Best Invoicing Software For Small Businesses in 2025

Whether you’re running a small business, a startup, or working as a freelancer, don’t spend excessive time managing your finances. You belong to a generation benefiting from the golden age of technologies and services that efficiently handle finances without data loss, ensuring accuracy, all within a pocket-friendly budget. This blog post focuses on the best invoicing software for small businesses.

What do you mean by ‘Best Invoicing Software for Small and Medium Businesses’?

When we talk about the “Best Invoicing Software for Small and Medium Businesses,” we’re basically chatting about super handy tools. These tools are like magic for smaller and mid-sized companies—they help create, organize, and shoot out invoices hassle-free.

They’re designed to be easy-peasy to use and come with cool features just for these types of businesses. So, keeping track of payments, managing client info, and even syncing with accounting systems?

Yep, they’ve got you covered! The best part? There’s a bunch of options out there, each with its own perks. It’s all about finding the one that fits your biz needs like a glove!

Best invoicing software for small businesses typically involves considering several factors:

1. User-Friendly Interface: Intuitive and easy-to-use software that doesn’t require extensive training to operate efficiently.
2. Customization: Ability to create personalized invoices tailored to the business’s branding and customer needs.
3. Features: Offering a range of functionalities such as recurring billing, expense tracking, payment reminders, and various payment options.
4. Integration: Compatibility with other essential tools or software commonly used by small businesses, enhancing workflow efficiency.
5. Cost-effectiveness: Balance between features offered and pricing, ensuring value for money without compromising on essential functionalities.
6. Customer Support: Accessible and responsive customer service to address queries or issues promptly.
7. Security: Ensuring robust data security measures to protect sensitive financial information.

It’s wise to opt for software that enables customized invoices based on your customers’ requirements. Additionally, seek out features within the software offering advanced functionalities such as recurring invoices, bill tracking, payment links, and both desktop and mobile compatibility. However, among the most popular options are;

Quickbooks

Quickbooks is accounting software that facilitates the management of business accounts and finances. Accountants choose this option over others because it makes entering data easier for them. Additionally, it also manages their other tasks, like time tracking, budgeting, inventory tracking, invoice sales tax management, bank reconciliation, and others. 

With a full feature set, this cloud-based accounting software assists small and medium-sized enterprises in efficiently managing their finances. Additionally, QuickBooks Online integrates with various third-party applications, providing businesses with a seamless and efficient accounting experience.

The reason why accountants opt for it for managing finances is that it has a user-friendly interface and calculates the sales tax based on the customer’s address. Additionally, accountants have the option of integrating invoicing with the reputed and most-known accounting system for small businesses. Furthermore, It is known for its extra-advanced features for customizing invoices. 

However, it comes with limited restrictions, like the fact that you can send a report up to 1.5 GB  (paid version), and it also does not have the option to backup and restore its data. On the other hand, reliable websites like the Google Play Store have given it favorable reviews. 

Why Quickbooks for Invoicing

• Cost: $15/month after 30 days of trial
• Payment Method: All digital modes
• Payment Cost: Depends on payment gateway
• Multiple Currencies? Yes
• Countries Served: 170+
• Rating Across Platforms: 4.8/5
• Beneficiaries: Small business owners, Freelancers and self-employed individuals, Startups, Established businesses, Accountants and bookkeepers, Individuals managing personal finances, Office managers.

Zoho Invoicing Software

Zoho, a renowned name in the software market, comes with free and customizable plans with professional templates. It allows you to send invoices to your clients with its easy-to-use interface. 

Its built-in time tracking option eases project management and expense tracking, including receipt scanning tasks. Customers can check their finances through self-service portals with automatic service approvals.

The part where Zoho lacks is that it is an integrated payroll solution, its accounting and invoicing software works best for freelancers, small businesses, and entrepreneurs with no employees.

Why Opt for Zoho Invoicing Software

• Cost: Free (up to 1,000 invoices per year)
• Payment Method: All digital modes
• Payment Cost: Depends on payment gateway
• Multiple Currencies? Yes
• Free Trial
• Countries Served: 160
• Rating Across Platforms: 4.8/5
• Beneficiaries: freelancers, LLC businesses, small businesses, photographers, travel and tourism, and others.

Square Invoices

It is possible to arrange for daily, weekly, monthly, or annual billing recurrences with Square invoices. It allows you to charge your customers according to their plan. You can use Square Invoicing Software to ask for payment in advance for a portion of your invoice as a deposit and schedule a different due date for the remaining amount. 

With its automated invoice billing and real-time tracking options, you can expedite payments by storing customers’ payment cards in a customer directory (only with their permission). In addition, customers also get automatic payment reminders before, on, or after due dates and also send one-time reminders if needed.

In its items library, you can create items and services for your invoice. Also, when you add goods or services to your invoice, you can set taxes and discounts that are automatically applied. It eases the burden of maintaining documentation of non-digital payments, such as issuing receipts for cash, checks, and other payments.

Using the Square Invoices app or your online Square Dashboard, you can directly resolve issues with refunds for payments.

• Cost: Free, Unlimited invoicing, estimates, and contracts
• Payment Method: All digital modes
• Payment Cost: Depends on payment gateway
• Multiple Currencies? Yes
• Free Trial: 30 days
• Rating: 4.9/5
• Integrated With: Xero, FreshBooks, QuickBooks, Bench, PandaDoc, Jotform, and many more

Chargify Now, Maxio

In a matter of minutes, start using Maxio (Chargify) to launch your self-management subscription billing portal. It helps businesses automate recurring bills and is widely used by B2B SaaS companies to collect clients’ monthly payments. 

Beyond that, you can also avail of subscription management, flexible automated billing, ad-hoc invoicing, and revenue retention tool services free of cost and in some cases, you need to pay a very reasonable amount of money. Furthermore, the Chargify platform integrates with more than 850 applications. 

It provides an API and allows you to customize invoices through Tax Calculator, Dunning Management, Quotes (Estimates), Payment Processing, Recurring (Subscription Billing), Online Payments and Invoicing, Invoice History, Hourly Billing, Customizable Invoices, and more.

• Cost: Free for Admin Portal
• Payment Method: All digital modes
• Payment Cost: Depends on payment gateway
• Multiple Currencies: Yes
• Free Trial: 30 days
• Rating: 4.9/5
• Integrated With: Salesforce, Quickbooks, Zendesk, MailChimp, and more

Invoice Ninja

Invoiceninja is a free, open-source invoicing, expenses, & time-tracking app for small businesses and freelancers. It allows users to create professional invoices, track expenses, manage payments and customers, and monitor work with time-tracking features. 

Additionally, you can also avail of services like Customizable invoice templates with the ability to add a logo, recurring invoices for regular billing of clients, Tracking of billable tasks & expenses, reports of invoices, expenses, payments, etc. Multi-user accounts with separate logins 

This software is best suited for freelancers, small companies, professionals, and more. You can streamline your accounting, billing, and payment processes without risking late or missed payments. 

Because of its open-source nature, developers can also make custom modifications if needed. Invoiceninja can be self-hosted on-premise or used via the cloud. There are free and paid subscription options available based on usage needs.

• Cost: Free allows up to 20 clients with unlimited invoicing
• Payment Mode: Online payment collection via credit card, PayPal, or Multi-Currency
• Integration with: Slack, Stripe, etc
• Rating: 4.9/5
• Offerings: Mobile Invoicing app, API, self-hosted invoicing, 
• Beneficiaries: Freelancers, consultants, contractors, small-business,

Xero

Xero offers an online cloud-based accounting and bookkeeping platform intended for small businesses. Core features enable users to track income and expenses, manage invoices, run payroll, reconcile bank transactions, and perform other accounting tasks. The system automatically updates financial reporting in real time. 

Among the specific features this state-of-the-art software offers is the ability to create, customize, and automatically reconcile invoices. Get online forms, recurring billing, and automatic payments. Integrates with Stripe and PayPal.  

Additionally, you can take pleasure in the straightforward processing of bank reconciliations, expense claims, and the submission, approval, and payment of employee costs. Real-time customizable reports on cash flow, profit and loss statements, accounts payable and receivable, and other financials manage payments, taxes, and super contributions across several nations, Manage accounting activities on iOS and Android devices, Monitor project duration, costs, and client invoices. 

• Cost: Free 30 days, with basic facilities
• Payment Mode: Online payment collection via credit card, PayPal, or Multi-Currency
• Integration with: Slack, Stripe, etc
• Rating: 4.7/5
• Offerings: Mobile Invoicing app, API, self-hosted invoicing, 
• Beneficiaries: accountants, bookkeepers, and small and medium businesses. 

Freshbooks

Freshbook, an accounting and invoicing software is best suited for small and medium businesses. This advanced invoicing software is suitable for all business needs and allows its users to manage and customize recurring invoices, invoice templates, and time-tracking tools with the integration of over 100 apps. 

Additionally, you also get a chance to create to prepare tailored professional client invoices. This invoice and billing software sends automatic payment reminders so that you can avoid late fee charges and manage invoices. 

You can access this software, online from desktop as well as from mobile devices. Furthermore, you can set up automation for emails and payments by adding quotes for deposits. Its cutting-edge features allow you to track revenue on an hourly basis. You can avail of its services like unlimited proposals, bank reconciliation, and accountant access at reasonable prices. 

• Cost: $17 to $55 With a 30-day free trial. 
• Payment Mode: Online payment collection via credit card, PayPal, or Multi-Currency
• Rating: 4.8/5
• Beneficiaries: freelancers, consultants, contractors, small businesses, and medium businesses. 

FAQs on Invoicing Software for Small Businesses

What features should I look for in invoicing software for small businesses?

Look for features like automated invoicing, customizable templates, expense tracking, payment integration, reporting tools, and cloud-based access to ensure flexibility and efficiency.

Is free invoicing software sufficient for small businesses?

Free invoicing software can be a good starting point for small businesses with limited needs, but premium options often offer advanced features like recurring payments, integrations, and better support that can save time and effort in the long run.

How does invoicing software improve cash flow management?

Invoicing software helps automate billing, send payment reminders, and track overdue invoices, ensuring timely payments and better cash flow management.

Can invoicing software integrate with accounting tools?

Yes, most modern invoicing software integrates seamlessly with popular accounting tools, helping streamline financial processes and reducing manual data entry.

What security measures should invoicing software have?

Choose software with robust security features, including data encryption, secure payment gateways, and GDPR compliance, to protect sensitive business and client information.

That’s Wrap

In this write-up, we have tried to showcase the best invoicing software for small and medium businesses as well as for freelancers. Since every business has different needs, select the software based on factors like cost, usability, availability of customer support, and so forth.

Though this software is easy to use, however, if you are an entrepreneur, you should prioritize developing plans for growing your company. Rest; you can leave all your worries about managing finances to the offshore accountant. 

About Us

Invedus Outsourcing leads the way in offshore financial solutions for small businesses, offering comprehensive services in billing, accounting, tax, and more. Trust our expertise to streamline your financial operations and elevate your business in 2025. Contact us today.