How to build an ideal finance tech stack that will grow with your business

In SaaS, growth goes hand-in-hand with complexity. As SaaS businesses begin to grow, their finance teams soon face an unavoidable truth: the tools that served them well at $1M in ARR will likely fall apart at $10M (or even sooner). The complexity of revenue models, compliance requirements, and forecasting demands scale far faster than most early-stage finance teams anticipate, and technology becomes indispensable for managing it all.

“We can’t scale our finance and accounting function without tech. There’s too much data, too many transactions, too much going on.” – Ben Murray (The SaaS CFO)

Ben Murray’s 2025 Finance & Ops SaaS Tech Stack Report, based on responses from over 600 SaaS companies, shows how CFOs and finance leaders shift their toolkits as their companies grow from spreadsheets and SMB tools to full-blown ERPs and best-of-breed automation platforms.

In this article, we’ll break down 10 core categories that define a modern SaaS finance tech stack. Whether you’re evaluating your first revenue recognition tool or ready to consolidate point solutions into an enterprise-grade platform, this guide helps you choose the right fit for today and tomorrow.

Startup phase: Building a strong foundation for businesses with less than $5M ARR

Startups need lean, flexible tools. Core accounting, invoicing, and payment processing must work smoothly. Every additional tool should be measured for cost, complexity, and scalability.

Essential tools for startups

At the early stage, simplicity, speed, and flexibility matter most. Let’s look at the tools that set a solid foundation.

Core accounting

QuickBooks dominates the startup space, with 57% of companies under $1M in ARR, making it the de facto choice.

Xero comes next, valued for ease of use and affordability. Xero maintains its place in the top four accounting platforms for SaaS startups.

Invoicing

Most companies stick to invoicing within QuickBooks or Xero. These systems are sufficient for simple billing workflows, especially in low-volume environments.

However, for startups with recurring or usage-based billing models, Stripe is a common supplement, cited by 13% of sub-$1M ARR companies. 

Revenue recognition

Spreadsheets dominate here (64% usage), offering flexibility but introducing risks as financial complexity increases.

Expense management

Startups typically manage expenses through spreadsheets or lightweight tools like Ramp and Expensify.

Ramp has gained traction in the sub-$5M ARR space thanks to its modern interface and built-in spend controls. 

Sales tax compliance

Many early-stage companies delay implementing dedicated sales tax solutions, often assuming they're too small to worry about it.

Tools like Avalara and Anrok offer plug-and-play compliance without the overhead of hiring experts.

“States and taxing jurisdictions are becoming more sophisticated...In due diligence, you're going to have to prove out why or why you are not remitting sales and use tax.” – Ben Murray

Customer relationship management (CRM)

HubSpot is the leading CRM choice for sub-$5M ARR firms owing to its low entry cost and marketing automation features.

Payment processing

Stripe is the undisputed favorite in this category, cited by 42–61% of companies across all ARR bands.

PayPal and QuickBooks Payments appear occasionally, but Stripe’s dominance is clear from the earliest stages onward.

“You don’t need enterprise-grade software at $1M in ARR…Start with tools that give you what you need now—and build from there.” – Ben Murray

Key considerations for startups

As startups lay the groundwork for scalable operations, building the right finance tech stack early can prevent growing pains later.

• Lay a strong foundation: Choose tools that enable quick wins but won't create headaches when ARR scales. Prioritize extensibility and ecosystem compatibility.
• Manage spreadsheets strategically: They serve a purpose early on, but prepare to phase them out for critical functions like revenue recognition (aka RevRec) and financial planning and analysis (FP&A).
• Plan for growth: Look for tools that are easy to implement and scale in parallel with product and team growth.

“In the beginning stages of a SaaS company, the finance infrastructure does not receive much attention. However, as you scale your revenue and headcount, you realize the important need for accurate and timely financial and operational numbers. – Ben Murray

Scaleup phase: Managing increasing complexity for businesses in the $5M-$50M ARR range

As companies cross the $5M ARR mark, new demands emerge around forecasting accuracy, board reporting, audit readiness, and cross-functional visibility.

Manual processes and spreadsheets no longer keep up with the pace or precision needed for this. CFOs in this bracket need more automation, better integrations, and purpose-built financial systems.

“$10M ARR is the tipping point where we move from QuickBooks and Xero to Sage, NetSuite, or ERP-grade tools.” – Ben Murray

Essential tools for scaleups

As companies grow, finance teams need more structure, better visibility, and systems that can scale. These are the tools commonly adopted in the $10M–$50M ARR range:

Core accounting / enterprise resource planning (ERP)

The $10M–$11M ARR mark is a common tipping point for transitioning away from QuickBooks or Xero. Sage Intacct (42%) and NetSuite (40%) are the dominant choices in the $11M–$50M ARR segment.

Invoicing and revenue recognition

As pricing models evolve to include subscriptions, usage-based pricing, and multi-year contracts, companies need specialized solutions.

Sage Intacct and NetSuite both offer integrated capabilities, but tools like Maxio (7%) and Chargebee are gaining traction as standalone RevRec and billing platforms.

Financial planning and analysis (FP&A)

Spreadsheets continue to dominate FP&A workflows in the $5M–$50M ARR range, but specialized tools are starting to gain traction.

Drivetrain (7%), Mosaic (5%), and Workday Adaptive Planning (4%) are the top-named solutions in this segment, especially among VC- or PE-backed companies, where board reporting and financial forecasting are higher priorities.

“Above $10 million, definitely [an FP&A tool is needed]. Between 5-10, it’s kind of use-case based." – Ben Murray

Business intelligence (BI) and analytics

This is the stage where formal BI adoption picks up. Power BI (28%) and Tableau (19%) are the leading choices for data visualization and analytics.

While some companies still rely on spreadsheet dashboards, the need for consolidated, visual insights drives tool adoption at this stage.

Sales tax compliance

Avalara becomes a clear favorite at this stage. With multi-state and international transactions becoming more common, automating sales tax calculation and filing is paramount for compliance and audit readiness.

Sales compensation

Commission complexity grows with sales team expansion. Tools like Spiff (often used via Salesforce) and QuotaPath begin to replace spreadsheet-driven processes to ensure transparency and reduce comp errors.

Expense management

Manual processes give way to platforms like Ramp (17%), Expensify (15%), and Brex (9%), which offer automation, real-time spend controls, and better integration with accounting systems.

‍CRM‍

Salesforce adoption grows significantly in this phase as companies require deeper customization and reporting capabilities.

HubSpot dominates sub-$10M ARR but loses ground as ARR increases.

Payment processing

Stripe continues to lead across ARR bands. Its ability to support complex billing logic and international payments makes it a strong fit for scaling SaaS businesses.

Key considerations for scaleups

As companies approach and surpass the $10M ARR milestone, finance leaders face a new set of challenges. These hurdles require not just better tools, but better systems thinking.

• Plan upgrades with foresight: Around this stage, many systems begin to show their limitations. Upgrade before breaking points to ensure smoother transitions and uninterrupted operations.
• Prioritize integration: Choose tools that unify actuals, forecasts, and billing. Prioritize tools that can sync actuals, forecasts, and billing data, or consider adding an FP&A software like Drivetrain to unify insights across platforms.
• Strengthen controls and data quality: Reduce spreadsheet dependency and implement controls that ensure accurate board-level reporting.
• Support revenue complexity: As offerings expand, so do billing models. Your finance stack should handle subscriptions, usage-based pricing, and multi-year contracts with minimal manual intervention.

“When tools talk to each other, reporting and forecasting become 10x easier.” – Ben Murray

Enterprise phase: Optimizing for scale and compliance for companies with $50M+ ARR

At the enterprise stage, finance leaders no longer need tools just for automation. They need to create a finance stack that supports audit readiness and strategic decision-making. 

“The more data you have, the harder transitions become. Teams should plan for this early and budget for implementation well before existing systems become a bottleneck.” – Ben Murray

Essential tools for enterprises

Teams should plan for this early and budget for implementation well before existing systems become a bottleneck.

Core accounting / ERP

NetSuite (32%) and Sage Intacct (30%) are the dominant ERP platforms in the $ 50 M+ ARR segment. 

Invoicing and revenue recognition

Sage Intacct (23–29%) and NetSuite (20–23%) lead in invoicing and revenue recognition among $ 50 M+ companies. As companies scale, many consolidate billing and RevRec workflows within ERP systems, though point solutions like Maxio continue to serve specific RevRec and billing needs.

FP&A

Spreadsheets still exist at the enterprise level (26%), but dedicated FP&A solutions like Workday (23%) have become far more common.

For teams seeking a more flexible alternative to heavyweight solutions, financial forecasting tools like Drivetrain offer a modern approach, combining planning, actuals, and key SaaS metrics in one unified system.

Drivetrain supports rolling forecasts, scenario planning, and dynamic board reporting, which are key for companies at this stage.

BI and analytics

Power BI (19%) and Tableau (20%) are the most commonly used BI tools at the enterprise level, helping finance teams consolidate metrics and build executive dashboards.

Expense management

At scale, companies shift toward enterprise-grade spend tools. Brex (19%), Ramp (11%), and Concur (11%) lead adoption in this category, offering integrated workflows for expense tracking, card management, and policy enforcement.

Close management

Tools like FloQast emerge as a critical layer to manage task ownership, reconciliations, and audit trails in complex finance organizations.

Sales tax compliance

‍Avalara continues to dominate in this segment, favored for its broad jurisdictional coverage and automated compliance capabilities.

CRM

Salesforce remains the standard at the enterprise level, offering the customization and integrations required for large sales teams. 

Payment processing

Stripe remains the dominant payment processor across all ARR segments, including at the enterprise level. Its broad support for subscription billing makes it a go-to choice for SaaS companies. 

Sales compensation

Tools like Spiff (via Salesforce) and QuotaPath are gaining traction in the enterprise segment, particularly as commission models become harder to manage in spreadsheets. 

Key considerations for enterprises

Enterprises need robust processes, strong controls, and unified systems to support scale, compliance, and strategic decision-making.

• Design for audit-readiness: Ensure your stack includes workflow documentation, audit trails, and access controls aligned with frameworks like SOX.
• Centralize data for insight: As companies scale, the scope and frequency of reporting expand significantly. Siloed systems create blind spots. Your financial reporting tools should ingest data from accounting, billing, CRM, and HR.
• Support global scale: Look for platforms that can handle multiple entities, currencies, and tax structures with minimal customization.

Point solutions vs. consolidated platforms

One of the most consistent takeaways from the 2025 Finance & Ops SaaS Tech Stack Report is that SaaS finance leaders continue to favor point solutions over consolidated ERP platforms, even as their companies scale. 60% of respondents say they prefer best-of-breed tools, compared to just 27% who opt for ERP suites. 

“Every year, it’s won out, best of breed point solutions. Now, easier said than done to actually then when you're making the buying decision, but that's everyone's, at least their preference.” – Ben Murray

Advantages of point solutions

• Depth and specialization: Point solutions are purpose-built for specific finance functions like FP&A or revenue recognition, offering deeper functionality and better performance than broad ERP modules.
• Agility in scaling: As needs evolve, teams can adopt new tools without committing to a complete system overhaul. This allows for evolution, flexibility, and faster deployment.
• Faster innovation: These tools are updated more frequently, giving finance teams earlier access to the latest features and improvements.

Advantages of consolidated platforms

• Centralized financial data: A unified system minimizes manual data transfers and reconciliation, improving accuracy and trust in reporting.
• Streamlined workflows: A consistent interface across departments reduces friction, making it easier for teams to collaborate and execute processes.
• Simplified oversight: With fewer tools to manage, finance leaders can more easily oversee compliance, access control, and vendor relationships.

Making the right choice

The 2025 Tech Stack Report confirms what many CFOs already know: there’s no universal answer to the point solution vs. consolidated platform debate. Instead, the right finance stack depends on your company’s stage, complexity, and constraints. Most SaaS companies end up with a hybrid approach—combining an ERP for core processes with specialized tools where deeper functionality is required.

Here’s how to think about the decision at each growth stage:

• Startups: Startups should prioritize speed, cost-efficiency, and ease of use. The focus here is on solving immediate pain points, often through best-of-breed tools like QuickBooks, Stripe, and spreadsheets.
• Scaleups: This is where finance complexity ramps up and the cracks in startup-era systems start to show. Organizations at this stage may find a hybrid approach most effective—layering point solutions onto a stable ERP core to balance specialization with integration.‍
• Enterprises: At this stage, ERP platforms are a given, but they don’t solve everything. Organizations should prioritize integration, compliance, and visibility. Here, a consolidated platform offers better control, but selectively integrating best-of-breed tools in areas like FP&A or RevRec can still drive measurable value.

The role of AI in finance tech stacks

While AI is reshaping many industries at breakneck speed, its integration into finance tech stacks remains cautious and calculated. The simple reason behind this is clear: accuracy is non-negotiable in finance. A single misclassification or anomaly can cascade into audit failures, compliance issues, or financial restatements

Finance leaders are thinking about AI today not as a wholesale replacement for human judgment, but as a support layer to improve workflows, insights, and controls.

“We’re starting to see AI make real inroads in FP&A—helping with data analysis, reporting, and forecasting. It’s still early, but that’s where it’s gaining the most traction.” – Ben Murray

Where AI is beginning to show up

1. FP&A and forecasting

FP&A is a natural entry point for AI. Tools like Drivetrain are emerging as AI-native planning systems that reduce the time and manual work traditionally required for business budgeting, forecasting, and board reporting.

Drivetrain enables finance teams to:

• Build multi-dimensional models rapidly using plain-English formulas
• Run AI-powered forecasts and "what-if" scenarios across revenue, headcount, and cash flow
• Create 3-statement reports and dashboards with real-time data tracking
• Consolidate data from multiple ERPs and business systems to serve as a single source of truth

2. Data querying and analysis

Many modern platforms are now using natural language interfaces to query financial data without SQL or scripting. 

3. Automated reporting

AI is beginning to assist in narrative generation and insight extraction for management reports.

These tools speed up reporting cycles while ensuring consistency in how data is interpreted and presented.

4. Anomaly detection

Machine learning models are being deployed to flag irregular transactions, prevent duplicate payments, and detect early signs of fraud.

These systems act as an additional layer of control, especially useful in large transaction volumes.

Building your ideal finance tech stack

There is no single blueprint for the perfect finance stack, but there is a correct approach.

Your tech stack should evolve with your company’s growth, complexity, and strategic focus. What works at $1M in ARR will likely hinder you at $ 10M. By $ 50M or more, the tools you choose must support compliance, cross-functional alignment, and real-time insight.

Here are the five key takeaways for building a finance tech stack that scales:

• Start simple: Don’t overengineer from day one. Early-stage startups benefit from lean, intuitive tools that allow finance teams to move quickly. 
• Plan for growth: A future-proof tech stack anticipates the next inflection point. Know when your current systems will break and prepare for transitions well in advance. 
• Prioritize data flow: A unified data layer is the backbone of modern finance. Look for tools that integrate easily and provide clean, structured data. 
• Consider implementation timing: New tools bring value, but only if implemented strategically. Avoid adopting multiple systems simultaneously, and align implementation with slower business cycles. 
• Balance specialization and integration: Point solutions can solve niche problems brilliantly, but watch out for tool sprawl. Strive for a balance between best-in-class software and broader platforms that minimize friction.

The key is to stay proactive. Evaluate your stack at every growth stage, and don’t wait for problems to pile up before taking action. 

“You need a plan for how all these tools are going to work together. Don’t wait until things break. Build a stack that can grow with your business.” – Ben Murray

Want more great insights? Listen to our entire conversation with Ben Murray—The SaaS CFO—on-demand now!