the following factors:

1. Number of Transactions Per Month

If you only have a few invoices per month, a simpler solution will do the job. As your transaction volume grows, so does the need for automation.

2. Type of Work

• Services (IT, consulting, creative): Focus on invoicing and income tracking. A simpler solution is usually sufficient.
• Tradespeople and manual professions: Need mobile access and easy document scanning out in the field.
• E-commerce: High transaction volumes require automation and bank integration.
• Freelancers: Often have income from multiple sources and need flexibility.

3. VAT-Registered vs. Non-VAT-Registered

If you are VAT-registered, you need a tool that can handle:

• Tracking input and output VAT
• Automatic VAT calculation
• Generating VAT control statements
• VAT returns

4. Flat-Rate Expenses vs. Actual Expenses

If you claim expenses using a flat-rate deduction, your record-keeping requirements are minimal — you only need to track your income. In that case, a simpler solution may be perfectly adequate.

5. Working with an Accountant

If you work with an external accountant, it's important that your tool makes it easy to share data. Cloud solutions and AI assistants have a clear advantage here.

Hidden Costs That Are Often Overlooked

When comparing prices, don't forget about hidden costs:

Time Spent on Data Entry

Your time has value. If you charge CZK 500 per hour and spend 5 extra hours on accounting compared to an automated solution, the real cost is CZK 2,500 per month.

The Cost of Errors

A mistake in your tax return can result in penalties. Under the Tax Code, late payment interest is 14% p.a. plus the Czech National Bank's repo rate on the amount owed.

Accountant Fees

If your tool doesn't allow you to handle everything yourself, you'll need to hire an accountant. Monthly costs for an external accountant for the self-employed typically range from CZK 1,000 to CZK 5,000, depending on complexity.

Migration Costs

Switching accounting software mid-year is complicated. Make the right choice from the start to avoid having to migrate your data later.

Accounting Trends for the Self-Employed in 2026

Automation and AI

Artificial intelligence is changing the way self-employed people approach accounting. Automatic document recognition, expense categorisation, and tax return generation are all reducing the administrative burden to a minimum.

Bank Integration

Open banking enables automatic downloading of bank statements and matching of payments to invoices. This feature is becoming standard in modern solutions.

Mobility

Self-employed people are working on the go more than ever. The ability to process a document anytime, anywhere is essential.

Proactive Reminders

Modern tools will alert you to upcoming deadlines (VAT, advance payments, reports) before it's too late.

DokladBot: An AI Accounting Assistant for the Modern Self-Employed

If you're looking for a solution that combines simplicity with advanced automation, take a look at DokladBot. It's an AI accounting assistant you interact with via WhatsApp — an app you already use every day.

What DokladBot can do:

• Automatically recognise and process documents from photos
• Categorise expenses and income
• Keep track of tax deadlines
• Answer accounting questions in plain language
• Prepare the groundwork for your tax return

No complex interface, no learning curve. Just send a photo of an invoice via WhatsApp and DokladBot takes care of the rest.

Find out more and try DokladBot at dokladbot.cz

Frequently Asked Questions (FAQ)

Do I need to use accounting software as a self-employed person?

No, the law doesn't require you to use a specific program. You are obliged to keep tax records (or full accounting), but the format is up to you. You could technically even keep records on paper. In practice, however, digital processing is far more efficient and reliable.

Can I keep tax records in Excel?

Yes, Excel or any other spreadsheet application is a fully accepted method of keeping tax records. You must ensure, however, that your records contain all the information required by law and can withstand scrutiny during a potential audit.

How much does accounting software for the self-employed cost?

Prices range from CZK 0 (Excel, some basic mobile apps) to CZK 15,000 per year (professional desktop software). Cloud solutions typically cost CZK 200–800 per month. AI assistants are generally in the CZK 200–500 per month range.

Is it safe to store accounting data in the cloud?

Yes, provided the provider adheres to security standards (data encryption, regular backups, GDPR compliance). Cloud storage is often safer than keeping data locally on a single computer, where a hard drive failure could mean losing everything.

Can I switch accounting software during the year?

Technically yes, but it's not ideal. It's best to make the switch at the end of an accounting period (the calendar year). When switching, you need to ensure a complete data migration and verify that the new software correctly picks up from where the previous records left off.

Do I need accounting software if I'm on the flat-rate tax scheme?

Even under the flat-rate tax scheme, you must keep a record of your income. While you don't need to file a tax return or submit reports, you must be able to demonstrate in the event of an audit that you haven't exceeded the income limits for the flat-rate scheme. Simple income tracking — even in a spreadsheet — is still required.

How do I know whether accounting software supports the current legislation?

Check when the software was last updated. Quality accounting software should be updated at least once a year (ideally at the start of the year) in response to legislative changes. Cloud solutions and AI assistants have an advantage here, as updates are applied automatically.