How to Choose the Best Invoicing App for Your Needs

Invoicing App

Invoicing App

As you look to improve efficiencies and tighten financial controls in your business, adopting an invoicing app like is an important step. With the variety of options available, choosing the solution that best fits your needs can be challenging. You’ll want to evaluate the features, integrations, and pricing models of different apps to determine what is most suitable and cost-effective for your company.

Some key factors to consider are the number of clients you invoice, the complexity of invoices, and how frequently you issue bills. The ideal invoicing app for your business, such as, should save you time, reduce errors, provide a good client experience, and give you insight into your financial performance. With the right choice, you’ll gain significant benefits and peace of mind knowing your invoicing process is efficient and secure.

What Is an Invoicing App?

An invoicing app is software that allows you to create, send and track invoices for your business. As a business owner, using an invoicing app can help simplify your billing and accounting processes.

When choosing an invoicing app, first consider if you want a downloadable desktop application or a web/mobile-based app. Desktop apps typically have more features but web/mobile apps allow you to create and send invoices on the go.

Next, evaluate the core features like:

  1. Customization – Can you add your business logo and color scheme? Customize invoice templates?
  2. Recurring Invoices – Does it automatically generate repeating bills for ongoing services?
  3. Payment Processing – Does it integrate with payment gateways like PayPal or credit card processors to accept customer payments?
  4. Estimates – Can it generate professional quotes and estimates to send to prospective clients?
  5. Reporting – Does it provide reports to gain insights into your business like sales, expenses, accounts receivable, etc.?
  6. Integrations – Does it sync with accounting software like QuickBooks for seamless financial management?
  7. Customer Management – Can you store customer details, notes, and communication history in one place?
  8. Automation – Are there any features to automate follow-ups for overdue accounts or payment reminders?

An invoicing app with most of these functionalities can help reduce time spent on admin tasks and provide an efficient system to bill customers and get paid. Comparing the top invoicing apps based on your business needs will ensure you choose the best solution.

Top Features to Look for in an Invoicing App

When choosing an invoicing app for your business, certain features are must-haves.

  • Automation. Look for an app that can automate as much of the invoicing process as possible. This includes automatically creating invoices for recurring bills, sending payment reminders, and reconciling payments. Automating these routine tasks saves you time and ensures you get paid on time.
  • Customization. The app should allow you to easily customize invoices to match your brand. This includes adding your logo, color scheme, and the level of detail you want to include. You should also be able to set defaults for taxes, discounts, and other line items.
  • Payment processing. An invoicing app that offers built-in payment processing allows your clients to pay directly through the app. This makes it more convenient for them to pay and ensures you get paid faster. Popular payment methods include credit/debit cards, ACH, and wire transfers.
  • Reporting and analytics. Useful reporting features provide insights into your business’s cash flow and revenue streams. Look for apps that offer detailed reports on invoices, payments, clients, products/services, and taxes. Graphs, charts, and metrics that show trends over time are especially helpful.
  • Integrations. If you use other business software, check if the invoicing app integrates with those tools. Common integrations include accounting, project management, customer relationship management (CRM), and ecommerce platforms. Integrations reduce double data entry and save you time.
  • Support. Should you have any issues with the invoicing app, responsive customer support is essential. Look for apps that offer phone, email, and chat support with clear service level agreements on response times. Video tutorials and a knowledge base are also useful.
  • Security. For privacy and security, choose an app that uses strong encryption to protect your data and financial information. Two-factor authentication, data backups, and regular security audits are also signs of a secure, trustworthy app.

Cloud-Based vs Desktop Invoicing Apps

Cloud-Based Invoicing Apps

Cloud-based invoicing apps, also known as web-based or software as a service (SaaS) apps, are accessed via the internet and allow you to create, send and track invoices from anywhere using any internet-connected device.

  • Data is stored on secure remote servers, so you don’t have to worry about hardware failures, software issues or losing your data.
  • Automatic backups ensure your data is safe and secure.
  • Software updates happen automatically in the background so you always have the latest features and security patches.
  • Access is provided via a monthly subscription, allowing you to avoid large upfront costs for software licenses and maintenance.

Some of the most popular cloud-based options include Freshbooks, QuickBooks Online and Xero. For small businesses, cloud solutions are often the most affordable and convenient choice. However, if you need to keep data on-premise for compliance or security reasons, a desktop app may be better.

Desktop Invoicing Apps

Desktop invoicing apps are installed on your local computer and store all data on the hard drive. Some options like QuickBooks Desktop and Sage 50cloud allow you to choose between accessing your data locally only or syncing it to the cloud for remote access.

  • You have full control over data storage and access. Data never leaves your computer unless you choose to back it up to external storage or sync to the cloud.
  • Typically offer more advanced features for complex invoicing and accounting needs.
  • Often have higher upfront costs for the software license, though long-term costs may be lower than a SaaS subscription.
  • Require manual updates and backups to avoid data loss in the event of technical issues.
  • Access is limited to the device where the software is installed unless you enable a cloud sync option.

For businesses with more complex needs or strict security/compliance requirements, a desktop solution may be preferable over a cloud-based app. But for most small businesses today, the convenience and low cost of cloud invoicing apps make them an excellent choice.

The Pros and Cons of Free vs Paid Invoicing Apps

When choosing an invoicing app for your small business, you’ll need to decide between free or paid options. Both have advantages and disadvantages to weigh regarding your needs and budget.


Free invoicing software is appealing for its $0 price tag but typically lacks advanced features of paid plans. Paid plans usually charge a monthly subscription fee for additional functionality, support, and storage.

  • Free: No monthly fees mean more money in your pocket. However, free plans normally max out at a few invoices and clients per month and minimal storage.
  • Paid: Fees ranging from $5 to $30/month provide unlimited invoicing, more robust features, and dedicated support. Plans scale with your business.


Evaluate which features will benefit your business now and as you grow. Free apps offer basic invoicing while paid versions provide more advanced tools.

  • Free: Create and send professional invoices. Some offer estimates, payment reminders, and reports. Limited customization.
  • Paid: Automate recurring invoices, send payment reminders, track time and expenses, generate in-depth reports, and more. Highly customizable. Many integrate with payments, accounting, and project management software.


Reliable support can help you get the most from your invoicing solution. Free apps typically provide DIY help resources only.

  • Free: Search knowledge bases and user forums. Limited direct support.
  • Paid: Access email, phone, and live chat support. Representatives can walk you through questions and technical issues.


Safeguarding your data and client information is critical. Paid services generally offer more advanced security and encryption.

  • Free: Basic security measures may leave data vulnerable. Limited or no data encryption.
  • Paid: Robust security protocols including data encryption, two-factor authentication, and automatic data backups to prevent loss.

In summary, free invoicing software can work for very small businesses with basic needs. However, for most, a paid plan provides essential features, support, and security for managing your invoices professionally while scaling with your growing company. With numerous affordable options, you can find an invoicing app that suits your current and future requirements.

Best Invoicing Apps for Small Businesses

When choosing an invoicing app for your small business, there are several highly-rated options to consider. The following apps provide useful features at affordable price points.


FreshBooks is a popular cloud-based accounting solution with a user-friendly interface. It offers:

  • Customizable invoices with your business branding
  • Time tracking to bill clients accurately
  • Recurring invoice creation for repeat clients
  • Payment processing through credit cards, ACH, and wire transfers
  • Reporting to gain insights into your business’s financial health
  • Integrations with other business tools like project management, CRM, and POS software

FreshBooks starts at $15/month with a 30-day free trial.

QuickBooks Self-Employed

Designed for freelancers and sole proprietors, QuickBooks Self-Employed helps you stay on top of your finances. Key features include:

  • Income and expense tracking with receipt scanning
  • Mileage tracking for business travel deductions
  • Invoicing, payment processing, and estimates
  • Year-end tax reports to give your accountant
  • Free mobile apps to run your business on the go

QuickBooks Self-Employed costs $10/month. Discounts are available for annual subscriptions.

Zoho Invoice

Zoho Invoice is a full-featured invoicing solution with a simple interface. For small businesses, it offers:

  • Custom invoice templates with your logo
  • Time tracking and billing for billable hours
  • Recurring invoices for repeat clients
  • Payment gateways to accept credit cards, PayPal, and bank transfers
  • Expense management to track business costs
  • Reports on invoices, expenses, payments, and customer balances

Zoho Invoice has a free plan for up to 5 clients and 3 users. Paid plans start at $15/month.


Wave is a free, cloud-based accounting software including invoicing. Key features for small businesses include:

  • Customizable invoice templates
  • Recurring billing for subscription-based models
  • Payment processing through credit cards, bank transfers, and PayPal
  • Income and expense tracking
  • Basic reports to gain financial insights
  • Add-on services available like payroll, payments, and lending

Wave is free to use and monetizes by charging small fees for payment processing and other services. It’s an ideal solution if you’re on a tight budget.

In summary, there are capable invoicing apps at a range of price points for small businesses. Evaluate your needs and budget to choose a solution that suits your requirements and helps streamline your billing and accounting processes.

Best Invoicing Apps for Freelancers

As a freelancer, choosing an invoicing app that meets your specific needs is key to getting paid efficiently and maximizing your productivity. Here are some of the best invoicing apps for freelancers to consider:


FreshBooks is an ideal invoicing solution for freelancers looking for an easy-to-use, full-featured app. It allows you to create professional invoices, set up recurring invoices for ongoing clients, accept credit card payments, track expenses and time, manage projects, and more. FreshBooks has a simple, intuitive interface and offers 24/7 customer support. Plans start at $15/month.


Harvest is a popular invoicing app focused on simplicity and automation. It lets you quickly generate invoices, accept payments, track billable and non-billable time and expenses, manage clients and projects, and run insightful reports on your business finances. Harvest integrates with many other business tools and has a very affordable pay-as-you-go plan as well as monthly subscription options starting at $12/month.


If you’re looking for an invoicing solution with a minimal learning curve and low cost, Blinksale is a great option. It has a simple interface for creating professional invoices, accepting credit card payments, tracking expenses and time, maintaining a client database, and generating financial reports. Blinksale has very affordable monthly plans beginning at $8/month as well as a free plan for freelancers just starting out.

Other highly-rated invoicing apps for freelancers include:

  • Wave (free, full-featured)
  • Invoice Ninja (open-source, starts at $8/month)
  • Zoho Invoice (starts at $15/month)
  • QuickBooks Self-Employed (starts at $10/month)

Choosing an invoicing solution tailored to your needs as a freelancer will make your life easier while ensuring you get paid accurately and on time. Compare features, pricing, and user reviews to determine which app is the best fit for your freelance business.

Best Invoicing Apps for Accounting Firms

As an accounting firm, choosing an invoicing app that meets your unique needs is crucial for efficient operations and financial management. Several factors should determine which solution is right for your business.


Consider what core features you require, e.g. time tracking, expense reporting, project management, estimates, etc. Some apps cater to smaller firms with basic needs, while others offer more advanced tools for larger practices. Determine what level of functionality would benefit your firm the most without unnecessary complexity.


Look for an app that allows for customization of invoices, enabling you to represent your brand and services professionally. Options may include adding your logo, custom fields, tailored templates, etc. The ability to create recurring invoices for ongoing client work is also helpful. Some apps provide invoice templates tailored to accounting firms and their typical services.


See if the app integrates with your existing accounting software and services you rely on, e.g. QuickBooks, Xero, Stripe, PayPal, etc. Integration can save time by automatically syncing invoice and payment data between platforms. It also reduces the chance of manual errors that could lead to inaccurate bookkeeping and reporting.


Compare pricing models like free, monthly subscription, and pay-as-you-go to determine a cost-effective solution for your budget. Some apps charge per user, transaction, or feature. Consider how much you can afford to pay for an invoicing app based on how much it could improve your firm’s productivity and bottom line.


Look for an app that provides helpful resources like video tutorials, documentation, and responsive customer support. As an accounting professional, your time is valuable, so you’ll want an easy to use app and help available if you have any questions or issues.

In summary, evaluating invoicing apps based on key factors like functionality, customization, integration, pricing, and support will help you determine what solution is the ideal choice for your accounting firm’s needs. With the right app in place, you can focus on serving your clients with efficiency and excellence.

How to Get Your Team on Board With a New Invoicing App

Getting your team on board with a new invoicing app may require some persuasion and patience. Here are some tips to help ease the transition:

Clearly communicate the benefits

Explain how the new invoicing software will make their jobs easier and save time. For example, it may automate reminders, allow for recurring invoices, or integrate with your accounting software. Highlighting these efficiencies and conveniences will help get them excited about the new system.

Provide thorough training

Give your team plenty of opportunities to learn the new software through live demos, documentation, and step-by-step tutorials. Make the training mandatory to ensure everyone understands how to use the essential features. Allow time for questions and provide ongoing support as they start using the new invoicing app.

Set a firm deadline for the switch

While you want to give employees time to learn the new system, don’t delay the transition for too long. Set a reasonable deadline, such as switching over at the start of the next billing cycle or quarter. Having a concrete date gives a sense of urgency and helps hold everyone accountable. Offer incentives for teams or individuals that meet the deadline.

Address any objections or concerns

Some team members may be hesitant to change from a familiar invoicing process they’ve used for years. Listen to their objections and address any worries they have about the new system. Explain that while the initial learning curve may be frustrating, the benefits of the updated software will make their jobs easier in the long run. Provide any additional resources or support they need to feel fully comfortable using the new invoicing app.

With the right preparation and support, you can get your entire team on board and excited to start using the new invoicing software. While change can be challenging, focusing on the benefits and ensuring everyone feels equipped to use the new system will make the transition as smooth as possible.

Invoicing App FAQs: Common Questions Answered

What types of invoicing software are available?

There are several options for invoicing apps, including:

  • Web-based: Accessible from any web browser. Easy to set up but may lack some features of desktop software. Examples include FreshBooks and Zoho Invoice.
  • Desktop: Downloaded software installed on your local computer. Typically has more advanced features but requires manual updates. Examples include QuickBooks Desktop and Sage 50cloud Accounting.
  • Mobile: Apps designed primarily for smartphones and tablets. Convenient for on-the-go use but may have limited functionality. Examples include Invoice2go and Zoho Invoice.
  • All-in-one: Provides invoicing along with other financial tools like expense tracking, reporting, and payment processing. For small businesses wanting an end-to-end solution. Examples include QuickBooks Online and Xero.

How much do invoicing apps cost?

Pricing for invoicing software can range from free to several hundred dollars per month:

  • Free: Typically offer basic features for sending a limited number of invoices. Only suitable for very small businesses or freelancers.
  • Low cost: From about $5 to $30 per month. Provide invoicing and expense tracking for small businesses. May charge extra for additional users or advanced features.
  • Mid-range: From $30 to $100 per month. Geared toward mid-sized businesses, with more robust features like budgeting, bill payments, and payroll. Often integrate with accounting software.
  • High-end: Over $100 per month. Enterprise-level software with advanced reporting, compliance, and automation features for large companies or those with complex needs. Examples include NetSuite and Acumatica.

•The specific features, integrations, and pricing will vary between different invoicing solutions. Evaluate your business needs and budget to determine what level of software is right for you. Some apps offer free trials so you can test them out before committing to a paid subscription.


As you have seen, choosing an invoicing app is an important decision that requires evaluating your business needs and priorities. With so many options on the market, take time to determine which features matter most to you and will provide the greatest benefit for your company and customers. Whether you need simple invoicing or more advanced billing and payment capabilities, there are solutions to fit every budget and use case. Do some research, check reviews from other users, and take advantage of any free trials to find an invoicing app you’ll want to use for years to come. The right choice can save you time, minimize errors, and ensure you get paid quickly and efficiently. With the help of technology, you’ll be able to focus less on administrative tasks and more on growing your business.