Quick Overview
- 1#1: QuickBooks Online - Comprehensive cloud accounting software with customizable estimates, professional invoicing, automated reminders, and payment processing.
- 2#2: FreshBooks - User-friendly invoicing and accounting tool designed for small businesses and freelancers, featuring estimates that convert to invoices.
- 3#3: Xero - Online accounting platform offering robust quoting, invoicing, bank reconciliation, and multi-currency support.
- 4#4: Zoho Invoice - Free, feature-rich invoicing app with estimate creation, time tracking, client portals, and seamless CRM integration.
- 5#5: Wave - Free invoicing and accounting software for small businesses, including unlimited estimates and receipt scanning.
- 6#6: Bonsai - All-in-one freelancer platform for creating proposals, contracts, invoices, and handling payments.
- 7#7: Invoice Ninja - Open-source invoicing solution with quotes, recurring billing, payments, and self-hosting capabilities.
- 8#8: Harvest - Time tracking and invoicing app that generates bills from tracked hours and project estimates.
- 9#9: Jobber - Field service management software with mobile estimates, invoicing, scheduling, and client CRM.
- 10#10: Housecall Pro - Home services platform for quick estimates, invoicing, dispatching, and integrated payments.
Tools were selected based on functionality (including automation and multi-currency support), user-friendliness (intuitive interfaces and scalability), reliability (performance and security), and value (pricing models and free access), ensuring a balanced view of practicality and effectiveness.
Comparison Table
This comparison table explores top invoice estimate software tools, featuring QuickBooks Online, FreshBooks, Xero, Zoho Invoice, Wave, and more, to guide readers toward the best fit for their business needs. It outlines key features, pricing, and usability to simplify decision-making for efficient invoicing and estimation processes.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | QuickBooks Online Comprehensive cloud accounting software with customizable estimates, professional invoicing, automated reminders, and payment processing. | enterprise | 9.5/10 | 9.8/10 | 9.2/10 | 8.7/10 |
| 2 | FreshBooks User-friendly invoicing and accounting tool designed for small businesses and freelancers, featuring estimates that convert to invoices. | specialized | 9.1/10 | 9.3/10 | 9.6/10 | 8.7/10 |
| 3 | Xero Online accounting platform offering robust quoting, invoicing, bank reconciliation, and multi-currency support. | enterprise | 8.7/10 | 9.2/10 | 8.5/10 | 8.0/10 |
| 4 | Zoho Invoice Free, feature-rich invoicing app with estimate creation, time tracking, client portals, and seamless CRM integration. | specialized | 8.7/10 | 8.5/10 | 9.3/10 | 9.5/10 |
| 5 | Wave Free invoicing and accounting software for small businesses, including unlimited estimates and receipt scanning. | other | 8.7/10 | 8.2/10 | 9.5/10 | 9.8/10 |
| 6 | Bonsai All-in-one freelancer platform for creating proposals, contracts, invoices, and handling payments. | specialized | 8.3/10 | 8.6/10 | 9.1/10 | 7.7/10 |
| 7 | Invoice Ninja Open-source invoicing solution with quotes, recurring billing, payments, and self-hosting capabilities. | specialized | 8.7/10 | 9.0/10 | 8.0/10 | 9.5/10 |
| 8 | Harvest Time tracking and invoicing app that generates bills from tracked hours and project estimates. | specialized | 8.7/10 | 8.5/10 | 9.2/10 | 8.0/10 |
| 9 | Jobber Field service management software with mobile estimates, invoicing, scheduling, and client CRM. | enterprise | 8.4/10 | 8.8/10 | 8.2/10 | 7.8/10 |
| 10 | Housecall Pro Home services platform for quick estimates, invoicing, dispatching, and integrated payments. | enterprise | 8.6/10 | 9.1/10 | 8.4/10 | 8.0/10 |
Comprehensive cloud accounting software with customizable estimates, professional invoicing, automated reminders, and payment processing.
User-friendly invoicing and accounting tool designed for small businesses and freelancers, featuring estimates that convert to invoices.
Online accounting platform offering robust quoting, invoicing, bank reconciliation, and multi-currency support.
Free, feature-rich invoicing app with estimate creation, time tracking, client portals, and seamless CRM integration.
Free invoicing and accounting software for small businesses, including unlimited estimates and receipt scanning.
All-in-one freelancer platform for creating proposals, contracts, invoices, and handling payments.
Open-source invoicing solution with quotes, recurring billing, payments, and self-hosting capabilities.
Time tracking and invoicing app that generates bills from tracked hours and project estimates.
Field service management software with mobile estimates, invoicing, scheduling, and client CRM.
Home services platform for quick estimates, invoicing, dispatching, and integrated payments.
QuickBooks Online
enterpriseComprehensive cloud accounting software with customizable estimates, professional invoicing, automated reminders, and payment processing.
Progress invoicing, allowing partial billing against estimates with automated tracking and client approvals
QuickBooks Online is a comprehensive cloud-based accounting software renowned for its robust invoicing and estimating capabilities, enabling users to create, customize, and send professional invoices and estimates effortlessly. It supports features like progress invoicing, time tracking integration, and seamless conversion of estimates to invoices, while automating reminders and online payments. Ideal for small to medium businesses, it integrates billing with full accounting functions for streamlined financial management.
Pros
- Highly customizable invoice and estimate templates with branding options
- Progress invoicing and easy estimate-to-invoice conversion
- Integrated payment processing and automated reminders for faster collections
Cons
- Advanced features locked behind higher-tier plans
- Steeper learning curve for non-accounting users
- Customer support response times can vary
Best For
Small to medium-sized businesses seeking integrated invoicing, estimating, and accounting tools with scalability.
Pricing
Starts at $30/month (Simple Start) for basic invoicing; higher plans up to $200/month (Advanced) unlock full estimate and progress invoicing features (billed annually).
FreshBooks
specializedUser-friendly invoicing and accounting tool designed for small businesses and freelancers, featuring estimates that convert to invoices.
Seamless estimate-to-invoice conversion with built-in approval workflows and automated late payment reminders
FreshBooks is a user-friendly cloud-based invoicing and accounting platform tailored for small businesses, freelancers, and service-based professionals. It specializes in creating customizable invoices, estimates, and proposals that seamlessly convert into billable invoices, with built-in time tracking and expense management. The software simplifies billing cycles through automated recurring invoices, payment reminders, and online payment integrations, making it ideal for streamlining financial workflows without complex accounting needs.
Pros
- Intuitive invoice and estimate builder with drag-and-drop customization and one-click conversions
- Automated payment reminders and recurring billing to reduce chasing payments
- Robust mobile app for on-the-go invoicing and time tracking
Cons
- Lacks advanced accounting features like inventory tracking or double-entry bookkeeping
- Pricing increases significantly with more clients or team members
- Reporting capabilities are solid but not as customizable as enterprise tools
Best For
Freelancers and small service-based businesses seeking simple, professional invoicing and estimate management without needing full-scale accounting software.
Pricing
Starts at $19/month (Lite, 5 clients), $33/month (Plus, 50 clients), $60/month (Premium, unlimited clients); annual billing discounts available, plus custom Select plan.
Xero
enterpriseOnline accounting platform offering robust quoting, invoicing, bank reconciliation, and multi-currency support.
Automatic bank reconciliation that matches transactions to invoices in real-time
Xero is a cloud-based accounting software renowned for its robust invoicing and estimating capabilities tailored for small to medium-sized businesses. Users can create professional quotes and estimates that seamlessly convert to invoices, customize templates with branding, and automate recurring billing. It integrates with bank feeds for real-time reconciliation, payment gateways like Stripe, and supports multi-currency transactions for global operations.
Pros
- Seamless quote-to-invoice conversion with approval workflows
- Unlimited invoicing on higher plans with automation and reminders
- Strong integrations with banks and payment processors for efficient tracking
Cons
- Higher pricing for plans with unlimited invoices and advanced features
- Steeper learning curve for users new to full accounting suites
- Limited free tier and invoice caps on entry-level plan
Best For
Small to medium businesses seeking integrated invoicing and estimating within a comprehensive accounting platform.
Pricing
Starts at $15/month (Early, 20 invoices) to $78/month (Established, unlimited); annual billing offers discounts.
Zoho Invoice
specializedFree, feature-rich invoicing app with estimate creation, time tracking, client portals, and seamless CRM integration.
Seamless estimates-to-invoices conversion with built-in client approval and acceptance tracking
Zoho Invoice is a cloud-based invoicing and estimating software tailored for small businesses, freelancers, and teams, enabling quick creation, customization, and sending of professional invoices and estimates. It supports time tracking, expense logging, multi-currency billing, and seamless conversion of estimates to invoices with client acceptance tracking. The tool integrates with payment gateways like Stripe and PayPal, plus the broader Zoho suite for enhanced workflow automation.
Pros
- Generous free plan with unlimited invoices for up to 5 customers
- Intuitive drag-and-drop interface for quick setup
- Robust integrations with payment processors and Zoho apps
Cons
- Customer limit on free plan restricts scaling
- Advanced reporting requires paid upgrades
- Full accounting features need Zoho Books integration
Best For
Freelancers and small businesses seeking a free, user-friendly solution for invoicing and estimates without complex setup.
Pricing
Free plan available (up to 5 customers); paid plans from $9/organization/month (billed annually) for more customers and features.
Wave
otherFree invoicing and accounting software for small businesses, including unlimited estimates and receipt scanning.
100% free unlimited invoicing and estimates with no subscription fees or usage limits
Wave is a free cloud-based accounting platform that excels in invoicing and estimating for small businesses and freelancers. It allows users to create, customize, and send professional invoices and estimates quickly, with options to convert estimates to invoices and track statuses in real-time. Integrated payment processing and basic accounting features make it a comprehensive tool without any subscription costs for core functionality.
Pros
- Completely free unlimited invoices and estimates
- Intuitive drag-and-drop interface
- Seamless integration with payments and accounting
Cons
- Transaction fees for payment processing
- Ads displayed in the free version
- Limited advanced customization and reporting
Best For
Freelancers and very small businesses seeking a no-cost, straightforward invoicing and estimating solution.
Pricing
Free for unlimited invoicing, estimates, and accounting; 2.9% + $0.30 per credit card transaction fee; optional paid add-ons like payroll.
Bonsai
specializedAll-in-one freelancer platform for creating proposals, contracts, invoices, and handling payments.
One-click conversion of proposals and time-tracked estimates into fully customizable, payment-ready invoices
Bonsai is an all-in-one workflow platform tailored for freelancers and small teams, offering tools for creating professional proposals, contracts, estimates, and invoices. It streamlines the invoicing process by allowing users to convert proposals directly into trackable invoices with automated reminders and payment integrations. Additional features like time tracking, expense logging, and client portals enhance billing accuracy and efficiency for service-based businesses.
Pros
- Seamless workflow from proposals and estimates to invoices
- Customizable templates and automated payment reminders
- Integrated time tracking and online payments via Stripe/PayPal
Cons
- Pricing is higher for users needing only basic invoicing
- Limited advanced accounting reports compared to dedicated tools
- Less ideal for non-service-based or large-scale businesses
Best For
Freelancers and small creative agencies seeking an integrated solution for estimates, contracts, and invoicing.
Pricing
Starts at $17/month (billed annually) for Essentials plan; up to $49/month for Business plan with a 14-day free trial.
Invoice Ninja
specializedOpen-source invoicing solution with quotes, recurring billing, payments, and self-hosting capabilities.
Open-source self-hosting for complete data ownership and unlimited scalability without recurring fees
Invoice Ninja is an open-source invoicing and billing platform designed for creating professional invoices, estimates, quotes, and proposals. It offers features like online payments, time tracking, expense management, recurring billing, and detailed reporting. Available as a free self-hosted solution or affordable cloud-hosted plans, it emphasizes customization and data ownership for freelancers and small businesses.
Pros
- Free self-hosted open-source version with full data control
- Extensive customization options for invoices and PDFs
- Strong integrations with payment gateways like Stripe and PayPal
Cons
- Self-hosting requires technical setup and server management
- Cloud free plan limited to 50 clients
- Interface feels slightly dated compared to modern competitors
Best For
Freelancers and small businesses needing a customizable, cost-effective invoicing tool with optional self-hosting for privacy.
Pricing
Self-hosted: Free; Cloud-hosted: Free (50 clients), Pro $10/user/month (unlimited clients), Enterprise $30/user/month (advanced features).
Harvest
specializedTime tracking and invoicing app that generates bills from tracked hours and project estimates.
Automatic invoice generation directly from time entries and expenses
Harvest is a time tracking and invoicing platform designed for freelancers, agencies, and teams to log hours, manage projects, and generate invoices directly from tracked time and expenses. It supports creating detailed estimates or proposals that can seamlessly convert to invoices upon client approval. With strong reporting tools and integrations like QuickBooks and Stripe, it simplifies the billing workflow while providing insights into profitability.
Pros
- Seamless conversion from time tracking to invoices
- Intuitive and clean user interface
- Excellent mobile app for on-the-go tracking
Cons
- Per-user pricing can become expensive for larger teams
- Limited advanced customization for invoices
- Requires integrations for full payment processing and accounting
Best For
Freelancers and small agencies that rely on time-based billing and need straightforward invoicing tied to tracked hours.
Pricing
Lite: Free (basic features, 1 user); Pro: $12/user/month (billed annually) or $15 monthly; Enterprise: Custom pricing.
Jobber
enterpriseField service management software with mobile estimates, invoicing, scheduling, and client CRM.
Client Hub for self-service estimate approvals, invoice payments, and job updates
Jobber is a field service management platform designed for home service businesses, offering robust tools for creating customizable estimates and invoices directly from the field via its mobile app. Users can generate professional quotes on-site, convert approved estimates into jobs and invoices seamlessly, and automate payment collection with integrations like QuickBooks and Stripe. It emphasizes workflow automation, client communication, and reporting to streamline billing processes for service-based operations.
Pros
- Seamless mobile app for on-site estimating and invoicing
- Automated estimate approvals and invoice follow-ups
- Strong integrations with accounting and payment tools
Cons
- Pricing scales quickly for teams needing advanced features
- More focused on service scheduling than standalone invoicing
- Steeper learning curve for non-service users
Best For
Small to medium home service businesses like plumbers, HVAC technicians, and landscapers needing integrated estimating, invoicing, and job management.
Pricing
Starts at $69/month (billed annually) for Core plan with basic invoicing; Connect ($169/mo), Grow ($349/mo), and custom enterprise options available.
Housecall Pro
enterpriseHome services platform for quick estimates, invoicing, dispatching, and integrated payments.
Real-time job site invoicing with photo uploads, digital signatures, and instant payments via mobile app
Housecall Pro is a comprehensive field service management platform with robust invoice and estimate tools tailored for home service professionals like plumbers and electricians. It enables quick creation of customizable estimates and invoices directly from the mobile app, including photo attachments and real-time pricing. Users can seamlessly convert estimates to invoices, collect digital signatures and payments on-site, and automate follow-ups for unpaid invoices. Integrations with QuickBooks and payment processors enhance its invoicing workflow.
Pros
- Seamless estimate-to-invoice conversion with mobile editing
- On-site payment collection via integrated Stripe and signatures
- Customizable templates and QuickBooks sync for accurate bookkeeping
Cons
- Pricing scales quickly with users and advanced features
- Full suite can overwhelm users needing only invoicing
- Occasional mobile app glitches reported in high-volume use
Best For
Home service businesses requiring integrated scheduling, estimating, and invoicing for field technicians.
Pricing
Starts at $69/user/month (Basic, billed annually) up to $229/user/month (Max tier); 14-day free trial available.
Conclusion
After reviewing the top invoice estimate software, QuickBooks Online emerges as the clear leader, offering comprehensive features that make it versatile for various business needs. FreshBooks closely follows with its user-friendly interface and seamless estimate-to-invoice conversion, ideal for small businesses and freelancers, while Xero stands out with strong quoting capabilities and multi-currency support, appealing to those with global operations. Each tool excels in specific areas, but QuickBooks Online sets the benchmark for overall performance.
Begin your journey with QuickBooks Online today to leverage its customizable estimates, automated reminders, and integrated payment processing—key features that can simplify your workflow and boost productivity.
Tools Reviewed
All tools were independently evaluated for this comparison