Invoicing Software: What You Need to Know

In this article, we'll explore everything you need to know about invoicing software, from its benefits and key features to considerations for choosing the right solution for your business.


Jenifer Lie

With a keen eye for detail and a profound understanding of customer relationship management, Jenifer's eloquent writings navigate the intricacies of HubSpot, enlightening businesses on how to harness its potential for exponential growth and unparalleled success.

In today's digital age, efficient invoicing is essential for businesses of all sizes to maintain financial stability and streamline operations. Invoicing software has revolutionized the way companies manage their billing processes, offering a range of features to simplify invoicing, track payments, and improve cash flow management. However, with a plethora of options available in the market, navigating the landscape of invoicing software can be overwhelming. 

What is an invoicing program?

An invoicing program is software designed to help businesses generate and manage invoices for products or services provided to customers. These programs typically automate the process of creating invoices, tracking payments, and managing billing cycles. Invoicing programs may offer features such as customizable invoice templates, client management, payment reminders, expense tracking, reporting, and integration with accounting software. Using an invoicing program can streamline the invoicing process, reduce errors, improve efficiency, and provide better visibility into a business's financial transactions.

By the way,

FreshBooks is a cloud-based accounting software designed for small businesses and freelancers, offering features such as invoicing, expense tracking, time tracking, and financial reporting. It's known for its user-friendly interface and comprehensive functionalities tailored to the needs of service-based businesses.

Salesforce is a leading customer relationship management (CRM) platform that helps businesses manage their sales, marketing, and customer service processes. It offers a wide range of tools for lead management, pipeline tracking, customer communication, and analytics. is a flexible project management tool that allows teams to plan, organize, and track their work in a collaborative environment. With customizable workflows, task assignments, and progress tracking features, helps teams stay productive and aligned on their goals.

Pipedrive is a sales CRM software focused on helping sales teams manage their pipelines and close deals more efficiently. It offers features for lead tracking, sales forecasting, email integration, and performance analytics, empowering sales professionals to prioritize their efforts and drive revenue growth.

Each of these platforms plays a unique role in supporting businesses' operations, whether it's managing finances, nurturing customer relationships, coordinating projects, or driving sales success.

Basic features of invoicing software

Let's delve into more detail about the features and functionalities typically found in an invoicing program:

Invoice Generation

Invoicing programs allow users to easily create professional-looking invoices. They often provide customizable invoice templates that can be tailored to match the branding of the business. Users can input details such as the customer's name, contact information, an itemized list of products or services provided, quantities, prices, and any applicable taxes or discounts.

Automated Billing

Many invoicing programs offer automated billing features, allowing businesses to schedule recurring invoices for regular services or subscriptions. This helps streamline the billing process and ensures timely payments from customers.

Payment Gateway Integration

To facilitate payment collection, invoicing programs often integrate with various payment gateways such as PayPal, Stripe, Square, or traditional credit card processors. This enables customers to conveniently pay invoices online, and payments can be automatically recorded and reconciled within the system.

Client Management

Invoicing programs typically include features for managing client information and contacts. Users can store details such as client names, addresses, email addresses, and payment preferences. Some programs also allow for categorizing clients based on criteria such as industry, location, or payment history.

Expense Tracking

Some invoicing programs offer expense tracking functionality, allowing users to record business expenses incurred while providing products or services to clients. These expenses can then be associated with specific projects or clients and included on invoices for reimbursement.

Payment Reminders and Notifications

To help ensure timely payments, invoicing programs often include automated payment reminders and notifications. Users can schedule reminders to be sent to clients before or after invoices are due, reducing the need for manual follow-ups and improving cash flow management.

Reporting and Analytics

Invoicing programs may provide reporting tools that offer insights into the business's financial performance. Users can generate reports on metrics such as revenue, outstanding invoices, payment history, and client profitability. These insights help businesses make informed decisions and identify areas for improvement.

Integration with Accounting Software

Many invoicing programs integrate seamlessly with accounting software such as QuickBooks, Xero, or FreshBooks. This allows for efficient transfer of invoice data, payment records, and other financial information between the invoicing program and the accounting software, streamlining bookkeeping processes.

Overall, an invoicing program serves as a comprehensive solution for businesses to manage their invoicing and billing processes efficiently, saving time and reducing manual errors.

[Related Article: The Best e-Commerce Apps]

Types of billing software

There are several types of billing software available, each tailored to meet the specific needs of different businesses and industries. Here are some common types.

  • Invoicing Software: This type of software focuses primarily on generating invoices for products or services rendered. It typically includes features such as invoice customization, client management, and payment tracking.
  • Recurring Billing Software: Recurring billing software automates the process of billing customers on a regular schedule, such as monthly or annually. It's commonly used for subscription-based services, memberships, or retainer agreements.
  • Time Tracking and Billing Software: This software is designed for professionals who bill clients based on the time spent on projects or tasks. It allows users to track billable hours, create detailed timesheets, and generate invoices based on hourly rates.
  • Expense Management Software: Expense management software helps businesses track and manage expenses incurred during the course of operations. It can include features for capturing receipts, categorizing expenses, and reimbursing employees.
  • Medical Billing Software: Specifically designed for healthcare providers, medical billing software streamlines the process of submitting claims to insurance companies, managing patient billing information, and ensuring compliance with healthcare regulations.
  • Legal Billing Software: Legal professionals often use specialized billing software to track billable hours, manage client accounts, and generate invoices that comply with legal billing guidelines and requirements.
  • Enterprise Billing Systems: Large businesses and enterprises may require robust billing systems capable of handling complex billing processes across multiple departments or locations. Enterprise billing systems offer scalability, customization, and integration with other enterprise software solutions.
  • Online Payment Processing Software: While not strictly billing software, online payment processing solutions facilitate the collection of payments from customers through various channels, such as credit cards, electronic funds transfers, and digital wallets.
  • Accounting Software with Billing Features: Many accounting software packages include billing functionality as part of their broader suite of financial management tools. These integrated solutions offer seamless transfer of billing data between invoicing, accounting, and reporting modules.

The choice of billing software depends on factors such as the size and nature of the business, industry requirements, budget constraints, and specific billing needs. Businesses often select software that aligns closely with their workflows and offers features to streamline invoicing, billing, and payment processes effectively.

[Related Article: Multi-currency - CRM feature that will be useful for you]

The best invoicing software



Designed with small business services in mind, FreshBooks simplifies the invoicing process for you. This accounting software automates your invoicing, time tracking, expense management, financial reporting, and client collaboration activities, giving you more time to focus on building your business.

As a new user, you'll get a free trial where you can add time, expenses, create client profiles, and quickly generate and send your first invoice in seconds.

If you agree that time can be a scarce commodity, you'll be pleased to hear that on average, FreshBooks can save you a significant 16 hours per month. FreshBooks achieves this by replacing cumbersome payment calculation processes, as well as several other programs and tools, with one powerful software solution.

More than 10 million FreshBooks users manage their invoicing and accounting processes from start to finish. You can do the same. Sign up for a 30-day free trial today.

Invoice plane

Invoice Plane

Invoice Plane is an open-source invoicing software that provides essential services for managing invoices and clients. When designing Invoice Plane, the creators aimed to provide a user-friendly, reliable invoicing system, with a particular focus on self-employed users, freelancers, and small to medium-sized businesses.

This multilingual software solution has been downloaded over 100,000 times in 192 countries. It manages the entire invoicing cycle from top to bottom, including handling estimates and quotes, invoicing, clients, and payments.

You can customize themes and invoice templates to precisely match your payment cycle processes, workflows, and client expectations, and utilize any of the 25 online payment providers.

Hosting solutions are available. The creators suggest reviewing a demo version before installing Invoice Plane on your server.

AND.CO (Fiverr Workspace)

Introducing AND CO - an incredibly user-friendly invoicing solution, alongside a time and expense tracking app, meticulously crafted with freelancers and studios in mind. Available across the web, Android, and iOS platforms, AND CO offers absolute freedom - it's completely free, requiring no commitments, and you can securely store your credit card details in your wallet or purse.

But that's not all! AND CO goes beyond mere invoicing. It assists you in generating proposals, managing recurring payments, and streamlines task management, all in one versatile application. Trusted by over 100,000 businesses, AND CO is your all-in-one solution for efficient business operations.

Invoice Ninja

Invoice Ninja

Invoice Ninja - it's not just another software program; it's a suite of apps meticulously designed for freelancers to aid them in quoting and invoicing. This service comes completely free, just like the proposal template for crafting invoices and the creation tool itself.

Invoice Ninja seamlessly integrates with over 40 payment gateways, making transactions a breeze for both you and your clients. The package also includes a time tracking app, while Kanban boards assist in project management. With Invoice Ninja, managing your freelance business has never been more efficient.



Hiveage - a comprehensive invoicing, billing, and reporting program designed to keep you on top of your business finances. Hiveage empowers you to provide branded invoices to your clients, facilitating their payments by offering access to over ten online payment gateways.

But that's not all Hiveage offers! It also assists you in preparing estimates and project quotes. With Hiveage, you can save up to 80 hours per month, allowing you to focus more on growing your business.



Wave is a powerful invoicing platform designed to simplify the billing process for small businesses and freelancers. With Wave, you can effortlessly create and send professional invoices to your clients, helping you get paid faster. This user-friendly software allows you to customize invoices with your branding, track payment status, and send reminders for overdue invoices.

One of the standout features of Wave is its integration with payment gateways, allowing your clients to pay invoices online securely. Additionally, Wave offers robust reporting tools that provide insights into your business's financial health, including revenue tracking and expense management.

Whether you're a sole proprietor or a growing business, Wave's invoicing capabilities can help streamline your billing process and improve cash flow management. Plus, it's free to use, making it an accessible option for entrepreneurs looking to manage their finances effectively.



Recurly is a robust subscription billing platform trusted by businesses of all sizes, from startups to enterprise-level companies. It's particularly beneficial for contractors, freelancers, and businesses with subscription-based revenue models, such as SaaS companies, membership sites, and online publications.

One of Recurly's key features is its ability to automate recurring billing processes, saving businesses time and reducing the risk of errors associated with manual invoicing. With Recurly, you can set up flexible billing plans, manage pricing changes, and handle upgrades or downgrades seamlessly.

Recurly also prioritizes payment security and compliance, offering support for various payment methods and ensuring adherence to industry standards such as PCI DSS (Payment Card Industry Data Security Standard). Furthermore, Recurly provides integrations with popular accounting software, CRM systems, and payment gateways, allowing for seamless data transfer and enhanced functionality across your business ecosystem.

Stripe Billing

Stripe Billing

Stripe Billing is a comprehensive platform designed to streamline the billing process for businesses of all sizes.  One of the key features of Stripe Billing is its flexibility and scalability. Whether you're a small startup or a large enterprise, Stripe Billing offers customizable solutions to meet your specific needs. You can create subscription plans with different billing frequencies, trial periods, and pricing tiers, allowing you to tailor your offerings to your customers' preferences.

Stripe Billing also prioritizes security and compliance, providing robust data encryption and PCI compliance to protect sensitive payment information. With Stripe's secure infrastructure, businesses can confidently process payments and manage billing operations without worrying about data breaches or fraud.


Invoicing software serves as a vital tool for modern businesses seeking to streamline their billing processes and enhance financial efficiency. By automating invoicing tasks, tracking payments, and providing valuable insights into financial performance, invoicing software empowers businesses to focus on growth and customer satisfaction.

Whether you're a freelancer, small business owner, or enterprise-level organization, investing in the right invoicing software can yield significant benefits in terms of time savings, improved cash flow, and overall operational efficiency. By understanding your unique business needs and evaluating the features and capabilities of different invoicing solutions, you can find the perfect fit to support your invoicing and billing requirements for years to come.


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