Our team used to waste hours switching between spreadsheets, email threads, and half-baked tools. And that’s just to send one invoice and remind someone to pay it. It made us look unorganized, and honestly, we felt it too.
Then we switched to the best invoicing software for small businesses. Well, not the clunky corporate kind. Rather simple tools that help to bill clients, track payments, and look professional
Inside, we’ll walk you through what actually matters when picking the best invoicing software for small business needs. You’ll see which features actually help, what to avoid, and a few tools that are worth trying.
Quick List of Top Invoicing Software for Small Business
Here’s a fast, no-fluff guide to help you pick the invoicing tool that fits your workflow, payment needs, and client setup best.
- Agency Handy: Best for small businesses needing white-label branding, automated billing, and client management tools.
- QuickBooks: Good for finance-focused teams needing reports and live bank sync.
- FreshBooks: Ideal for freelancers who bill hourly and want easy time tracking.
- Wave: Best for solo owners wanting clean invoicing with zero monthly cost.
- Square Invoices: Good for service businesses needing built-in payments and batch invoicing.
- Zoho Invoice: Best free pick with automated billing, reminders, and global currency support.
6 Best Invoicing Software for Small Business: A Quick Comparison Table
We selected the best invoicing software for small businesses by evaluating their features, ease of use, affordability, and overall value. Here’s a quick comparison of the top tools —
| Platform | Recurring Billing | Automated Invoicing | Transaction Fees | Payment Reminders | Multi-Currency Support |
| Agency Handy | ✅ | ✅ | None | ✅ | ✅ |
| QuickBooks | ✅ | ✅ | 2.9% card or 1% bank transfer | ✅ | ✅ |
| FreshBooks | ✅ | ✅ | 2.9% + $0.30 card or 1% ACH | ✅ | ✅ |
| Wave | ✅ | ✅ | 2.9% + $0.60 card or 1% ACH | ✅ | ❌ |
| Square Invoices | ✅ | ✅ | 2.9% + $0.30 online or 1% ACH | ✅ | ❌ |
| Zoho Invoice | ✅ | ✅ | Only gateway fees | ✅ | ✅ |
Best Invoicing Software for Small Businesses to Streamline Billing
We picked these six tools after trying out 20 others. Throughout the process, we focused on recurring billing, flexible payment options, templates you can modify to fit your brand, and easy integration with payment gateways.
1. Agency Handy
Agency Handy is a white-label client portal created to make client invoicing and billing easier for small businesses. You’ll find a range of invoice templates you can customize to fit your brand’s look. It keeps your documents clean, consistent, and on-brand without extra effort.
When it comes to payment setups, Agency Handy offers a one-time charge, a recurring subscription, or a multi-part installment plan. Plus, you get an automated reminder system to deal with overdue invoice problems and solutions.
- For one-time invoices, reminders are sent 1 and 3 days after the payment due date.
- For subscription payments, clients are reminded 7 days and 1 day before the due date, and again 3 days after.
Moreover, you can connect it with payment gateways like Stripe, PayPal, Wise, or even process payments manually through bank transfers. It also lets you send invoices in multiple currencies, which is great if you’re working with clients abroad.
You can also customize your workspace to reflect your brand. Add your logo, brand colors, custom domain, and email setup. It gives your invoicing process a professional look that builds trust with your clients.
Along with invoicing, Agency Handy gives you built-in tools for managing orders, tracking tasks, and staying in touch with clients. It’s built for small businesses that want everything from billing, client communication, to project updates in one place.
Key Features of Agency Handy
Agency Handy offers tools to simplify client management, invoicing, and task management. Here’s a breakdown of its most useful features —
Billing and Invoicing
When a client places an order, the system can generate an invoice automatically. You can also create invoices manually and connect them to specific orders. Choose between one-time billing or set up recurring payments based on your service model.
Plus, it supports multiple currencies and calculates totals for you, factoring in taxes, discounts, and any added services. Besides, clients can pay using PayPal, Stripe, Wise, or a direct bank transfer.
On top of that, you can set up automatic payment reminders and mark invoices as paid manually if needed. Subscription reminders are sent 7 and 1 day before due dates and 3 days after. For regular invoices, reminders are sent 1 and 3 days after.
Lastly, you can save the invoice as a draft, make changes, or send it when you’re ready.
Tax Configuration
Agency Handy simplifies tax management. You can define tax rates by country, state, or ZIP code, and apply either inclusive or exclusive taxes. The system automatically calculates tax after applying discounts or coupons and includes it in the total, even when add-ons are involved.
Whether you’re handling flat national rates or region-specific rules, the setup ensures compliance with minimal effort.
Coupons
The Coupons feature helps you run discount campaigns without needing external tools. You can create both percentage-based and fixed discounts, limit how many times they can be used, and set expiry timelines.
You can also use these coupons for certain services or clients, even limit them to first-time buyers. It’s a smart way to attract new customers while retaining customer.
CRM & Lead Management
Agency Handy gives you a full sales pipeline to track leads from the first contact to signed client. You can segment leads by source, deal size, status (like “Proposal Sent” or “Negotiation”), and assign them to specific agents.
After conversion, each client gets a complete profile with their order history, invoices, support tickets, and past conversations.
Team Collaboration and Communication
Instead of jumping between tools or email threads, your team can manage tasks and files together. Clients can see progress, approve work, and leave comments right where the task lives. It keeps everyone in sync without extra noise.
File Feedback
You upload a file, your client clicks, and leaves comments right on PDFs, images, videos, and links. Clients can draw, highlight, or type a quick note. Moreover, you can upload multiple versions and track changes over time.
Time Tracking
Start a timer when you begin working, or enter hours manually if you forgot to track. Add notes to explain what was done, and everything gets saved to a timesheet.
You can filter logs by team member, task, or service to spot trends, track workloads, or report time to clients. It’s especially useful if you’re billing by the hour or need to show proof of work.
Order Management & Task Tracking
Agency Handy automatically creates an order record when a service is purchased. Clients can also request specific tasks for their order.
Agency Handy automatically creates an order record when a service is purchased. You can break the work into smaller tasks, assign them to team members, and set priorities. Here, Agency Handy’s visual Kanban board helps you to monitor the progress.
Multi-Package Service Catalog
The multi-package service catalog lets you create multiple package tiers. You can set specific prices, display price ranges, and group related services to help clients browse more easily. You can even add trial periods & FAQs to each service.
With coupon creation and management, Agency Handy also allows you to offer discounts to attract more clients. Moreover, you can showcase your catalog publicly, share a direct link, or embed it right into your website.
Intake and Order Forms
Instead of chasing clients for information, you can collect everything upfront through custom-built forms. These forms ask for project goals, deadlines, budgets, or add-ons, and once submitted, the order details are automatically logged in the system.
You can also view extra service requests, upload client attachments, and export the data to Excel or CSV for reporting.
Your clients will see intake forms before or after buying. On the other hand, order forms drive upsells by offering optional upgrades right at checkout.
Reporting and Analytics
The reporting dashboard provides real-time insights into your business. You can track revenue, completed orders, open tickets, and team performance over the past 30 days to make informed decisions.
Secure Access Control
You decide who sees what. Assign team members roles like Admin, Manager, or Assignee. Each comes with different permissions. This way, your accountant doesn’t see project comments, your designer doesn’t touch billing, and your data stays clean and safe.
Ticketing System
With Agency Handy’s built-in ticketing system, clients can submit requests straight from their dashboard.
You can assign each ticket to the right teammate, set deadlines, and add internal notes. Every ticket keeps a full history of updates and replies, so you never lose track of what’s been said or done.
Workspace Customization
Customize your workspace with your logo, brand colors, and custom domain. Add a personalized client portal sign-in message, attach files, or include specific instructions for clients to maintain professionalism.
Agency Handy makes managing your business efficient and simple. From CRM to invoicing, it’s a comprehensive solution that streamlines your workflow and enhances client satisfaction.
Embedded Apps
You can embed tools like Google Docs, Figma boards, or YouTube videos right into your workspace. That means fewer tabs open, no lost links, and one shared space where both your team and your clients can access what they need.
Pros of Agency Handy
- One-to-one migration support to onboard easily.
- Granular control over coupon access to customers.
- Trial periods can be offered for service listings.
- The user-friendly platform ensures easy navigation for all.
- A dedicated support team to promptly resolve any concerns.
- Affordable plans that fit agencies of all sizes.
Agency Handy Pricing
Agency Handy offers 3-tier pricing plans for both monthly and annually:
| Pricing Tier | Monthly Price | Annual Price | Users | Features |
| Freelancer | $19 | $13 | 1 | Unlimited ClientsCustom BrandingTask ManagementCustomizable Invoicing TemplatesNotes, Client & Internal Team ConversationsClient Approval |
| Team Starter | $99 | $66 | 10 | |
| Business Pro | $199 | $133 | 30 |
What People Say About Agency Handy?
Rating on Capterra: 5 out of 5
“Agency Handy is an all-in-one solution that has streamlined our operations, improved client satisfaction, and boosted team productivity.” – Priyanka P.
Rating on G2: 5 out of 5
“It helps me sell my services with ease. Also, you can collaborate with your team in serving your customers within the platform.” – Franklin N.
Rating on Product Hunt: 5 out of 5
“If you are handling multiple clients or an agency, try it out. One of the best solutions to manage everything in one place.” – KH Sayed
Rating on Trustpilot: 3.8 out of 5
“I am extremely satisfied with Agency Handy. It has streamlined our client management process and has become an essential tool for our business operations.” – Vikas Patil.
Why Should You Choose Agency Handy for Invoicing?
Clients and businesses have unique needs when it comes to invoicing, and Agency Handy addresses them all effectively. Here’s how:
| Common Issues in Invoicing for Small Businesses | How Agency Handy Solves Them |
| Awkwardness of chasing payments | Sends automatic payment reminders |
| Lack of Branding Options | Fully customizable invoices |
| Limited Payment Flexibility | Supports one-timeInstallmentRecurring |
| Few Payment Methods | Accept Stripe, Wise, PayPal, and manual banking. |
| Tax miscalculations | Auto tax setup by region, with inclusive/exclusive logic |
| No built-in way to offer discounts | Invoicing-integrated coupon engine with rules and limits |
| Difficulty Handling Global Clients | Support multi-currency |
| Incomplete Billing Details | Provides detailed invoices, partial payments, and milestone billing for precision. |
2. QuickBooks
QuickBooks makes invoicing easier with tools like its invoice builder and live bank sync. You can create an invoice, add a product, set payment terms, and send it. Additionally, it tracks profitability, allowing you to keep a close eye on their financial health.
You’ll find customizable templates helpful if branding matters. Just set layouts, drop in personal messages, and make it yours. Moreover, QuickBooks supports Apple Pay, ACH transfers, cards, PayPal, and Venmo. However, you’ll need to budget for 2.99% card fees and 1% on bank transfers.
On mobile, the Intuit Assist tool lets you snap a photo of a handwritten order and auto-fill it into an invoice. Once set up, you can track payments, follow overdue invoices, and keep things moving.
That said, it’s not all smooth sailing. As one user on Reddit, @dee_lio, put it: “The only thing worse than QBO is the paid-for ‘experts’ within the program.” Others echo frustrations with support delays and integration bugs, especially if you’re relying on external tools.
Still, for freelancers and small teams who just want a central place for invoicing, payments, and reports, QuickBooks gets the job done.
Key Features of QuickBooks
Managing your business finances can feel overwhelming, but QuickBooks Online simplifies the process with these standout features:
- Customizable Invoicing: Design professional invoices that reflect your brand by adding your company logo and customizing details.
- Automated Bank Feeds: Link your bank accounts and credit cards to QuickBooks for effortless transaction syncing.
- Inventory Management: Monitor stock levels, set reorder alerts, and oversee inventory across different locations.
- Track Expenses: Link bank accounts and automatically import transactions to categorize and monitor spending with minimal manual input.
- Generate Financial Reports: View profit and loss, balance sheets, and cash flow statements to analyze your business’s financial health.
- Build Customer Profiles: Save customer contact details, payment terms, and tax settings to simplify future invoicing and communication.
- Create Product/Service Listings: Add non-inventory items or services, set prices, and assign income accounts for accurate sales tracking.
- Set Automation Rules: Apply custom rules to auto-categorize recurring transactions to improve accuracy and reduce manual work.
- Capture Receipts: Use the mobile app to snap and attach receipts to transactions for keeping expense documentation in one place.
- Use Intuit Assist (AI): Scan photos to auto-create invoices and bills using extracted data, then review for quick confirmation.
- Connect Bank Accounts: Sync with major banks to pull real-time transactions to enable faster reconciliation and financial tracking.
- Track Sales Tax: Configure automated sales tax calculations based on location-specific rates, ensuring compliance with local laws.
- Handle Payroll (Optional Add-On): Process payroll, manage tax filings, and generate pay stubs with available paid subscription options.
- Categorize Transactions: Assign vendors and categories to transactions for accurate reporting, with AI-powered suggestions based on history.
Pros of QuickBooks
- Accessible from anywhere with cloud-based login
- Automates key tasks like invoicing and reconciliation
- Supports multi-user access with custom permissions
- Offers reliable financial reporting and forecasting tools
- User-friendly interface for most small business needs
- Strong ecosystem with an accountant and bookkeeper support
Cons of QuickBooks
- Customer support often slow or unhelpful
- Not ideal for manufacturing or advanced inventory use
QuickBooks Pricing
QuickBooks has a four-tier pricing system with annual and monthly payment options. Here are the details:
| Plan | Price (First 3 Months) | Major Features |
| Simple Start | $3.50/mo (then $35/mo) | Track income & expenses 3.00% APY banking Tax deductionsInvoicesReceipts |
| Essentials | $6.50/mo (then $65/mo) | Everything in Simple Start + time tracking3 usersBill payMultiple currencies |
| Plus | $9.90/mo (then $99/mo) | Everything in Essentials + inventory, 5 usersProject tracking |
| Advanced | $23.50/mo (then $235/mo) | All features + 25 users Advanced reportingWorkflows Data restorationTraining |
There is a free trial for 30 days, and every plan includes free 30-day expert help, bookkeeping automation, and tax support.
What Do People Say About QuickBooks?
Rate on Capterra: 4.3 out of 5
“All of our financial records, including bookkeeping, accounting, payroll, and budgeting, are maintained in QuickBooks Online.” – Laura H.
Rate on G2: 4 out of 5
“QuickBooks Online makes it easy to track income, expenses, and invoices all in one place. Once you get the hang of it, the automation features save a ton of time. They have great chat support and features.” – Lauren K.
3. FreshBooks
If you’re billing clients regularly, FreshBooks makes it easy with built in recurring invoices and automatic payment reminders. You can send polished, branded invoices in minutes. Add your logo, tweak the layout, include a custom note, and you’re done.
Plus, your clients can pay online using a card, bank transfer, or Apple Pay. Meanwhile, FreshBooks automatically matches payments to the right invoice and sends out receipts.
It also offers automated billing, allowing you to set up recurring invoices and payment reminders. In addition, you can track expenses using its bank sync, smart auto-categorization, and mobile receipt scans.
Beyond invoicing, FreshBooks gives you useful tools for time tracking and project management. You can track billable time as you work, pull that time into an invoice instantly, and keep tabs on your team’s hours. There’s also a client portal where customers can review invoices or leave feedback.
That said, it’s not without its downsides. There’s no bulk invoicing and report customization is limited. VeePre from Reddit also complaints, “It used to be my go-to. But now they have this annoying new security feature that requires 2-step authentication every damn time you log in.”
Key Features of FreshBooks
FreshBooks is a versatile invoicing and accounting software tailored to small businesses and freelancers.
- Customizable Invoicing: Create branded invoices using customizable templates, colors, layouts, add your logo, and adjust details.
- Automated Billing: Set up recurring invoices and automated payment reminders to ensure consistent cash flow.
- Expense Tracking: Easily categorize and track expenses with automated bank feeds, receipt scanning, and multi-currency support.
- Time Tracking: Track billable hours within the platform and integrate them into your invoices.
- Automated Tax Preparation: Categorize expenses with tax-friendly labels and generate detailed tax reports to simplify tax filing.
- Financial Reporting: Generate essential financial reports such as profit and loss statements, cash flow summaries, and balance sheets.
- Build User Roles and Permissions: Add team members as employees, contractors, or accountants with defined access and responsibilities.
- Client Portal: Offer clients a secure portal to view invoices, track project updates, and make payments.
- Project Management: Track projects, assign tasks to team members, and monitor budgets within the platform.
- Payroll Management: Manage payroll for your employees and contractors with automated tax calculations, direct deposits, and compliance tools.
- App Integrations: FreshBooks connects with over 100 third-party apps, including PayPal, Stripe, Mailform, Shopify, Gusto, etc.
- Monitor Profitability Per Project: Access widgets and reports that show income, costs, and unbilled hours across each client or job.
Pros of FreshBooks:
- Easy to use, even without accounting experience
- Clean, intuitive interface for quick daily tasks
- Great customer support with helpful onboarding
- Professional invoicing and payments in one place
- Strong mobile app for managing work on-the-go
- Saves time with automation and smart workflows
Cons of FreshBooks:
- Problems with electronic payment options
- Limited report customization and depth
FreshBooks Pricing
FreshBooks keeps things flexible with a variety of pricing plans.
| Plan | Monthly Price (First 4 Months) | Yearly Price | Key Features |
| Lite | $8.40/month | $176.40/year | Invoice up to 5 clientsTrack expensesEstimatesACH & card paymentsTax reports |
| Plus | $15.20/month | $319.20/year | Invoice up to 50 clients ProposalsReceipt scanning Accountant accessFinancial reports |
| Premium | $26.00/month | $546/year | Unlimited clientsProject profitabilityCustomizable emailsLine-item receipts |
| Select | Contact for pricing | Contact for pricing | Everything in PremiumLower feesDedicated supportData importBrand removal |
Each plan also lets you add —
- Team Members ($11/month per user)
- Advanced Payments ($20/month — free in Select)
- Payroll ($40/month + $6/user)
You can start with a free trial or buy right away with a 30-day money-back guarantee.
What Do People Say About FreshBooks?
Rate on Capterra: 4.5 out of 5
“I record my time and expenses and it automates everything else.” – Josh G.
Rate on G2: 4.5 out of 5
“FreshBooks is incredibly user-friendly — perfect for those without an accounting background. The invoicing system is clean and customizable, with options to automate recurring invoices and send reminders for overdue payments” – Ashish S.
4. Wave
If you’re running a small agency, Wave’s free invoicing feature is one of the easiest ways to look professional without piling on overhead. You can send sleek, branded invoices, set up recurring billing, and get paid by card or bank from one place.
What makes it more helpful is the simplicity. You can use its drag-and-drop templates add your logo and colors. Plus, clients can pay using credit cards, ACH, or Apple Pay. Well, funds usually show up in 1 to 2 days (or 1 to 7 for bank transfers).
On top of that, there are no hidden fees. You can either expect 2.9% + $0.60 per card payment or 1% for ACH (minimum $1). Wave also handles repeat work well. You can automate invoices and follow-up reminders so you’re not constantly chasing down payments.
That said, it’s not perfect. There’s no time tracking, no client portal, and support can be painfully slow, even for paying users. As Redditor u/Raven21X put it, “I’ve been with them since beta… but after 80+ days without payroll support, I’ll never use a paid Wave service again.”
Features of Wave
Wave is an all-in-one financial management solution designed specifically for small businesses and freelancers.
- Invoicing: Create branded invoices in minutes with custom logos and colors, then send them to clients from desktop or mobile.
- Online Payments: Enable customers to pay invoices instantly using credit cards, secure bank payments (ACH/EFT), or Apple Pay.
- Integrated Accounting: Wave smoothly integrates invoicing, payments, and expense tracking into its free bookkeeping software.
- Receipt Scanning and Organization: Easily scan or upload unlimited receipts via the mobile app, desktop, or email.
- Recurring Billing: Set up automatic invoices and credit card charges for repeat customers, reducing late payments and follow-ups.
- Payroll Management: Simplify payroll with features to pay employees and contractors, generate W2 and 1099 forms, and automate tax filings in select U.S. states.
- Estimate Generation: Create detailed estimates with customizable templates, track their status, and convert them into invoices instantly.
- Notifications: Know exactly when invoices are opened, due, or paid so you can act quickly to manage your cash flow.
- Financial Reporting: Track cash flow, profit and loss, and account balances to make informed decisions and spot trends.
- Customer Management: Keep all customer information in one place, including contact details, payment history, and communication records.
- Secure Payments: Ensure PCI-compliant, encrypted transactions with a “Pay Now” button embedded directly in your invoices.
Pros of Wave
- Free core features ideal for small business budgets
- Clean, simple interface that’s easy to navigate
- Smooth invoicing and payment tracking tools
- Cloud-based access with automatic bank syncing
- Auto-categorizes transactions with Pro Plan
- Easy integration with Wave’s bookkeeping
Cons of Wave
- Bank connection availability depends on location.
- Processing fees for online payments apply.
Wave Pricing
Wave offers transparent, budget-friendly plans that grow with you.
Here’s a clear breakdown of what you get:
| Plan Name | Price | Major Features |
| Starter | Free | Unlimited invoices, estimates, and billsAccept online payments (2.9% + $0.60 per card / 3.4% + $0.60 Amex)Mobile invoicingDashboard to track cash flow & customers |
| Pro (Monthly) | $16/month | Everything in StarterLower payment fees (2.9% + $0 / 3.4% + $0 Amex)Auto-import & categorize bank transactionsUnlimited receipt captureExpense trackingLate payment reminders |
| Pro (Annual) | $170/year (Save $22) | Same features as Pro (Monthly) but billed annually |
What Do People Say About Wave?
Rate on Capterra: 4.4 out of 5
“I’ve used Wave for 5 years. It’s very easy to use and can help process payroll, send invoices and keep track of expenses.” – Amanda J.
Rate on G2: 4.6 out of 5
“It is so easy to create bills and automatically send them, duplicate past bills, and set automatic reminders. There are other offerings I don’t currently take advantage of, but for what I use it for it’s brilliant.” – Elli C.
5. Square Invoices
If you’re looking for a simple way to get paid faster, Square Invoices delivers with built-in payment processing and automated reminders. Creating branded invoices takes minutes. You can apply discounts, set payment terms, and use templates to keep things consistent.
If you work with retainer clients, recurring billing is baked in. Payments are handled through Square’s gateway and support all the essentials, including credit cards, Google Pay, Apple Pay, ACH transfers, and debit cards.
You can also ask for deposits and offer payment plans when needed. Now, agencies will find the customer directory and project tracking especially useful. You can track invoice views and payments in real time.
If you need to send the same invoice to a group of clients, you can use batch invoicing. It syncs easily with other Square tools like POS and inventory. But it’s not perfect. You won’t find multi-currency support or deep customization options for invoice templates.
Still, the pricing model is attractive, no monthly fee, just a transaction cut (usually 2.9% + 30¢). But that adds up, especially at volume. As Reddit user u/Digitial-Panda put it, “This is why I’m here. I’m also going to be switching to another provider.”
Key Features of Square Invoices
Square Invoices simplifies billing with professional tools, flexible payments, and seamless project management features.
- Customized Invoices: Create professional invoices with your logo, colors, and custom fields for a white-labeled experience.
- Batch Invoicing: Send the same invoice to multiple clients simultaneously, saving time on repetitive billing tasks.
- Offline Mode: Create and edit invoices without an internet connection as changes sync once you’re back online.
- Flexible Payment Options: Accept payments via credit cards, Apple Pay, Google Pay, ACH bank transfers, Afterpay, Cash App, or in-person payments using Square hardware.
- Recurring Billing: Automate repeat invoices on a schedule to reduce manual work and ensure steady cash flow.
- Automated Reminders: Send scheduled email alerts to prompt clients to pay before, on, or after the due date.
- Payment Tracking: Track the status of invoices, from delivery to payment, in real time on desktop or mobile devices.
- Discounts and Taxes: Automatically apply preset taxes or offer percentage-based discounts directly within the invoice builder.
- Project-Based Payments: Create milestone or phase-based payments with flexible schedules and deposit request options.
- Auto-Convert Estimates to Invoices: Automatically convert approved estimates into invoices to simplify the payment process.
- Project Management Workspace: Track open and completed projects, organize files, and manage payments from a centralized workspace.
- Powerful Reporting: Access insightful reports on cash flow, employee performance, and service profitability to make data-driven decisions.
- Integration with Square Ecosystem: Seamlessly integrate with Square Point of Sale, Virtual Terminal, Appointments, Online Store, and third-party tools like QuickBooks and FreshBooks.
- Accounting Integration: Sync Square Invoices with tools like QuickBooks Online or Xero to streamline financial reporting.
Pros of Square Invoices
- Smooth integration with Square’s POS and payment tools
- Clean, intuitive interface for fast invoice creation
- Supports mobile access and invoicing on the go
- Offers automated reminders and recurring billing options
- Easy to customize with logos and brand colors
Cons of Square Invoices
- No support for multi-currency invoicing
- Milestone billing requires a Plus subscription.
Square Invoices Pricing:
Square invoices has a free plan that will fit most small businesses and paid plans that offers more advanced features. Here are the details.
| Plans | Monthly Cost | In-Person Fee | Online Fee | ACH Transfer Fee |
| Square Free | $0 | 2.6% + 15¢ | 3.3% + 30¢ | 1% (minimum $1) |
| Square Plus | $49 per location | 2.5% + 15¢ | 2.9% + 30¢ | 1% (min $1, $10 cap) |
| Square Premium | $149 per location | 2.4% + 15¢ | 2.9% + 30¢ | 1% (min $1, $10 cap) |
| Square Pro | Custom (Talk to Sales) | Negotiable | Negotiable | Negotiable |
What Do People Say About Square Invoices?
Rate on Capterra: 4.7 out of 5
“I love that I can easily convert our restaurant/bar tabs to invoices or have customers pay their invoice through our point of sale.” – Abbey W.
Rate on G2: 4.7 out of 5
“It’s really easy to navigate. If you already use Square for payments or POS, everything integrates seamlessly, saving you time.” – Kaitlyn E.
6. Zoho Invoice
When it comes to invoicing software for small business free, Zoho Invoice excels without adding its own transaction fees. You’ll only pay whatever your payment provider (like Stripe or PayPal) normally charges, nothing extra on Zoho’s end.
As Reddit user MisRandomness put it, “I use Zoho Invoice and love it! Free, no processing fees from them… You can integrate Square and Stripe and even have a customer portal.”
It’s easy to build and send invoices that look sharp and feel professional. You can set them up for one-time use or recurring billing. Just plug in your service details, adjust taxes or discounts if needed, and Zoho handles the math.
There’s also a built-in client portal, where customers can view their invoices, track payment history, and pay online anytime. If your work is time-based, you’ll appreciate the time tracking. You can log hours per project and turn them into invoices in just a few clicks.
Plus, for businesses that deal internationally, Zoho supports multicurrency billing with real-time conversion. Behind the scenes, you get live dashboards, clean reports, and filters to track what’s paid and what’s still pending.
Above all, it connects with tools like Zoho Books, Zoho CRM, QuickBooks, and even Google Workspace to keep everything in sync.
Features of Zoho Invoice
Zoho Invoice is a free, feature-rich invoicing software tailored for small businesses and freelancers. It simplifies billing, tracks expenses, and manages projects:
- Create Invoices: Generate one-time or recurring invoices with custom templates, brand colors, and client-specific settings.
- Customizable Invoices: Edit layout, add your logo, modify colors, and tailor invoice fields to match your business identity.
- Recurring Invoices: Automate recurring payments with scheduled invoices. Set the frequency and duration, and let Zoho Invoice handle the rest.
- Schedule Invoices: Choose a future date to send invoices automatically, ensuring timely billing without manual follow-up.
- Payment Reminders: Send automatic, friendly reminders to clients for upcoming or overdue payments to maintain a healthy cash flow.
- Expense Tracking: Log and categorize your expenses effortlessly. Turn billable expenses into invoices for easy reimbursement.
- Track Payments: Monitor invoice status in real-time, mark invoices as paid, and send gentle reminders for overdue payments
- Time Tracking: Track billable hours for projects directly within the platform. Convert logged hours into accurate invoices for your clients.
- Project Management: Manage project times heets and link tasks with specific invoices. Collaborate with teams to ensure smooth project execution.
- Client Portal: Let clients view, pay, and download invoices, quotes, and statements from a self-service portal.
- Use Digital Signatures: Secure invoices and quotes with Zoho Sign integration to verify authenticity and prevent tampering.
- Build Projects & Timesheets: Log hours worked on projects and convert them into invoices, keeping billing accurate and transparent.
- Configure Auto-Charge: Save customer card details securely and auto-charge them for recurring payments without manual input.
- Multi-Currency and Multi-Language Support: Zoho Invoice supports multiple currencies and languages to handle global business needs.
- Financial Reports: Generate detailed reports, including profit and loss statements, best-selling products, and accounts receivable summaries.
- Manage Customers: Store contact details, view transaction history, and set personalized payment terms for each customer.
- Integrate with Zoho Apps: Connect with Zoho CRM, Books, Projects, and more to streamline workflows across your business.
Pros of Zoho Invoice:
- Free invoicing software with strong core features
- Simple setup process for fast invoice creation
- Supports one-time and recurring billing easily
- Professional, brandable invoice templates available
- Automation reduces time spent on manual tasks
Cons of Zoho Invoice:
- Capped at 5,00 invoices yearly
- Lacks integration with Zoho Inventory
- Not ideal for complex or high-volume billing needs
Zoho Invoice Pricing:
Zoho Invoice is completely free for small businesses, freelancers, and entrepreneurs. The free plan includes access to all features.
Zoho Invoice is completely free. You pay $0 to use all its core features, including creating invoices, sending payment reminders, managing expenses, and accessing a client portal.
You can send up to 500 invoices per year, add two users, and create up to three projects.
What Do People Say About Zoho Invoice?
Rate on Capterra: 4.7 out of 5
“The way I can crate and manage invoices for all customers is spectacular” – Sara B.
Rate on G2: 4.7 out of 5
“Zoho offers a strong and cost-effective solution for invoice delivery. Its recurring invoice feature is excellent, allowing you to set a schedule.” – Dikshant S.
What to Consider When Choosing Invoicing Software for Small Businesses
If you’re a small business owner, the right invoicing tool can save hours, reduce friction, and get you paid faster. Here are the core features worth paying attention to.
Recurring Invoicing
If your business depends on ongoing services, like monthly retainers, coaching sessions, maintenance, or subscriptions, you’ll need invoicing software that handles recurring billing smoothly. The right tool will let you create a schedule , automate future invoices, and send payment reminders without manual effort.
Some platforms also support auto-charging customers to reduce missed payments. It saves time and builds consistent cash flow.
Custom Branding
Your invoice is often the last thing your client sees before paying, so it needs to look polished. Choose software that allows full customization, like adding your logo, brand colors, typography, and layout. It improves your business identity and gives your invoices a professional touch.
Automated Tax, Discount & Shipping
Manually calculating tax, applying discounts, and adding shipping fees is a recipe for mistakes. Look for invoicing software that lets you set tax rules by region or ZIP code, supports inclusive or exclusive tax logic, and applies them automatically.
It should also allow you to create limited-time discounts and track their usage. Besides, automatic handling ensures every client sees a clear and accurate total.
Payment Gateway Integration
To get paid quickly, your invoicing tool should accept payments directly. Look for platforms that support major gateways like Stripe, PayPal, Wise, ACH, or credit cards. The easier it is for clients to pay, the faster your money arrives.
Bonus points if the tool also lets you track payment status, send reminders, and mark invoices as paid manually when needed.
Client Portal
A self-service client portal is a win for everyone. It gives your clients one place to view current and past invoices, check payment status, download receipts, and even make payments. Some platforms go further by allowing clients to submit tickets, approve deliverables, or communicate with your team directly.
It reduces back-and-forth emails, speeds up approvals, and keeps everything organized on both sides.
Multicurrency Support
If your business works with international clients, multicurrency support is essential. The best invoicing tools let you create and send invoices in your client’s local currency while keeping your financials in your home currency.
Look for platforms that use real-time exchange rates and display currency conversions clearly on the invoice. Some even let you set default currencies per client and manage taxes based on location. It also makes your business feel more global, professional, and easy to work with.
Project and Time Logging
If you bill based on time, you’ll want built-in time tracking. The software should let you start a timer, log hours manually, and link those hours to specific clients or tasks.
You should also be able to review timesheets, filter by team member or service, and convert billable time into detailed invoices. It helps justify your charges, manage workload, and keep clients in the loop.
What is the Best Invoice System for Small Business?
If you’re running a small business or agency, Agency Handy is one of the few tools that actually covers the full invoicing cycle without adding friction. You can bill clients once, set up recurring payments, or split costs into installments.
And the system handles payment reminders for you, before and after due dates. Most importantly, it works with Stripe, PayPal, Wise, or even manual transfers. You get a simple dashboard, solid customization (logo, email, domain, colors), and pricing that works whether you’re solo or scaling.
QuickBooks is great if you need advanced reports, but it can feel bulky. FreshBooks is smoother to use, though features like branding or team access can cost extra. All in all, Agency Handy keeps things simple.
Final Words
Choosing the best invoicing software for small business means balancing simplicity, flexibility, and long-term value. Whether you’re sending a one-time bill or managing complex recurring payments, the right tool can save you time and help you look professional.
If you’re looking for a clean, all-in-one solution built for service-based businesses, Agency Handy stands out. It offers recurring billing, automated reminders, client portals, and full branding control to make invoicicing smooth.
FAQs
Can invoicing software handle recurring payments and reminders?
Yes, most modern invoicing tools support recurring billing and automated payment reminders. These features save time, reduce late payments, and improve cash flow management.
Is there free invoicing software for small businesses?
Yes, tools like Zoho Invoice and Wave offer forever-free plans. They include essential features like branded invoices, recurring billing, and payment tracking. So, it’s perfect for freelancers and lean startups needing a budget-friendly solution.
How customizable are invoicing software solutions?
Most invoicing tools let you tailor templates with your logo, colors, fonts, and layout. Some even allow field-level edits, email branding, and domain customization for a fully branded, client-facing experience.
Can invoicing software handle international clients?
Many invoicing platforms support multi-currency billing, auto-convert exchange rates, and regional tax rules. So, it’s easy to serve global clients and get paid in their preferred currency.
Is invoicing software secure?
Yes, trusted invoicing tools use encryption, secure logins, and role-based access. Platforms like Zoho Invoice and QuickBooks follow strong data policies to protect your financial and customer information.
