The Best Invoice Software List
Here’s a shortlist of the best invoice software:
Invoice software often play an important role in the daily administration of businesses.
As more businesses take on a digital role, it is becoming increasingly important to automate as many tasks as possible if you wish to grow in the long-run.
According to a recent HubSpot Research survey of 400 small and midsize businesses, 50% are paying for their invoicing software. Of this 50%, 12% are paying over $100 a month.
Finding an affordable, dependable invoicing solution for the long-run is more important now than ever before. It can be one of the ways your business can make more money, save more time, and increase annual revenue.
As a finance expert and owner of my own personal finance blog, I have used various tools to manage finances. This article should give you a comprehensive overview of some of the best invoicing software I have come across so far.
Criteria
What do I look for when I am selecting an invoice software? Here are a few features that I think any tool should include:
- Software should be able to calculate automatically – Any invoicing software you use should have the ability to calculate your total and deduct any discounts or coupons automatically.
- The ability to change pricing plans – There is a very good chance your business may need to switch a customer’s pricing plans while still keeping track of their purchase history with the company.
- Multiple template styles – Having multiple templates to choose from and the ability to customize your invoice with brand colors or the business logo is a must.
- The ability to add discounts or coupons – For most digital marketing agencies, the ability to give a customer a discount or let them use a certain coupon code is part of their business model. Your invoice software should allow you to do this.
- Notifications – The added feature of email/mobile notifications when an invoice has been paid, rejected, or edited is always helpful.
- Affordable – No one wants to waste hundreds of dollars every month on any tool. No matter how many awesome features a tool may have, I always look at whether it makes financial sense for me to be paying that amount every month.
Invoice Software Key Features
These are a few features that all or most of the software I will cover include:
- Recurring Billing
- Account Management
- Customizable Templates
- Multiple Currency Setting
Overviews Of The 10 Best Invoice Software
Here’s a brief description of each of the invoice software on my list that should help you narrow down on the right option for you. I have also included pros, cons, costs, and a link to each service.
Yooz
Best for its use of new technologies to automate invoicing
Yooz is a cloud-based accounts payable (AP) and invoice payment automation solution that offers secure purchase-to-pay (P2P) and invoice processing solutions.
Yooz can automate vendor communications and invoice approvals. The AI-driven data capture module allows you to import, scan, and record relevant information from different documents while using electronic data interchange (EDI) and email addresses for the distribution of data.
It is also designed to eliminate the need for manual data entries by simply automating the delegation of numerals to financial inputs. You can effortlessly check, approve, and reassign invoices to the right stakeholders from virtually anywhere at any time. The software can reduce costly and time-consuming errors by detecting duplicates and potential fraud, as well as eliminating manual data entries.
Additionally, Yooz provides a purchase module that you can use to define and automate various processes, including approval workflows, purchase requests (PR), and purchase order (PO) creation. It also lets you manage deliveries and keep track of budgets.
Yooz allows touchless deployment, giving you the ability to automate approvals, data recordings, and payments in real time with the help of big data, artificial intelligence (AI), and machine learning (ML). It enables in-app mailboxes and smart workflows for request approvals and rejections. In addition they can prepare and release bills with the Stamp feature and categorize documents with SmartSplit.
Integrations for this software include over 250 financial management systems, including Sage, Quickbooks, NetSuite, Infor, SAP, Oracle, and FinancialForce.
Pros
- Document fraud detection using AI
- Accessible through PC, tablet, or mobile
- The system automatically updates to the latest version
Cons
- Mobile app has an outdated UI
- Can be complex to learn without training
HoneyBook
Best for invoice & contract templates
HoneyBook is a comprehensive invoice software for digital agencies. It provides the tools to manage inquiries, contracts, scheduling, and payments—everything it takes to serve clients as a service-based business. HoneyBook helps you move clients from inquiry to invoice by combining your workflow and client experience. You can add a contact form to your website or social media page and new inquiries get automatically added to your pipeline. You can even trigger proposals, invoices, contracts, and scheduling tools.
Beyond client management, HoneyBook gives you a birds-eye view of your overall business through reporting that tracks financial data, success rates, and lead sources.
HoneyBook has some free tools you can try, too, including invoice generators, email signature generators, and mission state generators. You can also access free invoice and contract templates.
Key features include invoicing, proposals, scheduling, contracts, workflow automation, digital payment processing, client communication, meeting/appointment bookings, tasks and to-do lists, file and document storage, and project management.
Integrations include Zoom, QuickBooks, Gmail, and Google Calendar. You can unlock more through a Zapier subscription (may incur additional costs).
Costs
After your 7-day free trial, you can use HoneyBook for $1/month for your first 6 months with code: ONLY1. From then on, HoneyBook starts at $39/month.
Pros
- Super easy booking & billing processes
- High quality iOS and Android apps
- User-friendly CRM for SMBs
Cons
- No scheduling features
- Limited third-party integrations
Freshbooks
Best for small-to-mid-sized businesses
FreshBooks is an online accounting software designed to help businesses manage their finances. It is specifically tailored for small and medium-sized businesses, providing them with the tools they need to stay organized. With FreshBooks, businesses have a comprehensive suite of invoicing and payment options that enable them to keep track of their finances more efficiently.
FreshBooks is ideal for HR teams who need to easily create invoices, accept payments from clients and customers, and keep track of various financial details. The software also offers detailed analytics that provide insights into how much money has been earned during a certain period of time. This information can then be used to better plan future finances or make adjustments where necessary.
In addition, FreshBooks features scheduling capabilities which allow users to quickly schedule appointments or send reminders about upcoming tasks.
This accounting tool is most suitable for entrepreneurs or teams that want to grow their business and streamline their invoicing needs such as recurring invoices, overdue invoices, using customizable invoices . You can expect to see features like online payment options (ACH and credit card payment), late payment reminders, and automated invoicing.
Integrations include over 100 different third-party apps, like DocuSign, Stripe, Gmail, Hubspot, Dropbox, PrestaShop, Kissflow, Fundbox, Acuity Scheduling, Checkkeeper, Gusto, and Mailform.
Costs
This FreshBooks billing software pricing starts at $15 a month which allows you 5 billable clients and unlimited invoices. There is also a Plus plan for $25 a month with 50 billable clients and a Premium plan for $50 a month with 500 billable clients. For each plan, you will have to pay an additional $10 for every team member you add.
Apart from this, you can also ask for a custom quote if you want custom service (or a higher number of billable clients). You can test run their software with their 30-day free trial.
Pros
- Collaborative project tools & time tracking included
- Custom invoices with due dates, tax, & discounts
- Generous 30-day free trial available
Cons
- Real-time notifications when invoices are paid
- No freemium version available
Xero
Best invoicing software for bulk invoicing
Xero was founded in 2006 in Wellington, New Zealand with the primary goal of making your finances automated and easily accessible. Thankfully for the rest of us, they succeeded in doing this by becoming one of the best invoicing tools.
Xero offers features like bulk invoicing, mobile invoices using their invoice creator app, and more.
Costs
Xero’s pricing starts at $20 per month for their starter plan. There is also a standard plan for $30 a month and a premium plan for $40 per month. They also offer a 30-day free trial.
Pros
- Another cool feature is that you can see when a customer has seen your invoice and if it has been paid
- Invoices can be easily replicated and used again
- You can set up repeating invoices that get sent every month to your customers
- Bulk invoicing allows you to send multiple invoices at the same time or email all of your invoices to the same customer together so that they can pay the final amount all at once
Cons
- This option lacks customer support aid over the phone or via chat. You can only reach out by filling out a contact form and waiting for them to get in touch
Scoro
Best online invoicing dashboard
Scoro has one of the cleanest and most user-friendly dashboards available. It is easy to understand and everything you could possibly need is a simple click away.
The platform is an all-in-one management tool that includes invoicing features that allow you to create beautiful invoices, send reminders, and get paid on time- all the time.
Costs
Scoro’s pricing starts at $26 per user per month with a minimum of 5 users. This is in reference to their essential plan (the smallest plan they have). They also have a work hub plan and a sales hub plan, both of which have a recurring cost of $37 per month per user.
You can test run their services today with a 14-day free trial.
Pros
- All of your information is on one clean dashboard
- The project profitability features lets you get a bird’s eye view of how profitable each project or client is
- You can automate reminders to be sent whenever a bill is overdue or has not been paid after a set number of days
- Scoro lets you set up a recurring payment plan for any customer
Cons
- Since Scoro is an all-in-one solution that includes things like key performance indicators, calendar management, and task management; an agency that is simply looking for an invoicing tool may feel overwhelmed
Wave
Best free invoicing tool
If you are looking for invoicing software that gives you all of the basic features necessary to run your business while still staying affordable, Wave is the best option out there. It is a no-frills invoicing option that allows you to send customizable and unlimited invoices. Wave makes payment processing easy with ways to track and manage recurring payments, issue professional invoices, and getting reminders on overdue invoices.
Costs
You cannot beat free which is why when it comes to costs, Wave wins every time.
Pros
- It seamlessly integrates with your accounting needs
- The software will automatically calculate your sales tax on each invoice
- You will be notified when your invoices have been viewed by the recipient
- You can customize payment terms for each customer
- Wave lets you customize your invoices with your brand colors and logo
Cons
- This may not be suitable for digital agencies that are large in size and are looking for a more premium invoice automation tool.
- You will not get amazing customer support but that should not come as a surprise since you are paying for what you get and in this case you are not paying at all
DocuWare
Best for invoicing document management & control
DocuWare is a cloud-based online invoicing software that helps businesses to streamline and improve their invoice management system. This software integrates with existing financial systems, allowing companies to easily access and manage their purchase orders, invoices, payments, and more.
The DocuWare platform provides users with an array of features that can help them better organize their digital documents. For example, the drag-and-drop function makes it easy for business owners to upload multiple invoices at once as well as categorize them for future use. Additionally, users have access to customizable invoice templates which can be tailored to match a company's branding and style guidelines.
Overall, DocuWare is an efficient tool that simplifies the process of managing online invoices so businesses can more quickly generate accurate statements for their customers.
DocuWare integrates with over 500 different applications across email, team portals, CRM, ERP, and HR systems, including Microsoft Dynamics, Sage, QuickBooks, and SAP.
Costs
DocuWare offers pricing upon request. They have a 30-day free trial and free demo to get you started.
Pros
- Automate online invoicing, storage, and management
- Great functionality vs cost
- Good optical character recognition (OCR)
Cons
- OCR occassionally misses data
- More tutorials for new users
Tipalti
Best invoicing system for large agencies
Tipalti was built with larger agencies in mind. Their pricing and features reflect this. They have advanced features like data entry using Optical Character Recognition (OCR) technology and bill data prediction using machine learning.
All of the features have one goal in mind- to save you time. You can also add on unlimited invoice approvers which means if you are dealing with a company that has a multi-tier setup, you can create your invoices in a way wherein they have to be approved at multiple levels.
Costs
Tipalti has pricing models that are designed to grow with your digital agency. Their Tipalti Express platform comes with a fee of $299 and you can choose to upgrade to their Tipalti Pro platform at any point for a fee of $447 per month.
Pros
- OCR scanning allows you to scan invoices and avoid time being wasted on data entry
- Notifications via email allow anyone who is interested to see payment and invoice information easily
- Payments can be made easily by grouping together multiple invoices regardless of who they are from or what payment method they are using
- Automated routing emails can be sent for online approval. This eliminates the need to chase down multiple people to approve an invoice
Cons
- It is a far more expensive option than most. They have two pricing options with the cheaper one having a price tag of $299
QuickBooks Online
Best invoice software for low transaction fees
QuickBooks allows you to send a custom invoice and accept the corresponding online payment. One of their key features is that they allow you to separate your business and personal expenses. It is an accounting tool that is considered to be one of the best. It also comes with bookkeeping options for every small business owner with its user-friendly dashboard and a never-ending list of features.
Costs
It is a more expensive option than most online invoice tools with the QuickBooks’ Essentials having a monthly cost of $25. The Plus plan is $70 a month and the Advanced plan is $150 a month. Much like FreshBooks, you can get a 30-day trial period to test out the product.
For digital agencies, you would have to opt for either the Plus plan or the Advanced plan depending on the size of your business.
Pros
- QuickBooks charges 2.9% for invoiced cards and $0.25 per transaction making it one of the best options for affordable transaction fees
- There are tons of integrations you can choose from if you want to use QuickBooks alongside another service. Some of the apps the tool integrates with easily include ClickUp PayPal, Shopify, and more
- The QuickBooks’ project profitability feature allows you to see how profitable each potential project is which can help you make better business decisions in the long run
- Extremely thorough contact records and transaction reports. You will not find a service that does reporting as well as QuickBooks does it.
Cons
- The pricing is a little higher than most of its competitors
PayPal
Best invoicing tool for one-time clients
PayPal is one of the most well-known payment gateways available so there is a good chance your client is going to have an account. If you want something fuss-free that you can use quickly and for free, PayPal is your go-to.
You can send invoices through your PayPal account and use the money received directly from your PayPal balance or by transferring it into your bank account.
Costs
You can send invoices for free via your PayPal account but there is a processing fee of 2.9% levied and a $0.30 cost per transaction.
Pros
- It seamlessly integrates with your accounting needs
- The software will automatically calculate your sales tax on each invoice
- You will be notified when your invoices have been viewed by the recipient
- You can customize payment terms for each customer
- Wave lets you customize your invoices with your brand colors and logo
Cons
- This may not be suitable for digital agencies that are large in size and are looking for a more premium invoice automation tool
- You will not get amazing customer support but that should not come as a surprise since you are paying for what you get and in this case you are not paying at all
Need expert help selecting the right Payments & Invoicing Software?
We’ve joined up with Crozdesk.com to give all our readers (yes, you!) access to Crozdesk’s software advisors. Just use the form below to share your needs, and they will contact you at no cost or commitment. You will then be matched and connected to a shortlist of vendors that best fit your company, and you can access exclusive software discounts!
Summary Of The Best Online Invoicing Tools
| Tool | Free Option | Price | ||
|---|---|---|---|---|
| 1 | Yooz Best for its use of new technologies to automate invoicing | 15-day free trial | Pricing upon request | Visit Website |
| 2 | HoneyBook Best for invoice & contract templates | 7-day free trial | From $39/month | Visit Website |
| 3 |  Freshbooks Best for small-to-mid-sized businesses | 30-day free trial | From $15/month | Visit Website |
| 4 | Xero Best invoicing software for bulk invoicing | Free trial available | From $17 per month | Visit Website |
| 5 | Scoro Best online invoicing dashboard | 14-day free trial | From $28/user/month | Visit Website |
| 6 | Wave Best free invoicing tool | 30-day free trial | From $35/month + $6/employee/month | Visit Website |
| 7 | DocuWare Best for invoicing document management & control | 30-day free trial + free demo | Pricing upon request | Visit Website |
| 8 | Tipalti Best invoicing system for large agencies | Not available | From $447/month | Visit Website |
| 9 | QuickBooks Online Best invoice software for low transaction fees | Not available | From $100/month | Visit Website |
| 10 |  PayPal Best invoicing tool for one-time clients | No free trial or demo available | From 2.9% + $0.49 per transaction | Visit Website |
Other Online Invoicing Tools You Should Consider
Here are a couple of other invoicing tools that are worth a mention but did not make the list:
- Harvest– Best for paying for services that need to be time tracked down to the second.
- Invoice2go– Best software for sending invoices through messaging apps.
- Square– Best for startup digital agencies.
- Zoho Invoice– Best invoicing software for scaling your agency.
- MYOB– Best simple invoicing software.
Invoicing Software FAQ
Have a few lingering questions? Here's a good place to start.
What is invoicing software?
Invoicing software is any tool that helps you create and send bills for products or services that you have provided to your customers. Depending on the software you use, you will be able to send an invoice to anyone online, through email, or even via post in some cases.
The software will normally include a range of ready-made templates that you can choose from.
The great part about invoicing software is it optimizes business functionality and makes sure businesses get paid faster and with more ease.
Finding the right invoicing software for your needs largely depends on whether you own a freelance business, are part of an agency, or are running a small business. The tools I have mentioned below are some of the best options for digital agencies in particular.
What is the best free invoice software?
The best free invoice making app, in my opinion, has to be Wave. The software has extremely customizable templates, is easy to use, and lets you create unlimited invoices.
You can also create recurring bills for repeat customers that serve as a passive income source- this feature works well for subscriptions or monthly payments for services you offer.
After this you can even choose to connect your invoices to the Wave accounting software. The software also has a free app that is available on the Play Store or the Apple app store.
What information should you include in an invoice?
An invoice should ideally include all or most of the following information-
- A unique invoice number that you can refer to in the future.
- Your company name (or your name if you are a solopreneur).
- An address you can be contacted at in case of a dispute.
- The date that you provided the product or service and the date of the invoice.
- Description of each good/service you are billing the customer for along with the relevant cost.
- At the end of the invoice will be the total amount that needs to be paid.
Have You Narrowed Down on an Invoicing Tool for Your Business?
According to a study by Ultimate Software, 92% of employees say that having technology that helps them do their job efficiently directly affects their work satisfaction. Invoicing tools are one of the many ways you can save time for yourself and your fellow employees. Tasks that normally take a few days could be completed in a few hours which means you can spend those hours growing your business.
Working smart is the key to business growth after all.
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