22 Best Invoicing Software of 2025
Best Invoicing Software Shortlist
Here’s my pick of the 10 best software from the 22 tools reviewed.
Our one-on-one guidance will help you find the perfect fit.
You want to create, send, and manage invoices efficiently, but you aren't sure which tool is best. You’re not alone! The demand for such software has created a huge market, which can make choosing the right invoicing software both time-consuming and challenging.
In this post, I'll share my personal experiences with various invoicing tools and highlight my top picks for the best invoicing software. Overall, my goal is to simplify your search by highlighting each tool's standout features and ideal use cases to help you find the best fit for your team’s needs.
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Best Invoicing Software Summary
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for financial visibility while invoicing | 14-day free trial | From $25/month | Website | |
| 2 | Best for easy expense tracking | 30-day free trial | From $6.30/month (billed annually) | Website | |
| 3 | Best for comprehensive accounting with global reach | 30-day free trial | From $2/month (for 3 months, then $20/month) | Website | |
| 4 | Best for flexible payment collection | Free account available | From 0.50% + $0.25 per transaction | Website | |
| 5 | Best for invoice customization | 30-day free trial | From $10.50/month (for 3 months, then $35/month) | Website | |
| 6 | Best for intelligent invoice capture | Free demo available | Pricing upon request | Website | |
| 7 | Best for combining invoices and contracts | 7-day free trial | From $16/month | Website | |
| 8 | Best for free invoicing with time tracking | Free plan available | From $9/month (billed annually) | Website | |
| 9 | Best for free invoicing with integrated accounting | 30-day free trial + free plan available | From $14/user/month | Website | |
| 10 | Best for integrated CRM and invoicing | 14-day free trial | From $249/user/month (billed annually) | Website |
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LiveFlow
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.9 -
Float Financial
Visit Website -
Vena
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.5
Best Invoicing Software Reviews
Here, I provide a detailed summary and analysis for each invoicing software. Each review will cover the pros and cons, features, and best use cases for each tool.
Puzzle.io is primarily an accounting platform designed for startups and small businesses. In addition to bookkeeping, it offers invoicing features that let you generate and manage invoices while keeping a clear view of your business’s overall financial health.
Why I picked Puzzle.io: I picked Puzzle.io because of how well it connects invoicing with broader financial management. As you issue invoices, the system’s AI-powered bookkeeping can automatically categorize income and update your books in real time. This lets you monitor your receivables without needing to reconcile everything manually. Puzzle.io also supports both cash and accrual accounting methods, so you can manage invoices while applying the right accounting policy for your business. These functions help you stay on top of both incoming payments and overall financial trends.
Standout features & integrations:
Features include variance analysis tools that can help you spot unexpected fluctuations in revenue tied to your invoices. Built-in accrual automation manages revenue recognition for invoiced amounts, helping keep your financial records accurate. You can also invite external accountants directly into the system, which can make tax prep and financial reviews easier.
Integrations include Mercury, Ramp, Brex, Every, Meow, Rippling, Gusto, Deel, Central, Stripe, Bill.com, Runway, and Causal.
Pros and cons
Pros:
- Automates revenue recognition and expense categorization
- AI improves categorization accuracy over time
- Supports both cash and accrual accounting
Cons:
- Limited customization for complex workflows
- Smaller integration ecosystem compared to other tools
FreshBooks is an invoicing and accounting tool designed for small businesses. You can use it to send professional invoices, automate payments, and track expenses, all in one place. It’s built with freelancers, solopreneurs, and small teams in mind.
Why I Picked FreshBooks: I picked FreshBooks because it makes it simple to track expenses alongside invoicing. You can scan receipts, import transactions from your bank, and categorize costs automatically. That’s especially helpful if you’re managing supplies, travel, or project-based work, since you can connect spending with invoices and know exactly where money’s going. It’s a good fit if you want a single tool to help keep cash flow steady without having to juggle spreadsheets.
Standout Features & Integrations:
Features include professional invoice creation, recurring billing, mobile receipt scanning, automated payment reminders, double-entry accounting, real-time financial reporting, and client collaboration tools.
Integrations include NetSuite, Salesforce, HubSpot, Slack, ChatGPT (OpenAI), Microsoft Dynamics CRM, Microsoft Teams, Zendesk, Jira Software Cloud, Google Sheets, Airtable, Mailchimp, and more.
Pros and cons
Pros:
- Good for freelancers and small teams
- Automated invoicing and payment reminders
- Bank connection for transaction imports
Cons:
- Customization options are limited
- Limited scalability for large businesses
Xero is a cloud-based accounting software designed for small businesses, accountants, and bookkeepers, providing a wide range of financial management tools. It supports multiple currencies and international transactions, making it ideal for global business operations.
Why I Picked Xero: I chose Xero for its powerful accounting features that cater to small and medium-sized businesses globally. Xero allows users to handle international transactions in over 160 currencies with real-time exchange rates and automatic currency conversions, making it perfect for businesses operating globally. Furthermore, Xero offers several compliance features, such as tax management tools that support multiple tax rates and jurisdictions, simplifying tax calculations and submissions for businesses operating in different countries.
Standout features & integrations:
Features include invoicing, expense tracking, bank connections, payroll management, inventory management, and real-time financial reporting and analytics.
Integrations include PayPal, Stripe, Square, HubSpot, Shopify, Gusto, Expensify, Bill.com, Vend, and Receipt Bank.
Pros and cons
Pros:
- Extensive integrations
- Supports multiple currencies
- Comprehensive accounting features
Cons:
- Limited customer support options
- Steep learning curve for new users
Helcim is a web-based invoicing and payment platform designed for small and medium-sized businesses. It enables you to create and send unlimited digital invoices, accept payments via credit card or ACH, and manage billing from any device.
Why I Picked Helcim: Helcim's invoicing tool includes features that support flexible billing and payment collection. You can request deposits or down payments in either fixed amounts or percentages, and allow customers to make partial payments on a single invoice. This is particularly useful for service-based businesses or those handling large transactions.
Standout Features & Integrations:
Features include inventory management, customer data storage, secure card vault, real-time reporting, virtual terminal, mobile payments, online checkout, payment pages, subscription management, tax calculation, shipping management, and sales order management
Integrations include Xero, QuickBooks, WooCommerce, Foxy.io, and Great Exposure.
Pros and cons
Pros:
- Supports partial payments and deposits
- Customizable invoice templates with branding option
- No monthly fees; pay only processing fees when payments are made
Cons:
- Occasional technical issues with the desktop app
- Limited integrations compared to some competitors
QuickBooks Online is a cloud-based accounting platform designed to help businesses manage their finances. It offers tools for invoicing, expense tracking, and financial reporting.
Why I Picked QuickBooks Online: You have the ability to create professional, customizable invoices by adding your logo, selecting fonts and colors, and setting language preferences. This allows you to tailor invoices for each customer, enhancing your brand's presentation. Another valuable feature is the option to add a 'Pay Now' button directly to your invoices. This enables customers to pay online using credit cards or Apple Pay, facilitating faster payments.
Standout Features & Integrations:
Features include progress invoicing, batch invoicing, various online payment options, recurring invoices, mobile invoicing, invoice tracking, automated payment reminders, multi-currency support, and sales tax calculation.
Integrations include Expensify, Float, BILL, Square, Ignition, BigTime, Uncat, Dext, Wise, DocuClipper, Connecteam, Jibble, and Fishbowl.
Pros and cons
Pros:
- Facilitates billing in stages for projects
- Automates invoicing for regular clients
- Allows for personalized invoices with company branding
Cons:
- May not be ideal for very large businesses
- Workflow automation is limited to higher-tier plans
Payouts is a platform tailored to automate global payouts and manage vendors, targeting businesses in sectors such as affiliate marketing, influencer marketing, gaming, and the creator economy.
Why I Picked Payouts: One reason I chose Payouts is its intelligent invoice capture feature. Utilizing advanced optical character recognition (OCR) technology, Payouts accurately extracts data from invoices in various formats, such as PDFs and scanned images. This automation eliminates manual data entry, reducing errors and saving your team valuable time. I also like that it automatically matches invoices to corresponding purchase orders and receipts, ensuring consistency and accuracy in your records.
Standout Features & Integrations:
Features include customizable approval workflows that let you set up approval processes based on specific criteria like amount, vendor, or department, a collaborative vendor portal where vendors can submit invoices directly and check payment statuses, and optimized global payments supporting multiple currencies and payment methods, making international transactions straightforward.
Integrations include Everflow, CJ Affiliate, Awin, PayPal, Venmo, Payoneer, NetSuite, Priority, Workday, Skrill, and Tune.
Pros and cons
Pros:
- Intelligent invoice capture and processing
- Multiple payout methods
- Approval workflows for vendor payments
Cons:
- Not ideal for non-vendor-related invoices
- Potential challenges integrating with existing systems
HoneyBook is a clientflow platform designed to help independent professionals manage their business operations. It offers tools for handling projects, client communications, and payments, all in one place.
Why I Picked HoneyBook: I picked HoneyBook because of its focus on combining steps to help you save time and simplify payment collection. You can create invoices that also include contracts or scheduling links, so clients move from agreement to payment without delay. There’s built-in support for credit cards, bank transfers, and autopay, and clients can pay from any device. You also get access to invoice templates that support unique needs like payment milestones or all-in-one booking.
Standout Features & Integrations:
Features include recurring invoices, client-selected payment plans, mobile invoicing, real-time payment tracking, tipping options, invoice templates, payment reminders, contract integration, service selection blocks, customizable branding, automatic tax calculations, and smart file templates.
Integrations include iCloud, Microsoft Outlook, Gmail, Flodesk, QuickBooks, Zoom, Calendly, Google Calendar, Meta leads, and Google Contacts.
Pros and cons
Pros:
- Offers mobile invoicing and payment tracking
- Allows for personalized invoice templates
- Combines invoicing, contracts, and payments in one place
Cons:
- Could offer more third-party integrations
- Invoices must be connected to a project, adding an extra step
Zoho Invoice is a free online invoice management software designed for small businesses. It offers customizable invoice creation, online and offline payment options, time and expense tracking, payment reminders, customer portals, and reports.
Why I Picked Zoho Invoice: I chose Zoho Invoice for its comprehensive features tailored to small businesses and freelancers. The platform’s time-tracking feature particularly sets it apart, making it perfect for businesses that bill by the hour. This feature integrates time logs into invoices for accurate billing. It also supports multiple timers for tracking different tasks simultaneously and allows for customization of invoices, making it easy to include time entries and project details tailored to client requirements.
Standout features & integrations:
Features include customizable invoice templates, time tracking, expense tracking, automated payment reminders, a customer portal for clients to view and pay invoices, and detailed financial reports to track business performance.
Integrations include Zoho Books, Zoho CRM, Zoho Projects, PayPal, Stripe, G Suite, Office 365, Slack, Dropbox, and OneDrive.
Pros and cons
Pros:
- Customizable templates
- Time tracking included
- Free forever
Cons:
- No phone support
- Limited advanced features
Wave is free invoicing software for small businesses, allowing them to create and send invoices, track payments, and manage expenses. It helps simplify billing processes and helps businesses maintain financial organization overall.
Why I Picked Wave: I chose Wave for its unique combination of free invoicing and integrated accounting features. This integration automatically syncs invoices with accounting records, ensuring that all financial data is automatically updated and reducing manual entry and errors. Additionally, Wave's platform provides real-time financial insights, helping businesses to stay on top of their financial health effortlessly. As such, Wave is ideal for small businesses and freelancers that need efficient, cost-free invoicing and accounting.
Standout features & integrations:
Features include recurring billing, automatic payment reminders, mobile invoicing, instant notifications for invoice status changes, and online payment options.
Integrations include Google Sheets, PayPal, Etsy, HubSpot CRM, Zapier, and Shoeboxed.
Pros and cons
Pros:
- Mobile invoicing app
- Recurring billing
- Free accounting integration
Cons:
- No advanced reporting
- Limited customer support
Keap is a comprehensive business management tool designed to help small businesses with customer relationship management (CRM) and automation. It offers features such as small business automation, marketing automation, sales automation, and lifecycle automation.
Why I Picked Keap: Keap's CRM allows small businesses to manage customer interactions, segment contacts, and run personalized communication campaigns. I like that its in-platform invoicing features enable users to send quotes, invoices, and receipts, and manage payments through integrations with various payment processors like PayPal, Stripe, and WePay. Furthermore, the platform's automation capabilities help eliminate manual tasks, such as sending follow-up emails and recording new leads.
Standout features & integrations:
Features include appointment scheduling, dynamic form creation, lead capture, pipeline management, marketing and sales automation, contact management, and sales reporting.
Integrations include PlusThis, AdEspresso, BigCommerce, AppointmentCare, Bonjoro, Gmail, Jotform, Outlook, ScheduleOnce, WordPress, Wistia, and Zapier. Keap also has an open API for custom integrations.
Pros and cons
Pros:
- Extensive customization options
- Robust CRM features
- Good automation tools
Cons:
- UI could be improved
- May be expensive for those on a tighter budget
Other Invoicing Software
Below is a list of additional invoicing software that did not make it to the top list, but are definitely still worth checking out.
- Billdu Ltd.
For small businesses needing online booking
- Invoicely
For unlimited mobile invoicing
- Hiveage
For simple invoicing with multiple payment gateways
- InvoiceNinja
For freelancers needing expense tracking
- Zervant
For automated recurring invoices
- Square Invoices
For accepting diverse payment methods
- Sage Accounting
For comprehensive business management
- Paymo
For invoicing with project management
- QuickBooks
For comprehensive financial management
- Tipalti
For global mass payments
- Procurify
For procurement and spend management
- Stripe
For online payment processing
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Selection Criteria for Invoicing Software
Selecting invoicing software involves carefully evaluating each tool’s overall functionality and how well it is able to meet the user’s specific needs. Throughout my career, I have personally tried and researched these tools to gain insights into the essential features and user experience aspects that matter most. As such, I have developed a set of selection criteria that I believe are essential to the selection process.
I have compiled a list of my selection criteria here, with each weighted to reflect its importance to my overall decision.
Core Functionality (25% of total weighting score): To be considered for inclusion in this list, each solution had to fulfill these common use cases first:
- Generating and sending invoices
- Tracking payments and due dates
- Managing client information
- Automating recurring invoices
- Integrating with accounting software
Additional Standout Features (25% of total weighting score): To help further narrow down the competition, I also looked for unique features, such as:
- Customizable invoice templates
- Multi-currency support
- Mobile app availability
- Advanced reporting and analytics
- Integration with payment gateways
Usability (10% of total weighting score): To get a sense of the usability of each system, I considered the following:
- Intuitive user interface
- Easy navigation
- Minimal learning curve
- Drag-and-drop functionality
- Clear and concise dashboard
Onboarding (10% of total weighting score): To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Chatbots for instant help
- Webinars for in-depth learning
- Pre-built templates for quick setup
Customer Support (10% of total weighting score): To assess each software provider’s customer support services, I considered the following:
- 24/7 availability
- Multiple support channels (email, phone, chat)
- Fast response times
- Knowledgeable support staff
- Comprehensive help center
Value For Money (10% of total weighting score): To evaluate the value for money of each platform, I considered the following:
- Competitive pricing
- Transparent pricing structure
- Free trial availability
- Flexible subscription plans
- Discounts for annual payments
Customer Reviews (10% of total weighting score): To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Feedback on ease of use
- Comments on customer support quality
- Reviews on feature effectiveness
- User testimonials on value for money
How to Choose Invoicing Software
As you work through your unique software selection process, keep the following points in mind:
- System Integrations: When choosing invoicing software, be sure that it integrates smoothly with your existing ERP system and accounting systems. This interoperability can help you maintain a smooth workflow and avoid manual data entry, which can be error-prone and time-consuming.
- Scalability and Customization Options: Look for solutions with customization options, such as personalized invoice templates and flexible delivery methods. This helps ensure that your software can adapt as your business expands without needing a complete overhaul.
- Data Security and Compliance: Invoicing software handles sensitive financial data, so security and compliance features are essential. Choose software that adheres to high data protection standards and complies with regulations like GDPR for European businesses or PCI DSS for credit card transactions. This protects your business from data breaches and helps build trust with your clients by safeguarding their information.
- Customer Support and Training: Even the best software can have challenges, so reliable customer support is essential. Choose invoicing software with multiple support channels like email, phone, and live chat, as well as comprehensive training resources such as tutorials, webinars, and knowledge base articles.
- Total Cost of Ownership: When choosing invoicing software, it is important to consider the total cost of ownership, not just the initial price. This includes subscription fees, payment processing fees, implementation costs, and ongoing support and training expenses.
Trends in Invoicing Software
As businesses adapt to changing technology, invoicing software is advancing to meet new demands and shape the future of invoicing, making it more efficient and accessible for companies of all sizes. Here are some key trends to watch:
- AI-Powered Automation: AI is increasingly being used to automate invoicing processes. This reduces human error and speeds up payment cycles, resulting in more accurate and timely invoicing.
- Blockchain Integration: Blockchain technology is increasingly being integrated into invoicing software to ensure secure and transparent transactions. This is essential for industries requiring high levels of data integrity.
- Mobile Invoicing: Mobile invoicing is also on the rise, as it allows businesses to send and manage invoices on the go. This flexibility can be essential for small businesses and freelancers.
- Subscription Billing: Subscription billing features are also becoming more common, as they help businesses manage recurring payments efficiently.
- Customizable Templates: Customizable invoice templates are gaining popularity. They allow businesses to maintain brand consistency, which is important for professional presentation and client trust.
What is Invoicing Software?
Invoicing software automates the creation, sending, and management of invoices for businesses. It is commonly used by freelancers, small business owners, and large enterprises to streamline billing and ensure timely payments. Key features include invoice creation, client management, payment tracking, and reporting, enabling users to generate professional invoices, manage client information, track payment statuses, and analyze financial data efficiently.
Features of Invoicing Software
When choosing invoicing software, it's essential to look for features that enhance efficiency, accuracy, and financial management. Here are some key features to consider while you search for the right tool for you:
- Automated Invoice Generation: This feature allows the software to create invoices automatically, saving time and reducing errors. It ensures that invoices are generated promptly and accurately, which is vital for maintaining cash flow.
- Customizable Invoice Templates: Customizable templates enable businesses to create professional-looking invoices that reflect their brand. This helps users to maintain a consistent and professional image.
- Fast Payment Processing and Automated Reminders: The ability to process payments quickly and send automated reminders for overdue payments ensures that businesses receive payments on time, improving cash flow.
- Expense Tracking: Effective expense tracking can help businesses monitor and categorize their expenses, providing better financial oversight and aiding in budgeting.
- Integration with Accounting Software: Seamless integration with accounting software ensures that all financial data flows smoothly between systems, reducing manual data entry and potential errors.
- Multiple Payment Gateways: Supporting various payment gateways offers flexibility in how customers can pay their invoices, enhancing customer satisfaction and speeding up the payment process.
- Time Tracking: Time tracking capabilities coupled with invoicing features allows users to easily calculate time spent on certain tasks, ensuring accurate expensing.
- Tax Compliance and Calculation: This feature ensures that invoices are compliant with tax regulations and assists with accurate tax calculations, reducing the risk of errors and ensuring regulatory compliance.
- Mobile Accessibility: Mobile accessibility allows users to manage their invoicing and financial tasks on the go, ensuring that business owners can stay connected with their financial activities anywhere, anytime.
- Data Security and Backup: Vigorous data security and backup features protect sensitive financial information from breaches and ensure that data is regularly backed up to prevent loss.
- Real-Time Financial Reporting: Real-time financial reporting provides immediate insights into a business's financial status, allowing for quick decision-making based on the latest data.
Benefits of Invoicing Software
Leveraging invoicing software can be important for businesses of all sizes, as it can help streamline billing and ensure accuracy and efficiency. Here are some of the key benefits of using invoicing software:
- Time Savings: Automating the invoicing process reduces the time spent on manual data entry and allows businesses to focus on more critical tasks.
- Improved Accuracy: Invoicing software minimizes human errors by automatically calculating sales totals, taxes, and discounts, ensuring that invoices are accurate and professional.
- Enhanced Cash Flow: Invoicing software helps businesses get paid faster and maintain a healthy cash flow by sending invoices promptly and offering multiple payment options.
- Better Organization: Invoicing software provides a centralized system for managing invoices, making it easier to track payments, manage customer information, and generate financial reports.
- Professional Appearance: Customizable templates and branding options allow businesses to create professional-looking invoices that reflect their brand identity, enhancing their credibility with clients.
Investing in invoicing software can greatly enhance the efficiency and effectiveness of your billing process, leading to overall better financial management and customer satisfaction.
Costs & Pricing of Invoicing Software
One of the most important aspects of selecting invoicing software is understanding the different pricing plans available. After all, it’s essential to be aware of your options to avoid paying for unnecessary features or overpaying for standard ones.
With so many tools available, plans and prices can vary widely. However, pricing plans for invoicing software generally fall into common categories.
Below is a table summarizing the plan types, average prices, and common features of popular invoicing software:
Plan Comparison Table for Invoicing Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic invoicing, limited clients, basic reporting, client portal |
| Basic Plan | $7 - $15 per month | Unlimited invoices, multiple users, basic customization, client management |
| Standard Plan | $19 - $30 per month | Advanced customization, recurring invoices, multiple payment gateways, reporting |
| Premium Plan | $39 - $60 per month | Full customization, project management, time tracking, advanced reporting |
| Enterprise Plan | $78 - $200 per month | Comprehensive accounting features, inventory management, unlimited clients |
When choosing an invoicing software plan, it is important to consider the size of your business, the number of clients you manage, and the specific features you need. Free plans are suitable for freelancers or very small businesses, while premium and enterprise plans offer advanced features for growing businesses with more complex needs. The right plan should offer the features you need at a price that fits your budget.
Invoicing Software FAQs
Here are some commonly asked questions I’ve received about invoicing software:
Is cloud-based invoicing software better than desktop-based?
Cloud-based invoicing software offers several advantages over desktop-based solutions, including accessibility from any device with an internet connection, automatic updates, and data backup. It also allows for real-time collaboration with team members and clients. However, desktop-based software may be preferred for businesses with specific security or offline access requirements.
Can invoicing software integrate with my existing accounting tools?
Many invoicing software options offer integrations with popular accounting tools such as QuickBooks, Xero, and FreshBooks. These integrations help streamline financial management by automatically syncing invoice data, reducing manual entry, and minimizing errors.
How does invoicing software handle taxes?
Invoicing software typically includes features for tax calculation and management. It can automatically apply the correct tax rates based on your location and the type of goods or services provided. Some software also generates tax reports, making it easier to file returns and stay compliant with tax regulations.
Is it possible to send invoices in multiple currencies?
Yes, many invoicing software solutions support multi-currency invoicing. This feature is particularly useful for businesses that operate internationally or have clients in different countries. It allows you to create and send invoices in the client’s preferred currency, helping to avoid conversion issues and delays in payment.
Can I set up recurring invoices with invoicing software?
Most invoicing software includes the ability to set up recurring invoices. This feature is ideal for businesses with subscription-based services or regular clients. You can schedule invoices to be sent automatically at specified intervals, saving time and ensuring consistent cash flow.
How secure is my data with invoicing software?
Invoicing software providers typically implement security measures to protect your data. These measures may include encryption, secure servers, and regular security audits. It’s important to choose a reputable provider and review their security policies to ensure your data is safe.
What kind of customer support is available for invoicing software?
Customer support varies by provider, but most invoicing software companies offer multiple support channels, including email, phone, and live chat. Some also provide extensive online resources such as FAQs, tutorials, and user forums. It’s important to choose a provider with reliable and accessible support to assist you with any issues that may arise.
Is there mobile access or an app available for the invoicing software?
Many invoicing software solutions offer mobile apps or web-based access, enabling you to create and manage invoices on the go from your smartphone or tablet.
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