The real cost of antique dealer software — and how to stop renting it
What a antique dealer actually pays for tools over three years, and the buy-once and free options most never hear about.
Bottom line
A typical antique dealer stack — accounting, job tracking, invoicing, a CRM — rents for about $1,344/year, roughly $4,032 over three years and climbing. The same jobs, owned in one suite, are $279 once. On a median antique dealer income of $38,000/year, that's a recurring slice you don't get back.
Can it pay for itself?
Nexa is $279 once, about $23 a month over its first year. Its Drain Guard reads your expenses (from a linked bank, an imported statement, or ones you type in), finds the charges that repeat, and adds them up by the month. Keep or Cut then walks you through them one at a time. Cancel $23 a month of charges you'd forgotten about and Nexa has paid for itself inside the first year.
It depends on what you find and what you cancel, so we don't promise a number. In our demo data, Drain Guard finds 5 subscriptions adding up to $110.13 a month. That is sample data, not a customer's.
Is Nexa the right call for an antique dealer?
The honest version. Nexa was built to beat the rented stack on the jobs that matter most to an antique dealer — here's where it wins, where the integration wins it anyway, and the things it genuinely doesn't do, with who to use instead. (No tool is best at everything; a guide that pretends otherwise is just an ad.)
Compare the essential business tools for antique dealers
The usual subscriptions vs. Nexa, side by side. Drag the time slider — every year you keep renting, the gap widens. Nexa is $279, one time.
On the work an antique dealer actually lives in — books & accounting, job & project tracking, invoicing and crm & clients — Nexa holds its own against the usual rentals (QuickBooks →, Jobber →, FreshBooks →). Head-to-head on any single one it's competitive; what tips it is the thing none of them can copy: Each piece flows from the estate buy to its provenance and cost to the show, booth, or online sale in one record, so cash transactions with no receipt still reconcile against booth rent and show fees without losing the trail in QuickBooks. in one record, no re-typing between four apps. One tool, $279 once, against 4 subscriptions · ~$1,344/yr. Concretely: on books & accounting, Each one-of-a-kind piece carries its own cost basis and provenance in one record, so the $8,000 of inventory you brought and the $1,400 you sold reconcile even when most of it went out as cash with no paper trail.
Where it's not the answer: if you run real payroll for a team (use Gusto →), or run big email campaigns & automations (use ConvertKit →), or sell through a full online store (use Shopify →). Those tools are better at their one thing, and we'd rather point you to them than pretend.
Prefer to own a piece outright instead of renting? Free and open-source tools (GnuCash, Invoice Ninja and the like) each handle one job if you'll self-host them — a real option, listed because it's true.
These are affiliate links — if you sign up through one, we may earn a commission at no extra cost to you. We list them because they're the honest best pick for the job, Nexa included. As an Amazon Associate we earn from qualifying purchases. Competitor pricing verified 2026-06-12.
What the software an antique dealer rents has done to its prices
Dated changes to the subscriptions an antique dealer might rent. Each one links the announcement or report it comes from. Tap one for the numbers.
-
Feb 2026 QuickBooks — QuickBooks Desktop Pro Plus renewals rise from $999 to $1,149 a year ↓$999/year→$1,149/year
For renewals on or after February 1, 2026, Pro Plus and Mac Plus went from $999 to $1,149 a year for one user, and each extra seat from $200 to $230.
Source: SWK Technologies, Insightful Accountant (Dec 2, 2025)
-
Jul 2025 QuickBooks — QuickBooks Online raises every plan 8.6% to 17% ↓Plus $99/month→Plus $115/month
From July 1, 2025: Simple Start $35 to $38, Essentials $65 to $75, Plus $99 to $115, Advanced $235 to $275 a month.
Source: Woodard Report (May 27, 2025)
Only changes we can link to a vendor announcement or a named publication are listed. Plans, add-ons and discounts vary, so check the vendor's current pricing page before you decide.
The kit a working antique dealer owns
The tools of the trade — each a one-time buy that earns its keep for years.
Reference guides and price databases
Loupe and UV light for authentication
Truck for hauling furniture
Booth or shop display fixtures
You paid for these once because good tools last. That's the bar your software should clear too — priced like a tool you own, $279 once, not a subscription that costs more than your kit every year.
Need to replace a piece of the kit? Here's where antique dealers get it
Affiliate links — we may earn a small commission at no extra cost to you. As an Amazon Associate we earn from qualifying purchases.
Sound familiar?
Buying well is the whole business. I'm at estate sales, auctions and house calls most weeks, looking at hundreds of items to find the few worth buying: furniture with original finish, pottery with the right maker's marks, silver, lighting, and the occasional piece nobody else recognised. Knowledge is my inventory; I need to know what's real, what's reproduction, what's been repaired, and what similar pieces have actually sold for recently. Most items need something before they're sellable: cleaning, gentle restoration that doesn't destroy the value, and research into the maker and the date. I sell from a booth in an antique mall, where I pay rent and a commission on sales, plus online listings for pieces that need a wider audience, which means careful photos, measurements and honest condition notes. Shipping large or fragile items is its own skill and cost. I keep records of what I paid and when for every piece, because inventory can sit for months, and I'm constantly deciding what to discount to keep the booth fresh.
The books, job tracking, invoicing and client records are the pieces of that day. Some tools rent you each piece separately. A few — Nexa among them — bundle the lot into something you buy once. The sections below price both routes honestly.
Where antique dealers actually talk shop
Your people are already online — swapping real numbers, tool picks, and war stories. Here's where to find them.
Subreddits worth your time
Active community — tool picks, pricing, and day-to-day questions.
Open on Reddit →Active community — tool picks, pricing, and day-to-day questions.
Open on Reddit →Active community — tool picks, pricing, and day-to-day questions.
Open on Reddit →Active community — tool picks, pricing, and day-to-day questions.
Open on Reddit →Facebook groups to join
What's moving for antique dealers near you
Real, current, local — the news in your trade and the suppliers you actually buy from. It changes every week, which is exactly the point.
Where antique dealers stock up — and this week's deals
broad supplies, tools, cleaning, consumables
Pro program: Walmart Business
bulk supplies, tools, equipment, fuel, consumables
Pro program: Costco Business
bulk supplies, tools, equipment, fuel, consumables
Pro program: Sam's Club Business
arts & crafts supplies; weekly-ad sales; reseller program
Pro program: MakerPlace / reseller
art supplies; in-store sales + preferred-customer pricing
Pro program: Preferred / business account
Is Nexa actually right for an antique dealer?
An honest fit check — because the wrong tool is worse than no tool.
Right for you if
- You run solo or a small team — like the 45,000 antique dealers in the US who do, and you wear every hat.
- You're tired of paying every month for quickbooks and a pile of apps that don't talk to each other.
- You want invoicing, scheduling, and client tracking in one place — not scattered across five apps.
- You'd rather own your software once, the way you own your Reference guides and price databases.
Look elsewhere if
- You have a large team that needs enterprise seats, granular roles, and dedicated admin staff — Nexa is built for solo and small operators (1–5), and a bigger platform will serve you better.
- You need full payroll for a large team or deep, SKU-level inventory — that's not what Nexa is for.
- You're genuinely happy paying monthly and don't mind stitching tools together. No tool fixes a workflow you already like.
The honest fit: if you're a solo or small antique dealers business that owns its tools and is sick of renting software, Nexa replaces your whole stack for $279 once. If you're scaling into a large team with dedicated admin staff, a bigger platform may fit better — and we'd rather tell you that now than sell you the wrong thing.
What antique dealers actually deal with
- Tracking provenance and cost basis on unique one-of-a-kind items
- Managing booth rent plus online sales plus show fees
- Cash transactions at shows with no paper trail
- Insurance valuation for high-value inventory
A day in the life of a antique dealer
Buying well is the whole business. I'm at estate sales, auctions and house calls most weeks, looking at hundreds of items to find the few worth buying: furniture with original finish, pottery with the right maker's marks, silver, lighting, and the occasional piece nobody else recognised. Knowledge is my inventory; I need to know what's real, what's reproduction, what's been repaired, and what similar pieces have actually sold for recently. Most items need something before they're sellable: cleaning, gentle restoration that doesn't destroy the value, and research into the maker and the date. I sell from a booth in an antique mall, where I pay rent and a commission on sales, plus online listings for pieces that need a wider audience, which means careful photos, measurements and honest condition notes. Shipping large or fragile items is its own skill and cost. I keep records of what I paid and when for every piece, because inventory can sit for months, and I'm constantly deciding what to discount to keep the booth fresh.
Why antique dealers leave the big platforms
- quickbooks: $55/month for a business with three different sales channels and lots of cash transactions. Overkill and underpowered at the same time.
- square: Processing fees on every card transaction at shows, plus monthly fees for advanced features. Cash sales don't even go through it.
Where antique dealers actually talk shop
- r/Antiques (Reddit)
- r/Flipping (Reddit)
- r/vintage (Reddit)
- r/AntiquesMallSellers (Reddit)
- Antiques Board (Forum)
- Collectors Weekly (Forum)
- Antiques Roadshow clips (YouTube)
- Curiosity Inc (YouTube)
Local antique dealers on Nexa
Real antique dealers near you who run their business on Nexa — book directly, no platform fee. Are you an antique dealer? Post your business and get found in your area — $2.99 one-time. Or browse every antique dealer on Nexa →
Antique Dealers by the numbers — by place
Tax & registration where you operate
How we put this guide together
We build an antique dealer's guide the same way every time, and we'd rather you trust it than take it on faith. Nexa is our product, so the test we hold ourselves to is simple: a tool only "wins" a job here when it genuinely does that job better for an antique dealer — and where something free, open-source, or buy-once does it better, we say so and link you to it. Where Nexa falls short (payroll is the honest example), we name the alternative outright.
Where the numbers come from
- Vendor pricingQuickBooks $456/yr, Wave $228/yr, Square — taken from each company's published plans, last verified September 2026. Pricing moves; each name above links straight to that vendor’s own pricing page so you can confirm it before you decide.
- Income contextThe $38,000 median we cite for the typical antique dealer is occupational median annual pay from the U.S. Bureau of Labor Statistics (Occupational Employment & Wage Statistics), compiled April 2026. We use it only to show software spend as a share of real income — your own numbers will differ.
- Price-change historyDated changes — QuickBooks (February 2026), QuickBooks (July 2025), QuickBooks (September 2024), and more. Each links the vendor announcement or named publication that documents it.
- Multi-year mathMulti-year totals are today's list prices multiplied by the number of years. No price rise is projected, so every figure can be checked against the vendors' own pricing pages; if they raise prices, the real cost is higher.
Found something out of date? Prices change and we don't catch every move the day it happens. This guide is published and maintained by the Nexa team; if a figure here is wrong, tell us and we'll fix it — getting it right matters more to us than the sale.
FAQ
Free and open-source tools (listed above) cost nothing but your own time to host and maintain. If your time is worth more than that, a one-time purchase or a single suite usually wins over a stack of monthly subscriptions within the first year or two.
Yes — the modules are designed to work the way antique dealers actually work, all connected, $279 once. Whether that beats the free/self-hosted or buy-once options above depends on how much you want handled for you.
Export your data as CSV and import it in about 15 minutes. Run the old and new side by side for a week, then cancel the subscriptions you're replacing once you're confident.
Own your tools instead of renting them
If owning one connected suite sounds better than renting a stack — or self-hosting one — Nexa is $279 once for everything above.
See Nexa — $279 once30-day money-back guarantee. Or use the free and buy-once options above — we listed them for a reason.