Invoicing software creates and sends invoices, takes payment and chases late payers. Many accounting tools include it, so the question is whether you need a full accounting package or just invoices.
Getting paid on time starts with a clear invoice that is easy to pay. Invoicing software creates the invoice, takes the payment and chases late payers, and many accounting tools include it.
We compare six options, from a free starter to full accounting packages. Choose by how you bill, which currencies you use and what your accountant works in. Once clients pay, a business card such as Wallester keeps your own costs organised and syncs to the same books.
Best for freelancers and service firms
Invoices, time tracking and automatic reminders in one tool, built around billing by the hour or by project.
Watch out forPlans have been priced by number of billable clients, so cost can rise as your client list grows.
Best free option
Free invoicing for very small businesses, with card and bank payments available for a fee.
Watch out forFewer features than paid tools, and availability is strongest in the US and Canada.
Best if your accountant uses Xero
Invoicing is part of the accounting system, so payments reconcile to your books automatically, with multi-currency invoices on higher plans.
Watch out forYou pay for a full accounting package even if you only want invoices.
Best if your accountant uses QuickBooks
Invoices, payment links and recurring billing connected to your books, and widely supported by US accountants.
Watch out forCost rises as you add features and users.
Best for finance teams that bill and pay
Automates both sending invoices and paying supplier bills, with approval workflows for finance teams.
Watch out forMore than a freelancer needs, and priced per user.
Best value inside Zoho
Invoicing with recurring invoices, payment reminders and a client portal, connected to Zoho CRM and the rest of the suite.
Watch out forFewer accountants know it than Xero or QuickBooks.
| Tool | Choose it if you want | Its main strength | Its main limit |
|---|---|---|---|
| FreshBooks | To bill by the hour or by project as a freelancer or service firm | Invoices, time tracking and automatic reminders in one tool | Plans are priced by number of billable clients |
| Wave | Free invoicing for a very small business | No monthly cost for invoicing and basic accounting | Fewer features, and strongest in the US and Canada |
| Xero | Invoices that flow straight into your books, if your accountant uses Xero | Part of the accounting system, with multi-currency on higher plans | You pay for a full accounting package |
| QuickBooks | The same, if your accountant uses QuickBooks | Recurring billing and payment links tied to your books | Cost rises with features and users |
| BILL | To send invoices and pay supplier bills from one tool | Receivables, payables and approval workflows | More than a freelancer needs, and priced per user |
| Zoho Books | Invoicing that connects to the Zoho suite | Recurring invoices, reminders and a client portal | Fewer accountants know it |
By the hour, by project or on retainer. Tools differ in how well they handle time tracking and recurring invoices.
If you bill abroad, check multi-currency invoicing and how you receive the money.
Cards, bank transfer and direct debit all have different fees. Check what each tool charges.
If your accountant uses a particular package, sending invoices from it avoids retyping.
The aim is to send accurate invoices quickly, make them easy to pay, and follow up without awkwardness. In practice that means agreeing terms before work starts, invoicing as soon as work or a milestone is complete, offering simple payment options, and chasing automatically when a due date passes.
Shorter terms get you paid sooner. Many businesses use 14 or 30 days, and some ask for a deposit on new work or milestone payments on longer projects. State the terms on the quote, the contract and the invoice. If you add late fees or interest, check what local law allows.
Rules differ by country, so check the local requirements for your invoices and how long you must keep them.
A free tool is fine at low volume. Once you invoice many clients, work in several currencies or need approvals and reporting, a full accounting package or a receivables tool saves time and reduces errors.
Your business name and address, a unique invoice number, the date, what you are charging for, the amount, tax details where required, the payment terms and how to pay. Requirements vary by country, so check the local rules.
Send invoices promptly, state clear payment terms, offer easy ways to pay, and use automatic reminders before and after the due date.
Eventually, yes. Invoicing tools record what you bill. Accounting tools record everything else and produce tax-ready reports. Many packages include both.
Most tools can. Check how the exchange rate is set, and how you receive the money, since the account that receives payment matters as much as the invoice. See our multi-currency guide.
Yes for simple needs. Check what payments cost, whether you can export your data and whether support is available.
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