10 best invoicing software for small businesses, freelancers, and contractors

If you’re running a small business or freelancing solo, every hour counts. I’ve seen way too many people waste time scrolling through clunky invoice platforms just to send a simple bill. Let’s be real: You didn’t start your business to become a part-time accountant.

In my opinion, choosing the best invoice software for your small business isn’t just a nice-to-have. It’s what keeps you sane. I’m talking about tools designed with innovative, intuitive interfaces that don’t feel like work. Simple navigation matters, especially if you’re the accountant, CEO, and customer service rep all rolled into one. You don’t need another learning curve; you need tools that just make sense.

When I talk to our users at Bookipi, I hear the same priorities again and again. They want to send invoices fast. They want to get paid even faster. They don’t want to waste time clicking through tabs just to find a client contact or update a product description. Plus, having a tool that’s actually fun to use? Total game-changer.

So if you’re looking for an invoice software that’s built with real-life business needs in mind, keep scrolling. Let’s get your time back and your invoices out.

What is invoicing software?

Invoicing software is a digital tool that helps small business owners and freelancers create, send, and manage invoices faster and more accurately than doing it manually. Basically, it’s your behind-the-scenes billing assistant that lives in your pocket or desktop, keeping your cash flow steady without eating up your time.

At its core, the best software for invoicing takes care of the paperwork you used to stress over. It helps you create invoices on the go, track who owes you money, get paid faster, and stay ready for tax season.

What are the best invoicing software features?

Modern invoicing tools go way beyond simple billing. At Bookipi, for example, our users tap into AI-powered features, customize invoice templates by client, and even get alerts when something’s off about their numbers. We’ve baked in the stuff you didn’t know you needed, especially since many of us have lived the headache of managing biz finances across a dozen apps.

So if you’re looking for your ideal billing and invoicing software, ask yourself: Do you want to just send invoices, or do you want it to make running your business easier in every way?

Automated invoice creation

If you’ve ever copied and pasted an old invoice into a new one, you’ll appreciate automation. The best invoice tools let you:

• Create and send invoices automatically after a job is marked complete
• Pull client and project info directly from your CRM or project manager
• Set due dates and tax settings once and let the system do the rest
• Less time formatting templates. More time closing deals.

Mobile access

You’re not always at your desk. But cash flow doesn’t stop when you leave the office. Good business invoicing programs should work just as smoothly on your phone as it does on your laptop. Whether you’re sending an invoice after a client meeting or checking which payments just cleared, your business follows you in your pocket.

With mobile access, I’ve sent an invoice while scuba diving. True story.

Payment tracking

No more cross-referencing payments with your bank statements. Smart invoicing systems give you a real-time view of who’s opened their invoice, paid, or overdue. It’s the simplest way to get answers without wasting half a day on follow-ups.

Recurring billing

If you’re billing clients every month for retainers, hosting fees, or subscriptions, you’ll want recurring billing that runs like clockwork. You just set it once, and payments roll in on schedule. No need to chase repeat business every month.

Your subscription-based coaching service? Automated. Your monthly maintenance plan? Done. 

Easy payment options

Your clients don’t want to mail you checks. Offering online payments isn’t just convenient, it speeds up your cash flow. The best software connects directly with payment gateways like Stripe and PayPal.

Expense tracking

Ever wonder where that $78 lunch meeting receipt went? Or how much you really spent on software last month? Expense tracking takes care of these blind spots, especially when synced with your business bank account or card.

Integrate with your workflows

The best tools don’t operate in isolation. You should be able to send invoices automatically after a proposal is signed, send a receipt once payment comes in, and trigger follow-up emails if an invoice is overdue. That cuts down on manual tasks and keeps things moving without babysitting every step.

Security and compliance

Handling client payments? You’ve got to think about security. The ideal invoicing platform comes with:

• SSL encryption that keeps data private
• PCI compliance for safe payment processing
• GDPR or local data regulations baked in, depending on your region

Bottom line: your users expect professional-grade security even when you’re a team of one.

What is the best invoicing software for small businesses?

1. Bookipi: invoicing and business management made simple

Bookipi is a cloud-based invoicing and business management platform that helps freelancers and small business owners streamline their financial operations. As a business owner, you’re constantly juggling tasks, and the last thing you need is a complicated invoicing system that eats up your time. Bookipi Invoice simplifies the entire process with its mobile-friendly tools on iOS and Android, allowing you to create and send professional invoices from anywhere.

This focus on accessibility and ease of use means you can spend less time on admin and more time on growing your business.

Streamlined financial management from anywhere

I’ve talked to countless small business owners who are tired of being chained to their desks just to manage invoices. That’s why multi-platform accessibility with multi-currency functionality is so crucial. Bookipi is built for business owners who are always on the go. You can handle everything right from your phone or tablet, whether you’re at a job site, in a cafe, or meeting with a client.

Automated features and seamless integrations

The key to a good software solution is automation. As of 2025, 86% of small and medium businesses still manually process their invoices, 39% of which contain errors. Manual processes are prone to errors, and they drain your time. Bookipi lets you automate many of these mundane tasks so that you can focus on more important things.

More than just invoices: business management in a single platform

Many software solutions focus on one thing, but that can lead to a fragmented system where you’re constantly jumping between apps. Bookipi brings everything together in one place. I’ve found that small business owners prefer having a single, integrated platform because it eliminates double data entry and simplifies their workflow. Here’s how our users benefit:

• Free signatures: Getting a contract signed can be a slow, manual process. Bookipi includes a digital signature feature, allowing clients to sign documents directly from their mobile devices. This speeds up the sales cycle and makes it easier to get projects started.
• Estimates and proposals: Bookipi allows you to move clients through your sales process seamlessly, from initial contact to a final invoice. You can create and send professional estimates and proposals directly from the app, then convert them into invoices with a single tap once the work is approved.
• Integrated CRM: All of your transactions are organized in a client pipeline, giving you a clear overview of where every client is in your sales cycle. Instead of using a separate spreadsheet or a complex CRM platform, you can manage your entire lead-to-paid process right inside the app.

What are the pros of using Bookipi for invoicing?

• Ease of use: Users consistently praise the platform’s simplicity and user-friendly interface. It’s easy to set up and allows for quick invoice creation in minutes.
• Strong customer support: Many reviewers report positive experiences with Bookipi’s support team, contributing to higher overall satisfaction.
• Real-time notifications: Users appreciate getting instant alerts when a client views or pays an invoice, which helps with follow-up and cash flow management.
• Free version: The availability of a free version for basic invoicing needs is a key benefit for new or small-scale users.

What are the cons of using Bookipi for invoicing?

• While templates are available, some users wish for more extensive customization options to better suit their specific industry needs.
• The lack of support for certain languages can be a drawback for international users.
• For businesses in industries where invoice details can change even after a payment is made, the inability to edit a paid invoice can be a drawback.

2. Invoicely

If you’re looking for super basic invoicing and don’t mind limited functionality, Invoicely might check a few boxes.

Invoicely is a cloud-based invoicing tool focused on speed and simplicity. For users who just need to bill clients and track a few payments, it can get the job done. It’s no-frills, which is either a pro or a con depending on your business stage and workflow.

I dug into user reviews from G2 and Capterra. General feedback? It’s reliable for sending invoices, but not built to scale. Invoicely can work for part-time freelancers or sole traders who send a handful of invoices a month. But once you start juggling expense reports, customer data, team collaboration, or payroll? You’re going to run into roadblocks.

What are the pros of using Invoicely for invoicing?

• A major selling point is the availability of a robust free plan, which is often cited as being more generous than what competitors offer.
• The software is well-suited for a global audience, with support for multiple currencies. It also allows you to manage several businesses from a single account, which is a big plus for serial entrepreneurs.
• Invoicely provides useful reports that help you track payments, income, and expenses, which are essential for managing cash flow and preparing for taxes.

What are the cons of using Invoicely for invoicing?

• Some users have expressed frustration with the customer support, citing a lack of real-time assistance and slow response times.
• The mobile app’s functionality has been a point of concern for some, with reports of it not being updated for a long time or not working as expected.

3. Invoice Ninja

At first glance, Invoice Ninja usually lands on comparison lists right up there with the big players. Open-source option, decent automation, and plenty of integrations. But is it actually the right fit for your solo hustle or growing team?

Invoice Ninja tends to attract creative freelancers, developers, and small teams who are already tech-comfortable. Think graphic designers, coders, or agencies who want open-source flexibility. If you’re the DIY kind who enjoys tinkering with settings and tweaking code, Invoice Ninja gives you the tools without locking you into a single platform or payment provider.

One freelance copywriter I chatted with set up Invoice Ninja to handle multilingual invoicing for clients in Europe and Australia. It worked great, until she accidentally broke her templates while customizing the CSS for invoices. Without direct support, it took a week to fix with help from forums. 

What are the pros of using Invoice Ninja for invoicing?

• With Invoice Ninja’s free open-source offering, users can self-host, giving technical teams full control over data and customization.
• Continuous updates, a responsive development team, and frequent addition of new features based on community feedback.
• Suitable for international businesses thanks to strong multi-lingual capabilities.

What are the cons of using Invoice Ninja for invoicing?

• The platform can feel overwhelming with its many features, posing a steep learning curve for non-technical users.
• Mobile accessibility and Android app functionality are commonly flagged for improvement. The app sometimes lags behind web features.
• Users have cited that the reporting functionality can have a delay or entries flat-out disappear.

4. Zoho Invoice

Yup, Zoho Invoice gets a lot right for small businesses—especially if you’re looking for a free invoicing solution that doesn’t skimp on the basics. It’s a part of the larger Zoho ecosystem, so if you’re already using Zoho CRM or Zoho Books, it might feel like a natural fit. But if you’re just looking for lean, easy-to-use invoicing without the extra layers of software, it might be more than you need.

I’ve spoken with plenty of freelancers and small teams who’ve tried Zoho Invoice. The feedback’s pretty consistent: solid features, but the setup can feel a bit bloated if you’re not already in the Zoho world.

What are the pros of using Zoho Invoice for invoicing?

• Most core invoicing features are available at no cost, making it appealing for budget-conscious entrepreneurs.
• Users consistently praise its clean, intuitive user interface and ease of onboarding.
• Users report overall positive experiences with reliability and the feature set. Security options and stability are also highlighted.

What are the cons of using Zoho Invoice for invoicing?

• Advanced reporting, automation, and deeper integration options require upgrading to Zoho Books or Zoho Billing. Some users point to limited customization for complex invoicing scenarios and only three custom invoice fields.
• Support is primarily email-based; there are no phone or live chat options. Some users wish for faster or more varied support channels for urgent issues.
• Users mention recurring billing works well for reminders, but not for auto-deduction; Zoho Subscription is needed for payment automation.

5. Wave Apps

Wave is a popular choice for small business owners looking for free software for business invoicing, but does free always mean better? If you’re a freelancer, solopreneur, or running a lean startup, Wave can be a solid starting point. It provides basic invoicing, accounting, and receipt scanning tools at no cost, but there are trade-offs when it comes to customization, scalability, and automation.

Let’s be honest. When you’re just getting off the ground, every dollar counts. If you’re focused on the basics and don’t need automation or integrations right now, Wave gives you room to breathe while you find your business footing.

One of our users once told me they were spending more time exporting data from Wave into spreadsheets than focusing on client work. That’s exactly the kind of workflow friction small businesses need to avoid.

What are the pros of using Wave Apps for invoicing?

• No credit card required to start, and basic invoice creation, customization, and tracking are included in the free tier.
• Both the web and mobile app are praised for their fast setup and straightforward navigation.
• Easily generate balance sheets, profit & loss statements, aged receivables/payables, and other key financial reports without complexity.

What are the cons of using Wave Apps for invoicing?

• Most complaints focus on restricted support for free users. Email and chat are reserved for paid tiers; free users rely on help center guides and chatbots.
• Free users can’t fully automate or schedule recurring invoices for subscription services.
• Some users report slower fund deposits and issues with payment solutions, which is problematic for businesses needing timely cash flow.

6. Harvest

If you’re running a small business and billing hourly, Harvest might already be on your radar. It’s built with time tracking at its core, which means it’s actually great for freelancers, agencies, and service-based teams who bill their clients based on hours worked.

But when it comes to calling it the best invoicing apps for small businesses, the answer really depends on what you’re looking for. If time tracking is your most significant need, then yes, Harvest is a strong contender. If you need more all-in-one business management tools, like expense tracking or esignatures, there are other solutions worth considering.

That said, if your business lives on billable hours and time sheets, it’s a price that usually pays for itself in recovered hours and faster payments. But if you’re looking for an all-in-one solution that grows with your business and helps you stay laser-focused without juggling apps, you might save yourself time with an all-in-one business management solution.

What are the pros of using Harvest for invoicing?

• You can turn tracked hours and recorded expenses into invoices in one click. This simplifies accurate billing for client-facing or project-based businesses.
• Integrates with PayPal and Stripe for easy online payments (ACH included), and supports creating and tracking estimates as well as partial payments and overdue invoices.
• Teams can get started rapidly within a few hours, and basic training is straightforward

What are the cons of using Harvest for invoicing?

• Invoice template and reporting customization have constraints. Advanced analytics and project costing require external tools or manual exports.
• Clients must initiate payment—there’s no auto-charge feature for cards/accounts, limiting automation for recurring billing.
• Some users report slow response times and wish for more direct or live support channels.

7. Square Invoice

If you’ve used Square to take payments from clients, you’ve probably noticed their invoicing tool baked into the Square dashboard. Square Invoice gives you a fairly streamlined way to send and manage invoices, especially if you’re already using other Square products for your small business.

Square Invoice connects seamlessly with other Square services like point-of-sale, payment processing, and customer management. If you’re running a retail shop, salon, or food business, it’ll feel natural. But even freelancers and consultants can find value here if they don’t need deep customization or advanced features.

Now here’s where it gets real. If you’re only using Square for invoicing, you’ll hit some limits fast. It wasn’t built first and foremost as an invoicing platform. It’s more of an extra feature plugged into Square’s payment system.

What are the pros of using Square Invoice for invoicing?

• The platform is minimal, uncluttered, and focused—users specifically appreciate that it’s not “bloated with tools”
• Clients can pay via credit/debit cards online, and payment processing fees are competitive.
• Syncs easily with Square POS, inventory features, and some accounting integrations, simplifying workflows for businesses already using Square.

What are the cons of using Square Invoice for invoicing?

• The most common complaint is inconsistent support: users mention difficulty reaching live agents, slow response times, and generic email replies.
• Some users mention that reporting tools and historical data access could be improved, especially for annual audits.
• Emails sometimes end up in customers’ spam folders, requiring manual follow-ups or alternate delivery methods.

8. FreshBooks

FreshBooks works well for service-based small businesses that bill clients by time or project. If you’re a freelancer, consultant, or creative running a business solo or with a small team, FreshBooks gives you tools that feel simple on the surface but are surprisingly powerful under the hood. That said, there are some nuances to consider if you’re actively comparing the best invoice software for small business.

FreshBooks banks on usability. And honestly, their interface is polished enough that even someone with zero accounting background can whip up a clean invoice in minutes. But here’s the catch: FreshBooks really shines for service-based businesses. If you’re managing heavy inventory or need advanced automation across departments, it might feel limiting.

One of our users at Bookipi recently migrated after trying FreshBooks for a year. She’s a freelance designer based in Toronto and loved the time tracking tied to client billing. The thing that fell short? She started working with international brands and needed multi-currency invoicing plus tax compliance for VAT. The jump in pricing made her look around, and that’s when she knew she needed to switch.

What are the pros of using FreshBooks for invoicing?

• Users love the range of invoicing features: professional templates with branding, automation of recurring invoices, and overdue payment reminders.
• Invoices come with direct “Pay Now” links, enabling instant payment collection via credit card, ACH transfer, Stripe, PayPal, Apple Pay, and Google Wallet.
• Most users find FreshBooks support responsive (especially via email and phone), and the in-app guidance is thorough.

What are the cons of using FreshBooks for invoicing?

• Custom reports and deeper dashboard analytics are limited, which may not suit data-heavy users.
• Users often report problems syncing with certain banks (especially outside the USA). Limited bank reconciliation and duplicate transaction handling are cited issues.
• While competitive for freelancers and very small teams, FreshBooks gets expensive as user count or billable client volume increases.

9. ZipBooks

ZipBooks is often pitched as an easy entry point for new business owners who want free invoicing. By joining, you get a handy starting point: super basic invoicing at no cost, and a clean interface you can pick up in minutes. I’d say this is great if you’re just getting your business off the ground and want to try tools that feel less overwhelming than traditional accounting software.

Plenty of freelancers and solopreneurs say their favorite thing about ZipBooks is that it just works for simple needs. You can send a few invoices a week and track basic expenses without learning curves. But I’ve also heard folks say they eventually outgrow it and need more flexibility, especially with payments, tax handling, or international clients.

Honestly, I recommend trying it out side-by-side with something more integrated like Bookipi. You’ll quickly see which fits better with how you actually run your business.

What are the pros of using ZipBooks for invoicing?

• Tiered pricing system is considered fair and affordable compared to most competitors.
• Built-in time tracking and basic project/task management allow service providers to log hours and seamlessly create client invoices.

What are the cons of using ZipBooks for invoicing?

• New users without bookkeeping experience may find it confusing to record even simple transactions, as ZipBooks requires double-entry accounting knowledge.
• More complex needs may not be served: advanced reporting, invoice template customization (only one template available), and inventory tracking are missing or gatekept to higher paid tiers.
• The Android app is not available, and iOS is limited mostly to receipt capture.
• Some users experience delayed fund deposits and occasional service hiccups with payment integrations, impacting cash flow.

10. Invoicera

Invoicera has been around for over a decade, and it’s tailored for businesses looking for more than just invoicing. If you’re a small business owner juggling multiple clients, currencies, or teams, this platform offers you a lot of flexibility.

Unlike most straightforward invoicing apps, Invoicera leans toward enterprise-level functionality. That said, it does offer a scaled version for small businesses. You’re getting beyond-basic features like workflow automation and multi-language support—pretty rare at this tier.

If you’re managing a team or billing clients across different regions, Invoicera can be a strong fit. Workflow automation alone can save hours every week. But if your needs are more straightforward, more cost-effective tools may be more suitable.

What are the pros of using Invoicera for invoicing?

• Supports multiple currencies and popular payment gateways (Stripe, Skrill, etc.), allowing seamless invoicing for international customers.
• Built-in expense tracking and light project management help businesses control finances and manage billing for different projects.

What are the cons of using Invoicera for invoicing?

• Interface design is dated and takes time to learn, especially for non-technical users. The mobile app is less robust and could be more user-friendly and feature-rich.
• Some users feel the pricing is a bit high for what’s offered, especially when only basic features are needed and alternatives exist.
• Notifications and invoicing emails can take longer to send, sometimes delaying communication with clients.

How to choose an invoicing solution for your small business

Choosing the best invoice software for small business isn’t just about ticking feature boxes. It’s about asking the right questions and being crystal clear on what your business actually needs. With all the shiny tools out there, it’s easy to get distracted. But trust me, not every invoicing platform is built the same.

Here’s what you should be asking before you commit to a solution:

What do you actually need from invoicing software?

If you’re a freelancer or small business owner, your needs are not the same as a big accounting team at a tech startup.

• Do I need to send invoices on the go? If you’re often out and about, having a mobile-friendly interface isn’t optional. Bookipi, for example, is built mobile-first so you can shoot out an invoice before your next coffee break.
• How often do I invoice? Daily? Weekly? One-off projects? Make sure your software doesn’t limit how many invoices you can send on the free tier.
• Am I tracking expenses or mileage? Look for built-in tools that do this without extra apps. Some platforms bundle expense tracking right into the system. Others don’t.
• Do I need to accept card payments or split invoices? Payment gateway integration like Stripe and PayPal is a game changer. And if your clients want multiple payment options, that’s non-negotiable.
• Will I use this alone or with a team? Some invoicing tools charge extra per user. Bookipi lets you add collaborators without surprise fees—and yes, your accountant will love real-time access too.

What’s my real budget?

You don’t need enterprise software to manage freelance gigs. I’ve seen creatives pay $50/month for a tool they use twice. Be realistic. Compare plans from invoicing apps. If you’re growing fast, make sure the paid plans scale without ballooning costs.

Is it easy to use or will I need a manual?

This one’s huge. If you’re constantly Googling how to edit a template or send a reminder, it’s already slowing you down. I always recommend testing a platform’s UI before committing. Choose something you can set up in 10 minutes or less, without onboarding fatigue.

Any AI features to save me time?

A good invoicing tool should help you work faster, not harder. AI features or automation can expedite repetitive tasks like categorizing expenses, generating invoice templates, and sending follow-ups, all while learning your preferences over time.

Key takeaways

By now, you’ve seen how features, integrations, pricing, and support shape your experience with invoicing software. Finding the best invoice software for small business starts by understanding how you really run your business.

The right invoicing tool doubles as a long-term business asset that helps you streamline everyday workflows, look more professional, and stay cash flow positive without hiring an entire finance department.

Tools like Bookipi, Wave, and Zoho Invoice each shine in different ways. Some are packed with free features. Others lean into automations or time tracking. So don’t second guess and try a few top-rated platforms and see which one fits your workflow best.