Running a small business means juggling a lot of things, and getting paid shouldn’t be a headache. That’s where invoicing software comes in. It helps you create professional bills, track payments, and generally makes the whole money-in process smoother. We’ve looked at some of the top options out there to help you find the best invoicing software for your needs.
Key Takeaways
- Square Invoices offers a free plan and integrates well with its other business tools, making it a solid choice for many small businesses.
- FreshBooks is known for being very user-friendly, with a clean interface that even beginners can figure out quickly.
- Zoho Invoice stands out for its completely free plan, offering a solid set of features without costing you a dime.
- Stripe Invoice is a good option if you do business internationally, as it handles multiple currencies and adapts to customer locations.
- QuickBooks Online is a robust choice, especially for businesses that need more than just invoicing, like full accounting features.
1. Square Invoices
Square Invoices is a pretty solid choice, especially if you’re starting or don’t want to spend a lot on invoicing software. They have a free plan, which is a big deal for small businesses trying to keep costs down. You can send unlimited invoices, which is great because you don’t have to worry about hitting a limit if you have many clients or send invoices frequently.
What’s cool is that it works well whether you sell products or services. If you’re a service provider, you can easily accept online payments. If you have a shop, Square’s system can handle in-person payments too. They also integrate with other Square products, like their point-of-sale systems or inventory management tools, which can make things simpler if you’re already using their ecosystem.
Here’s a quick look at what you get:
- Free Plan: No monthly fee for the invoicing itself, just standard processing fees for payments.
- Unlimited Invoices: Send as many as you need without extra charges.
- Payment Options: Accepts online payments, ACH transfers, and in-person payments.
- Customization: You can make your invoices look professional and match your brand.
Of course, there are some things to keep in mind. The really advanced features, like adding custom fields to your invoices or setting up invoices for different project milestones, are usually part of their paid plans. And, like most payment processors, they charge a fee per transaction. For online payments, it’s typically around 2.9% plus 30 cents. In-person payments have a slightly different rate. It’s not the cheapest processing fee out there, but for a free invoicing tool, it’s a trade-off many businesses are willing to make.
2. FreshBooks
FreshBooks is a pretty solid choice for small business billing solutions, especially if you’re not exactly an accounting whiz. It’s known for being super easy to use, which is a big plus when you’re trying to get invoices out the door without a headache. They tend to use language that makes sense, not just accountant-speak. If you’re ever confused about a feature, their help section usually has a clear explanation.
When you’re just starting or have a small client list, a basic FreshBooks plan might be all you need. As your business grows, you can move up to a plan that lets you handle more clients and get extra features like unlimited proposals or access for your accountant. The pricing is pretty straightforward, usually falling between $21 and $65 a month, with a custom option if you need something specific. Just a heads-up, if you want to take payments over the phone or set up recurring billing, you’ll likely need to pick a higher-tier plan and maybe an add-on, which can make it a bit pricier.
Here’s a quick look at what you can expect with their plans:
- Lite Plan: Good for freelancers or very small businesses. You get unlimited invoices and estimates.
- Plus Plan: This is a popular choice, offering features such as recurring invoices, retainers, and online payment acceptance.
- Premium Plan: For growing businesses, this plan includes advanced features like project profitability tracking and team member accounts.
FreshBooks also lets you request a deposit upfront, either as a percentage of the total or as a fixed amount. This is handy for getting some payment before you even finish the work. Compared to something like FreshBooks vs QuickBooks, FreshBooks often wins for its user-friendliness, though QuickBooks might have more complex accounting features if that’s what you’re after.
3. Zoho Invoice
Zoho Invoice is a solid choice, especially if you’re looking for a free option. It’s one of those top rated invoicing tools that really packs a punch without costing you anything. You can create custom invoices, send estimates, and even track projects and billable hours. This makes it a great freelancer invoice maker because it handles the details so you don’t have to.
One of the best parts is the client portal. It lets your customers easily review and approve invoices, thereby speeding up the payment process. You can connect Zoho Invoice to various payment gateways like Stripe, PayPal, and Square. Just remember, while the software itself is free, you’ll pay transaction fees to these payment processors when you get paid.
Here’s a quick look at what Zoho Invoice offers:
- Free Plan: All the basic features you need to get started.
- Project Tracking: Keep tabs on billable hours and project progress.
- Client Portal: Streamlines communication and approvals.
- Integrations: Connects with popular payment gateways and other business apps.
- Customization: Design invoices that match your brand.
Zoho Invoice also lets you send payment reminders, record expenses, and create recurring invoices. It’s accessible via web browser and mobile apps, making it easy to manage your billing on the go.
4. Stripe Invoice
Stripe Invoice is a solid choice if your business serves customers worldwide. It really shines when it comes to handling payments in different currencies and languages – we’re talking over 135 currencies and 25 languages. This makes it super convenient if you’re selling to folks in different countries. You can even set up payment options that make sense for your customers’ location.
One of the neat things about Stripe is how it automates the entire invoicing process. It can automatically send invoices, keep an eye on your bank statements to see when payments come in, and then match those payments to the right invoice, marking it as paid. This saves a lot of manual work.
Here’s a quick look at how Stripe handles payments:
- Payment Options: Accepts credit cards, debit cards, bank transfers, and mobile wallets.
- Currency Support: Works with over 135 currencies.
- Language Support: Supports 25 different languages.
While Stripe Invoice itself might charge a small fee per paid invoice, it’s part of a larger payment processing system. This means you get robust online payment processing for invoices built right in. It’s a good option if you want a system that can grow with your international business needs.
5. Xero
Xero is primarily known as accounting software, but it can definitely handle your invoicing needs, especially if you’re a growing business. Their lower-tier plans provide a solid foundation for billing. The cheapest plan, at $25 a month, caps you at 20 invoices monthly. You can have as many clients as you want, which is nice, but keep in mind that the quotes you send also count towards that 20-invoice limit. If you need more advanced features like project tracking or expense management, you’ll have to upgrade to their priciest plan, which costs $90 per month.
What’s good about Xero, even on the basic plans, is that you get accounting features like bank reconciliation and inventory tracking. Plus, they have a ton of integrations, so it can connect with other tools you might already be using. This makes Xero a pretty good all-around option if you’re looking for more than just invoicing – it helps manage your whole business, whether you’re selling services online or shipping physical products.
Here’s a quick look at what Xero offers for invoicing:
- Customizable Invoices: Make your invoices look professional and match your brand.
- Payment Options: Accept payments online, via ACH, or even in person.
- Accounting Integration: All plans come with accounting features, which is a big plus.
Keep in mind that Xero doesn’t have a free plan, and the lower-cost options do have some limits, like the 20-invoice cap. But for businesses that need robust accounting alongside invoicing, it’s worth a look.
6. Intuit QuickBooks Online
QuickBooks Online is a big name in the accounting world, and for good reason. It’s known for being pretty solid easy to use accounting software, especially if you’re already familiar with other Intuit products. Think of it as a central hub for all your business finances. You can track income, keep an eye on expenses, manage time, and even get a handle on your taxes, all in one spot.
What’s nice is that you pay a monthly fee, and that covers the software, updates, and customer support. No more guessing about software versions or waiting ages for help. They have a few different plans, so you can pick one that fits your business size and needs. The costs can range quite a bit, from around $38 up to $275 a month.
If you want to take payments online, QuickBooks Online lets you accept credit cards and bank transfers. Just be aware that there are transaction fees involved – usually between 2.5% and 3.5% for cards, and a small percentage for bank transfers. It’s worth checking the specifics for your plan.
Here’s a quick look at what you might need depending on your business:
- Essential Plan ($75/month): This is the minimum if you want to use their time-tracking features. Good for service-based businesses.
- Plus Plan ($115/month): If you sell physical products and need to track inventory, this plan is necessary.
One thing to note is that QuickBooks Online doesn’t have a built-in client portal. So, if you want clients to log in and see their projects or invoices, you’ll need to find a separate app that connects with QuickBooks, or stick to emailing them directly. It’s a powerful tool, especially for businesses that need robust accounting alongside invoicing.
7. Harvest
Harvest is a solid choice, especially if you’re a freelancer or run a service-based business where tracking billable hours is key. It really shines when it comes to managing projects and making sure you get paid for all the time you put in.
One of the best things about Harvest is its time tracking. You can easily log hours spent on different projects, and the software automatically calculates how much you’re owed. This is super helpful for making sure you don’t leave money on the table.
Harvest also lets you set budgets for your projects, not just in terms of money but also in terms of billable hours. This gives you a clear picture of where you stand and how much time you have left. It’s a nice way to keep projects on track and profitable.
Here’s a quick look at their plans:
- Free Plan: Great for individuals just starting. It includes invoicing for up to two projects and one user.
- Pro Plan: Costs $11 per seat per month. This plan opens up unlimited projects and adds more team members.
- Premium Plan: Priced at $14 per seat per month, this plan is for larger teams that need advanced features and support.
Beyond time tracking and project management, Harvest also integrates with a bunch of other business tools, over 50 of them, actually. This means you can connect it with your accounting software, project management apps, and more, keeping everything in one place.
You can also track project expenses, like travel or supplies, and even upload receipts, which is handy for keeping records straight.
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