Best Invoicing Software

Sarah Badani

Whether you’ve handled the billing yourself for years, or you have no experience handling such matters, invoicing software will change the way you do business forever. On a basic level, these apps generate and send billing for products or services that you’ve provided for your customers. But the best invoice app does so much more. It allows you to create invoices online, provides you with simpler ways of sending invoices to your clients, facilitates more efficient invoicing so that you get paid faster, and comes bundled with other features that all amount to a more professional, streamlined, and efficient billing system.

So, it’s not surprising that most businesses are choosing to relinquish this task to the software world. After all, if an app can do the job faster, more easily, and better, why waste time that you can spend doing other, more important tasks? Invoicing software gives you the ability to send out multiple invoices simultaneously, quickly follow up with clients who haven’t paid yet, and present yourself more professionally to your clients.

It’ll also allow you to improve accuracy, cash flow, and efficiency all-around. And at the end of the day, the best invoicing software ensures that you get paid faster and more consistently, as well.

Small-med biz, all-inclusive accounting
SMBs that want to look pro w/ lots of features
No monthly fees, automation
Basic invoicing with a lot of functionality
Field service businesses
SMBs w/ full-service biz management
Totally free account, incredible features
SMBs, especially mobile, strong features
Enterprises processing large amounts of supplier invoices
$12.50-$75 per month
From $4.50 per month
From 2.9%+$0.30 per invoice paid
From $19-$239 per month
From $29-$199 per month
From $5-$15 per month
From $9-$29 per month
From $9-$60 per month
$299/month (Tipalti Express) to $447/month (Tipalti Pro)
iOS/Android
iOS/Android
iOS/Android
iOS/Android
iOS/Android
iOS/Android
iOS/Android/Windows
iOS/Android
No
Credit card, debit card, ACH
Credit cards, ACH
Credit cards, Apple Pay, Google Pay
Credit cards, PayPal
Credit cards, PayPal
Credit cards, debit cards, PayPal
Credit cards, cash, checks, ACH
Credit cards, debit cards, GoCardless, Stripe
ACH, wire, debit cards, checks, PayPal
30 days
30 days
Always free
14 days
14 days
30 days
Forever free
30 days
Free demo

The Best Invoicing Software - An In-Depth Look

  • 1

    Quickbooks

    Professional accounting software w/ all features
    Quickbooks
    • Best forSmall-med biz, all-inclusive accounting
    • Price range$12.50-$75 per month
    • Free trial30 days

    QuickBooks is possibly the unrivaled star of the accounting world. Put out by Intuit, QuickBooks is a powerful accounting, payroll, and bookkeeping application that includes wonderfully streamlined invoicing within its hefty bundle. And there's a good reason that QuickBooks is still at the top of the charts despite so much competition in the field. For one thing, businesses can accept all types of payments, including credit cards, debit cards, and ACH bank transfer directly from the online invoice. So, you get paid faster.

    QuickBooks is completely customizable, including logos, colors, and more. This way, customers know that it's you at a glance. QuickBooks invoicing software offers convenient features, including recurring invoices to bill your clients regularly, the ability to add billable hours directly to your invoice from Google Calendar, TSheets, or your own QuickBooks time tracking, and an auto-matching feature that pairs the payments with the invoices, so your books are always balanced.

    Pros
    • Instant payment notifications
    • Automatic payment matching
    • Accept online payments
    Cons
    • More expensive than competition
    • Some tasks are not intuitive
    Read Quickbooks Review
  • 2

    FreshBooks

    Ideal SMB solution for going pro
    FreshBooks
    • Best forSMBs that want to look pro w/ lots of features
    • Price rangeFrom $4.50 per month
    • Free trial30 days

    FreshBooks is another full-fledged accounting software that allows businesses of every size to easily manage their finances. And it can also help you create invoices online with ease. FreshBooks has a fresh mobile app, so you can handle billing remotely. The invoice app is loaded with plenty of convenient features like expense categorization, due date settings, and late fee setup. FreshBooks has a clean dashboard, and the entire user interface is simple and intuitive, so anyone can manage it.

    FreshBooks comes with other convenient features, one of the best being expense tracking. You can track individual expenses and link them to the invoice of a specific client. So, every aspect of the job gets billed properly and efficiently. FreshBooks also lets businesses collect payments online via credit card payments, PayPal, or Google Checkout. This is a newer feature that many other invoicing software options don’t offer and is incredibly useful for clients and businesses. Bundle that with a nice reporting feature, and FreshBooks is an obvious choice for professional and efficient business invoicing.

    Pros
    • Good team collaboration & user interface
    • Easy online payments
    • Expense tracking
    Cons
    • Bulk invoice creation is confusing
    • Some bugs not worked out
    Read FreshBooks Review
  • 3

    Square

    The most convenient way to automate invoicing
    Square
    • Best forNo monthly fees, automation
    • Price rangeFrom 2.9%+$0.30 per invoice paid
    • Free trialAlways free

    Most businesses have heard of Square as the SMB solution for fast and easy payment processing. Now, the name can be synonymous with another fast and easy business process: invoicing. With Square invoicing, you can send out digital invoices (estimates too, by the way) in seconds. What’s more, you can use the online dashboard to track those payments from any device. Square also lets businesses of every size send reminders and accept payments online with convenient payment options, including Apple Pay and Google Pay. This gives your business an edge over other SMBs.

    If you have regular clients, Square allows you to save their business cards for auto-billing. And going one step further, Square allows you to smartly manage your cash flow with powerful reporting, progress invoices, and more. From client services to retail, freelancing, and beyond, SMBs everywhere are getting a leg up with this invoice app that lets you send professional, digital invoices instantly, issue email or text receipts, track business performance, and get paid faster. All for no monthly fees.

    Pros
    • Automate invoicing
    • No monthly fees
    • Track and accept online payments
    Cons
    • Fewer frills than competitors
    • Can’t add new values to the invoice page
    Read Square Review
  • 4

    vcita

    Invoicing made simple w/ an all-in-one platform
    vcita
    • Best forBasic invoicing with a lot of functionality
    • Price rangeFrom $19-$239 per month
    • Free trial14 days

    vCita bundles all of your invoicing needs into one neat and organized package. Everything from start to finish can be done under a single invoicing app. Start by sending out an estimate to potential clients before the job begins. Once hired, you can send out invoices, and even accept payments through the online platform, as well.

    The vCita invoice software allows you to meticulously keep track of clients and their payment history, send out reminders for late payments, and customize your invoice template for more branded messaging. vCita also comes with scheduling software, marketing tools, and a full CRM system to keep track of your clients in an organized system. Speaking of organized, the vCita invoice app works directly with accounting software like Zapier and QuickBooks for seamless books.

    Pros
    • Accept online payments w cc or PayPal
    • Send quotes, invoices & receipts from same platform
    • Track payment history & send reminders
    Cons
    • Doesn’t support multi-currencies
    • Short free trial
    Read vcita Review
  • 5

    Jobber

    Field services’ #1 choice for invoicing & more
    Jobber
    • Best forField service businesses
    • Price rangeFrom $29-$199 per month
    • Free trial14 days

    Jobber is a smaller name in the invoicing industry, but it’s quickly gaining ground on the competition, especially when it comes to in the field services. From reminders to online payments, Jobber definitely offers the kind of functionality to put it on par with the bigger brands. One of the best features Jobber offers is batch invoicing. You can select multiple jobs to invoice simultaneously, and they’ll all be sent out automatically. You can even invoice via snail mail, and Jobber will line up your envelopes, labels, and invoices for printing.

    Using Jobber, you can also customize many parts of the invoice, including your company's logo, website, email, phone number, and more. You can add a customized disclaimer, change colors, and really personalize the look. Jobber invoicing software syncs with QuickBooks Online for a smooth accounting sequence, offers online booking, time tracking, and expense tracking, and provides you with a full client hub and client management system.

    Pros
    • Batch invoicing
    • Automatic payments
    • Permissions, GPS tracking, and job details
    Cons
    • Free version is only 2 weeks
    • Cheapest plan is only for one member
    Read Jobber Review
  • 6

    Sage

    Empowering your brand with full biz management
    Sage
    • Best forSMBs w/ full-service biz management
    • Price rangeFrom $5-$15 per month
    • Free trial30 days

    Sage 50Cloud is not just another invoicing software. In fact, this SMB-centered app is a powerful desktop and mobile option that offers a wide range of essential business applications all in one. Winner of PCMag’s Editors Choice award, Sage 50Cloud has a whole slew of useful features, including in-depth inventory management, integration with Office 365, and productivity tracking, making it a much more inclusive product than your average piece of software.

    In terms of invoicing software, Sage 50Cloud lets businesses get paid faster with online payments, Pay Now buttons directly embedded into your invoices, and the ability to accept most payment types, including PayPal and credit cards. Additional features include stock management, finance management, and inventory management. So, you are really getting the full suite of business management applications in a single platform.

    Pros
    • Microsoft Office 365 integration
    • Full business management suite
    • Add pay now button to invoices
    Cons
    • So many features can take time to learn
    Read Sage Review
  • 7

    Zoho

    The most feature-rich invoicing app around
    Zoho
    • Best forTotally free account, incredible features
    • Price rangeFrom $9-$29 per month
    • Free trialForever free

    Zoho is one of the largest business management software options on the market today. From bookkeeping to project management, sales and marketing, and email, Zoho covers all your bases. And the invoicing software is just as professional and comprehensive as the rest of the Zoho products. Zoho invoicing allows you to efficiently send invoices on the go, track time for each project, and send out reminders for overdue payments. You can also keep track of time and expenses with detailed timers, receipts auto-scanner, and automatic invoice updater for billable hours and items.

    Zoho’s invoice app also has full reporting. So, you can keep tabs on your business’ health at all times. Create estimates and have them approved directly with a neat client portal. And then convert those estimates into invoices when the project is done. Using Zoho’s invoicing software, you can also create multilingual and multi-currency invoices for international clients, and use a digital signature for more secure invoicing.

    Pros
    • Always free account option
    • Excellent reporting
    • Track, brand, update invoices
    Cons
    • Free account invoices only up to 5 customers
    • No in-house training
    Read Zoho Review
  • 8

    Xero

    Invoicing app made simple on mobile & desktop
    Xero
    • Best forSMBs, especially mobile, strong features
    • Price rangeFrom $9-$60 per month
    • Free trial30 days

    Xero is cloud-based accounting software, ideally suited for SMBs. The ability to create and send invoices from your mobile device makes it a great solution for mobile businesses and other brands that are constantly on the go. Xero has a great repeat invoicing setup that lets you automatically save recurring items or full invoices for faster future uses. You can also send out bulk invoices to multiple clients or several invoices to a single client simultaneously.

    Easily assign expenses to a particular invoice to include them within your overall bill. And you can also add pay now options for immediate and online payments through credit cards, GoCardless, or Stripe accounts. What’s more, Xero lets you enable 2-step authentication to minimize editing, and all invoices are protected from unauthorized changes and access.

    Pros
    • Easy invoice replication for repeat invoices
    • Great mobile functionality
    • Automate invoice reminders
    Cons
    • Customer support is lacking
    • Cheapest plan is very limited
    Read Xero Review
  • 9

    Tipalti

    Automatic invoice processing thanks to OCR an...
    Tipalti
    • Best forEnterprises processing large amounts of supplier invoices
    • Price range$299/month (Tipalti Express) to $447/month (Tipalti Pro)
    • Free trialFree demo

    Tipalti is a superb tool for automatically receiving supplier invoices and payments for companies with large account receivable workflows.

    It is available at two subscription levels and can automatically handle end to end invoice collection and payment processing.

    Pros
    • OCR detection for received invoices
    • End to end payment technology
    • Can handle payouts in 120 currencies
    Cons
    • Not suitable for small businesses
    • Some ERP integrations still missing
    Read Tipalti Review

What You Need to Know About Invoicing Software

Why Do I Need Invoicing Online Software?

Invoicing software has changed the way businesses charge and get paid for their services. On a basic level, an invoice app works like this:

  • It creates a list of services or products that you offer.

  • It then creates a list of prices and costs that you charge for those services and syncs the 2.

  • Then, when you render services or products to a client, the system automatically generates an invoice based on the products and price lists.

  • The invoicing software will create invoices online, so you can decide how to send it out.

The fact that it’s all done online means your invoices are accessible online and from anywhere, with any device. That ensures that you have the ability to bill a client anytime you want with the click or tap of a few buttons. It also means you can access your pending invoices whenever you need to at a moment’s notice. Cloud-based systems allow you to create invoices online and customize them to fit your business persona.

Here are a few of the benefits you can get from the best invoice apps out there:

  • Saves time

Creating, populating, and sending invoices for each project and client is a time-consuming task. The best invoice software alleviates this time-zapper by automating the majority of this process. Invoicing software will automatically generate invoices based on your predetermined parameters. You can add expenses, scan receipts, and include other client-specific details (such as taxes or discounts). All of these details take time when done manually. But when you implement an invoice app, the task takes a fraction of the time.

What’s more, even free invoice software will give you automated invoices. So, you can send invoices automatically for recurring projects, send out reminders for late payments, and send bulk invoices for multiple clients with the same details. All of these features are designed to save you a tremendous amount of time, and they do!

  • Reduces errors

Human error has cost companies millions of dollars, which is why so many companies are switching over to digital. Aside from the convenience aspect, even a free invoice app will afford you the peace of mind of knowing that the program will flawlessly input information from your accounting software, time tracking app, and billing department.

  • Saves money

But best of all, online invoice apps can save you money. Obviously, you’ll save a few cents on the postage, envelopes, etc. and even on the work hours it takes for your employees to bill the clients they’ve serviced recently. But that’s not what we’re referring to.

Other significant benefits include:

  • Easy follow-up for unpaid invoices

  • Improved cash flow for business finance health

  • Improved accuracy

  • Easy auditing

What is the Best Software for Invoicing?

At the end of the day, the best invoice software is the one that lets you get the job done quickly and efficiently. What’s “best” for your business might not be “best” for someone else’s. So you really need to figure out what you want out of an invoice app, and then look for a brand with those features. Some important things to look out for include:

  • Templates

This gives you the ability to quickly create an invoice without having to design it from scratch. Also, check that templates are customizable so that you can give it your own personal stamp.

  • Reminders

Reminders help you keep tabs on your clients without personally picking up a phone (or a finger). Automated reminders can be sent out whenever an invoice date gets close or passes. Set automatic reminder parameters to always go out when the dates given have passed.

  • Integrations

The best invoice apps will integrate with various other business management applications for seamless synchronization. This ensures that no errors occur due to information miscommunications, inputting errors, etc. Integrations also make life easier for people handling the invoicing. For example, good invoicing software integrates with your time tracking tools. So, you can charge a client according to the amount of time spent on their project. An invoice app can sync with various applications, particularly accounting, scheduling, and receipt management apps.

  • Recurring invoices

Good invoicing apps also have the ability to create a template or save an invoice for later use. So, if you have a client that regularly purchases the same items or a project that entails the same invoicing frequently, you can quickly pull out this template and send it out. You can also schedule recurring invoices for monthly, annual, or other regularly-scheduled services for automatic send.

Other convenient features you might want to look for include online payment integration (and pay now buttons), the ability to save credit cards on file, generating and converting estimates, time tracking software, expense tracking, and a convenient mobile app for on-the-go invoicing.

What is the Difference Between Invoicing and Billing?

All invoices are bills, but not all bills are invoices. That clarifies everything, right? In case you need more details, a bill is a more generic term for any type of document that outlines payments due to a business or service. Meanwhile, an invoice is a more specific, commercial, and legal document that comes with requirements. An invoice must have a unique invoice number, date of issue, due date, a legal business name and information, and a breakdown of the goods or services rendered.

Invoices are also usually issued for a project or product that is being provided on credit, whereas a bill is generally given at the time of the service or purchase. An invoice is a much more complex and sophisticated document, which is why it’s so important for businesses to get it right. And that’s where invoice software comes in.

What is the Best Free Invoice Software?

Free invoice software is just like paid-for versions but usually contains fewer features. You might be limited in the number of invoices you can send out per month or the number of users that can navigate the app. Of course, the best free invoice apps still have plenty of features and functionality. So, you can get a lot out of these. If you are a very small business (1-5 employees, for example), a free invoice app can give you everything you need without the hefty price tag of more enterprise-level solutions.

Which is the best free invoice app? There are several great options you should test, including Xero and Square. Just check the conditions to make sure that you aren't taken by surprise by any fine print.

Conclusion

Invoicing software is the obvious choice for businesses in 2020. If you’re not sure which one is right for you, test drive the various free trials until you find the one that fits your company best. That way, you can try out the various features, create invoices online free, and get a feel for the platform before you start paying for it. Isn’t it time you started getting paid faster for a job well done? Check out the top 10 invoicing apps for SMBs, and find the best invoice app for streamlining your business payments today.

Sarah Badani
Sarah Badani has extensive research and review experience in the finance industry. With a degree in psychology and education, she brings a level of depth and understanding to her writing along with her own flavor to spice up each topic in a unique and inviting way.