Why small businesses need a mobile invoice app

Being a small business owner means you’re the CEO, accountant, and customer service rep, all at the same time. And we all know how invoicing can feel like a full-time job, as you have to manually create invoices, track payments, and send multiple follow up emails just to ensure you get paid.

However, using a mobile invoicing system helps you simplify billing, automate payment reminders, and keep your finances organized, all from your phone. Whether you’re a freelancer, contractor, or entrepreneur, mobile invoicing solutions can help take your small business to the next level.

Let’s start by looking at the key features to consider when choosing the best mobile invoicing app for your small business.

Relevant reads: If you’re still planning your business, check our step-by-step guide on how to start a business.

Key features of a mobile invoicing for small businesses

The best invoice system for your small business should work for you by reducing human errors like duplicate data entry or incorrect calculations and not add extra steps that slow down your payments. So, before you commit to one, here are the must-have features to look for.

User-friendly interface

The invoice system should be simple and easy to use. Whether you’re on your phone, tablet, or computer, you should be able to navigate the app without needing a tutorial and send invoices in just a few taps.

Customizable templates

A top-tier app should offer customizable templates that let you:

• Add your logo, brand colors, and fonts
• Create clear, itemized lists for your services
• Include personalized messages for a professional touch

Templates save time as you don’t need to create every invoice from scratch, and ensures your invoices are well-designed, reinforcing your credibility with clients.

Integration with accounting tools

The app should sync seamlessly with accounting software, so you can:

• Automatically update financial records when invoices are paid
• Track income and expenses in real-time
• Reduce the risk of duplicate data entries and human errors

Additional reading: 6 bookkeeping tips for small businesses.

Real-time tracking and reporting

When choosing a new system for your small business, ensure it offers real-time tracking features that help you manage your cash flow by:

• Monitoring which invoices are paid, pending, or overdue
• Looking into payment trends and client history
• Compiling monthly and yearly revenue reports

To wrap up, when choosing the solution for your small business, look for features that make invoicing easier, not ones that add unnecessary complications.

Five benefits of using small business invoicing

Let’s be honest; managing invoices manually is difficult as you have to create invoices from scratch, enter data manually, and double-check for miscalculations or typos. However, using mobile invoicing apps is one of the small things you can do for your business to take the stress out of billing. Other benefits include

Time-saving automation

Think about how much time you spend creating, sending, and following up on invoices. Your new solution should allow you to set automated payment reminders that notify clients of upcoming or overdue invoices and recurring billing so you don’t have to create new invoices each time.

Relevant reads: How AI can help your small business grow.

Improved cash flow management

Get help avoiding late payments by keeping track of which invoices are paid, pending, or overdue in real time, and set up alerts for unpaid invoices so you can follow up promptly.

Enhanced client communication

Send digital copies of your invoices and set clear expectations for payments. This fosters good communication with clients because you can easily address any payment-related disputes, which is an essential tip for making your small business stand out.

Convenience and flexibility

With a mobile solution, you’re never tied to your desk. It lets you send invoices from anywhere, whether you’re on the go or even on vacation, and accept instant payments without worrying about delays.

Simplified expense and payment tracking

The best invoicing system for small businesses helps you keep your finances organized by automatically logging incoming payments and categorizing expenses and revenue. For more tips on managing your business expenses efficiently, check out our guide on how to track expenses for small businesses.

On a last note, whether you’re a freelancer, contractor, or small business owner, switching to a mobile invoicing app saves you time and ensures you get paid on time.

Read next: 15 invoicing mistakes to avoid with your small business.

How do I choose the right mobile invoice for a small business?

With so many mobile invoicing solutions out there, how do you know which one is right for you? Since not all mobile solutions are equal, finding the perfect invoice app requires careful consideration. To choose the right invoicing app for your business, consider:

Assessing your needs

Before you start checking out options, take a moment to think about what features matter most to your business. Ask yourself:

• Do I need multi-currency support for international clients?
• Would automated payment reminders help me get paid on time?
• Do I need detailed financial reports to track income and expenses?

Answering these questions helps you avoid paying for unnecessary features and ensures you choose one that truly fits your business needs.

Comparing popular options

Not all apps offer the same features, and some might work better for your business than others. As you compare different options, consider:

• User reviews: What do other small business owners say about the app?
• Ease of use: Is the interface simple, or will it take time to learn?
• Pricing: Does the app have a free plan? Are the paid plans within your budget?

Spending a little time to research and compare a few options avoid choosing an app that doesn’t fit your workflow.

Trying free trials

Fortunately, apps like Bookipi let you try their features for free before signing up for a paid plan. During a free trial, here are the things you should check for:

• Is the app simple and easy to use?
• Does it offer essential features like payment tracking and invoice templates?
• Does it work well with your accounting software and payment gateways?

Testing these features ensures the invoicing app you choose truly simplifies your billing process.

Additional resource: Learn how to create invoices for your small business.

Checking for security and data protection

Invoicing involves handling sensitive financial data, and the last thing you want is to put your business or your clients at risk. To ensure your invoicing app keeps your data safe, look for:

• End-to-end encryption to protect your payments and client details from hackers.
• Secure cloud storage to prevent data loss
• Two-factor authentication (2FA) for extra security and to prevent unauthorized access.

Choosing an invoicing app with robust security features means you don’t have to worry about fraud or data breaches.

Evaluating customer support

Even the best mobile systems can run into occasional glitches, so having a reliable customer support system ensures you get the necessary help when needed. Before choosing an app, ask yourself:

• Can you reach support via chat, email, or phone anytime you need help?
• Are there tutorials, FAQs, or a knowledge base for troubleshooting?
• What do other users say about the app’s reliability?

Good customer support ensures you never get stuck when handling invoices and payments.

Remember, when choosing the best invoice app for your small business, don’t rush your decision. Take advantage of free trials, read reviews, and pick an app that truly simplifies your billing process

Small business invoicing apps FAQs

Can invoice apps integrate with accounting software?

Absolutely! Invoicing apps like Bookipi seamlessly connect with popular accounting tools like QuickBooks and Xero. This allows you to reduce manual data entry by automatically syncing payments and expenses with your bookkeeping system..

Are mobile invoice apps secure?

Reputable apps like Bookipi use bank-grade encryption to protect your financial data. They offer essential security features such as:

• End-to-end encryption to safeguard your transactions.
• Secure cloud storage to prevent data loss.
• Two-factor authentication (2FA) for extra login security.

Can I use a mobile app to customize invoices to match my brand?

Without a doubt! Mobile invoicing apps allow you to create customized invoices with features like:

• Customizable templates where you can add your logo, brand colors, and fonts.
• Personalized messages to clients for a professional touch.
• Flexible fields to fit your specific business needs.

Create customized invoices with Bookipi’s invoice app

How much do the best invoice apps for small businesses cost?

The cost depends on the features you need. For instance, if you’re a freelancer, it’s recommended to choose a mobile invoicing app with a free plan that offers basic features like pre designed templates for creating invoices and real time tracking of paid and overdue invoices. 

However, if you need advanced features such as expense categorization and detailed financial reports, you may want to opt for a paid plan, which typically ranges from $10–$50 per month.Try Bookipi out for free today and see how it can transform your invoicing process!