Quick Overview
- 1#1: QuickBooks Online - Comprehensive cloud-based accounting platform for invoicing, payroll processing, expense tracking, and payments.
- 2#2: Xero - Cloud accounting software that automates invoicing, payroll, bank reconciliation, and financial reporting.
- 3#3: FreshBooks - User-friendly invoicing and accounting tool with time tracking, expense management, and payment processing.
- 4#4: Zoho Books - Affordable online accounting solution for invoicing, payroll integration, inventory, and multi-currency billing.
- 5#5: Gusto - Modern payroll and HR platform with automated payments, benefits administration, and compliance tools.
- 6#6: Bill.com - Automated accounts payable and receivable software for bill payments, approvals, and invoicing workflows.
- 7#7: Wave - Free invoicing, accounting, and payment processing software designed for small businesses and freelancers.
- 8#8: Sage Intacct - Cloud financial management system for advanced invoicing, revenue recognition, and multi-entity payroll.
- 9#9: ADP - Scalable payroll and HR software with global payment processing, tax compliance, and reporting features.
- 10#10: Paychex - Full-service payroll, HR, and benefits platform with integrated billing and payment management.
Tools were rigorously evaluated based on feature depth, user experience, reliability, and overall value, with a focus on delivering actionable insights, simplifying complex tasks, and catering to varied business sizes and workflows.
Comparison Table
Discover the ideal pay and bill software for your needs with our comparison table, highlighting tools like QuickBooks Online, Xero, FreshBooks, Zoho Books, Gusto, and more. Explore key features, pricing, and use cases to find software that matches your business’s unique requirements, from automation to customization.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | QuickBooks Online Comprehensive cloud-based accounting platform for invoicing, payroll processing, expense tracking, and payments. | enterprise | 9.4/10 | 9.6/10 | 8.7/10 | 8.9/10 |
| 2 | Xero Cloud accounting software that automates invoicing, payroll, bank reconciliation, and financial reporting. | enterprise | 9.2/10 | 9.5/10 | 9.3/10 | 8.8/10 |
| 3 | FreshBooks User-friendly invoicing and accounting tool with time tracking, expense management, and payment processing. | enterprise | 8.7/10 | 9.0/10 | 9.4/10 | 8.2/10 |
| 4 | Zoho Books Affordable online accounting solution for invoicing, payroll integration, inventory, and multi-currency billing. | enterprise | 8.7/10 | 9.2/10 | 8.5/10 | 9.0/10 |
| 5 | Gusto Modern payroll and HR platform with automated payments, benefits administration, and compliance tools. | enterprise | 8.6/10 | 8.7/10 | 9.2/10 | 8.0/10 |
| 6 | Bill.com Automated accounts payable and receivable software for bill payments, approvals, and invoicing workflows. | enterprise | 8.6/10 | 9.2/10 | 8.3/10 | 8.1/10 |
| 7 | Wave Free invoicing, accounting, and payment processing software designed for small businesses and freelancers. | enterprise | 8.2/10 | 7.5/10 | 9.5/10 | 9.8/10 |
| 8 | Sage Intacct Cloud financial management system for advanced invoicing, revenue recognition, and multi-entity payroll. | enterprise | 8.4/10 | 9.1/10 | 7.6/10 | 7.9/10 |
| 9 | ADP Scalable payroll and HR software with global payment processing, tax compliance, and reporting features. | enterprise | 8.4/10 | 9.2/10 | 7.1/10 | 7.6/10 |
| 10 | Paychex Full-service payroll, HR, and benefits platform with integrated billing and payment management. | enterprise | 8.1/10 | 8.7/10 | 7.9/10 | 7.6/10 |
Comprehensive cloud-based accounting platform for invoicing, payroll processing, expense tracking, and payments.
Cloud accounting software that automates invoicing, payroll, bank reconciliation, and financial reporting.
User-friendly invoicing and accounting tool with time tracking, expense management, and payment processing.
Affordable online accounting solution for invoicing, payroll integration, inventory, and multi-currency billing.
Modern payroll and HR platform with automated payments, benefits administration, and compliance tools.
Automated accounts payable and receivable software for bill payments, approvals, and invoicing workflows.
Free invoicing, accounting, and payment processing software designed for small businesses and freelancers.
Cloud financial management system for advanced invoicing, revenue recognition, and multi-entity payroll.
Scalable payroll and HR software with global payment processing, tax compliance, and reporting features.
Full-service payroll, HR, and benefits platform with integrated billing and payment management.
QuickBooks Online
enterpriseComprehensive cloud-based accounting platform for invoicing, payroll processing, expense tracking, and payments.
Automated payroll with guaranteed accurate on-time tax filings and penalty protection
QuickBooks Online is a comprehensive cloud-based accounting platform renowned for its robust pay and bill capabilities, enabling users to create customizable invoices, track payments, and accept online transactions via QuickBooks Payments. It also offers integrated bill management for paying vendors and expenses, along with QuickBooks Payroll for seamless employee payments, tax calculations, filings, and direct deposits. This all-in-one solution provides real-time financial insights, automation for recurring tasks, and scalability for growing businesses.
Pros
- Extensive invoicing tools with automation, templates, and payment reminders
- Full-service payroll including W-2/1099 filing, tax penalty protection, and direct deposit
- Seamless integration of bill pay, expense tracking, and real-time reporting across devices
Cons
- Pricing escalates quickly with payroll and advanced add-ons
- Learning curve for complex features and customizations
- Customer support can be inconsistent for non-priority users
Best For
Small to medium-sized businesses needing an integrated platform for invoicing clients, paying vendors and employees, and managing finances without switching apps.
Pricing
Core plans from $30/month (Simple Start) to $200/month (Advanced); Payroll add-on starts at $45/month + $6/employee, with elite options up to $125/month + per-employee fees.
Xero
enterpriseCloud accounting software that automates invoicing, payroll, bank reconciliation, and financial reporting.
Live bank feeds that automatically import and match transactions to invoices and bills
Xero is a cloud-based accounting software renowned for its invoicing, bill management, and payment processing capabilities tailored to small and medium-sized businesses. It enables users to create, send, and track invoices, handle bill payments, and integrate with payment gateways like Stripe and PayPal for seamless collections. Additionally, it offers payroll in select regions and automated bank reconciliation to streamline financial workflows.
Pros
- Intuitive invoicing with customizable templates and recurring billing
- Seamless integrations with payment processors and bank feeds for real-time reconciliation
- Unlimited users across all plans, ideal for teams
Cons
- Payroll functionality limited to certain countries
- Advanced features may require add-ons, increasing costs
- Customer support primarily email/ticket-based, no phone for lower tiers
Best For
Small to medium businesses needing robust invoicing, payment tracking, and basic payroll integrated with accounting.
Pricing
Starts at $15/month (Early plan) up to $78/month (Ultimate plan) when billed annually; varies by region and includes unlimited invoices/bills.
FreshBooks
enterpriseUser-friendly invoicing and accounting tool with time tracking, expense management, and payment processing.
Proposals feature that converts estimates directly into invoices and tracks approval workflows
FreshBooks is a cloud-based invoicing and accounting software tailored for small businesses, freelancers, and service providers. It streamlines billing through customizable invoices, online payment acceptance via credit card, ACH, and PayPal, and automated reminders for overdue payments. The platform also includes time tracking, expense management, and project-based billing, making it a comprehensive pay and bill solution for non-complex needs.
Pros
- Intuitive interface with drag-and-drop invoicing
- Seamless integration with payment processors for quick collections
- Robust time tracking and project billing tied directly to invoices
Cons
- Client limits on lower-tier plans add extra costs
- Lacks built-in payroll (requires integrations)
- Reporting is basic compared to full accounting suites
Best For
Freelancers, solopreneurs, and small service-based teams seeking effortless invoicing and payment tracking without steep learning curves.
Pricing
Starts at $19/mo (Lite, 5 clients), $33/mo (Plus, 50 clients), $60/mo (Premium, unlimited clients); annual billing discounts available, plus transaction fees.
Zoho Books
enterpriseAffordable online accounting solution for invoicing, payroll integration, inventory, and multi-currency billing.
Advanced automation rules that trigger actions like invoice approvals and payment reminders based on custom criteria
Zoho Books is a cloud-based accounting software tailored for small to medium-sized businesses, focusing on invoicing, expense management, and payment processing. It enables users to create customizable invoices, accept online payments via integrations like Stripe and PayPal, track bills payable, and automate recurring billing. With robust reporting and multi-currency support, it streamlines pay-and-bill workflows while integrating seamlessly with the broader Zoho ecosystem.
Pros
- Comprehensive invoicing with templates, estimates, and recurring options
- Strong multi-currency and online payment integrations
- Automation rules for workflows and approvals
Cons
- Limited native payroll in some regions (requires add-ons)
- Interface can feel overwhelming for absolute beginners
- Customer support response times vary
Best For
Small to medium businesses handling international billing and payments who want an affordable all-in-one accounting solution.
Pricing
Free for annual revenue under $50K; paid plans start at $20/org/mo (Standard, 3 users), $50 (Professional, 5 users), up to $150 (Ultimate, unlimited users), billed annually.
Gusto
enterpriseModern payroll and HR platform with automated payments, benefits administration, and compliance tools.
Full-service payroll with automatic federal, state, and local tax filing and payments
Gusto is a comprehensive payroll and HR software platform tailored for small to medium-sized U.S. businesses, automating payroll processing, tax calculations, filings, and compliance. It also includes features for employee onboarding, benefits administration, time tracking, and contractor payments, making it a robust pay and bill solution. While strong in core payroll functions, it integrates with accounting tools for enhanced billing workflows.
Pros
- Automated payroll and full tax compliance across multiple states
- Intuitive interface with mobile app for employees and admins
- Excellent customer support with live experts
Cons
- Higher pricing for very small teams or contractors only
- Primarily U.S.-focused with limited international support
- Advanced billing and invoicing requires integrations or higher plans
Best For
Small to medium U.S. businesses seeking an all-in-one payroll, HR, and basic billing solution with strong compliance features.
Pricing
Starts at $40 base + $6/employee/month (Simple plan); higher tiers like Plus ($80 + $12/employee) and Premium (custom) add HR tools and advanced features.
Bill.com
enterpriseAutomated accounts payable and receivable software for bill payments, approvals, and invoicing workflows.
Virtual and physical Mastercard payments with customizable spending controls for secure, trackable vendor disbursements
Bill.com is a cloud-based platform specializing in accounts payable (AP) and accounts receivable (AR) automation for businesses. It enables users to digitize bill creation, approval workflows, electronic payments via ACH, checks, or virtual cards, and invoicing with online payment options. The software integrates deeply with accounting systems like QuickBooks, Xero, and NetSuite, offering real-time data sync, expense management, and detailed reporting to streamline financial operations.
Pros
- Robust approval workflows with multi-level routing and mobile approvals
- Multiple payment options including ACH, virtual cards, and international wires
- Seamless integrations with major accounting software for automatic reconciliation
Cons
- Higher pricing tiers can be expensive for very small businesses
- Occasional sync delays with integrated accounting tools
- Customer support response times can vary, especially on lower plans
Best For
Small to mid-sized businesses seeking efficient AP/AR automation and strong accounting integrations without a full-scale ERP.
Pricing
Essentials at $45/user/month, Team at $55/user/month, Corporate at $79/user/month (billed annually); payment processing fees extra (e.g., 2.9% for cards).
Wave
enterpriseFree invoicing, accounting, and payment processing software designed for small businesses and freelancers.
Unlimited free invoicing and accounting with no subscription required for core features
Wave is a cloud-based accounting platform tailored for small businesses and freelancers, providing free tools for invoicing, expense tracking, and basic accounting. It supports payment processing via credit card or ACH with transaction fees and offers payroll services as an add-on in the US and Canada. While it excels in simplicity, it lacks advanced features like robust time tracking or international payroll support.
Pros
- Completely free core invoicing and accounting features
- Intuitive interface with mobile app support
- Seamless integration of billing, payments, and basic payroll
Cons
- Transaction fees on payments (2.9% + 30¢ per credit card)
- Payroll limited to US/Canada with extra costs
- Basic reporting and no native time tracking
Best For
Freelancers and very small businesses seeking a no-cost, simple solution for invoicing and basic payroll.
Pricing
Free for accounting and invoicing; payments at 2.9% + 30¢ (credit card) or 1% (bank); payroll from $20/mo + $6/employee.
Sage Intacct
enterpriseCloud financial management system for advanced invoicing, revenue recognition, and multi-entity payroll.
Multi-dimensional GL tracking for granular pay-and-bill analysis across projects, locations, and entities
Sage Intacct is a robust cloud-based ERP platform that provides comprehensive financial management, including advanced accounts payable/payroll processing via integrations and sophisticated billing/invoicing tools. It automates payroll disbursements, vendor payments, time-based billing, and revenue recognition to streamline pay-and-bill workflows for mid-market organizations. With strong multi-entity support and real-time reporting, it ensures compliance and scalability for complex financial operations.
Pros
- Powerful automation for AP, AR, and payroll integrations
- Advanced reporting and multi-dimensional accounting for precise billing
- Scalable for multi-entity businesses with strong compliance tools
Cons
- Steep learning curve and complex implementation
- High pricing not ideal for small businesses
- Payroll requires third-party integrations rather than native full functionality
Best For
Mid-sized to enterprise businesses with complex financial structures needing integrated pay-and-bill capabilities alongside full ERP.
Pricing
Custom quote-based subscription starting at around $15,000-$30,000 annually, depending on modules and users.
ADP
enterpriseScalable payroll and HR software with global payment processing, tax compliance, and reporting features.
Global payroll processing with multi-country compliance and currency support in a single platform
ADP is a leading payroll and HR software platform that specializes in comprehensive pay and bill solutions, including automated payroll processing, tax compliance, invoicing, and time tracking for employees and contractors. It supports businesses in managing direct deposits, benefits administration, and client billing seamlessly across multiple locations and countries. With robust reporting and analytics, ADP ensures accurate payments and billing while minimizing errors and regulatory risks.
Pros
- Highly reliable payroll accuracy and compliance with tax regulations worldwide
- Extensive integrations with HR tools, accounting software, and third-party apps via ADP Marketplace
- Scalable for businesses from SMBs to enterprises with customizable modules
Cons
- Steep learning curve and complex interface for non-experts
- High pricing that may not suit very small businesses
- Occasional customer support delays during peak seasons like payroll deadlines
Best For
Mid-sized to large enterprises with complex payroll and billing needs requiring strong compliance and scalability.
Pricing
Quote-based pricing starting at around $40-$100 per employee per month depending on modules, employee count, and customizations; free trials available for select plans.
Paychex
enterpriseFull-service payroll, HR, and benefits platform with integrated billing and payment management.
Guaranteed 99.99% payroll accuracy with automated tax filing across all states
Paychex is a robust payroll and HR software platform offering comprehensive pay and bill solutions for small to mid-sized businesses. It automates payroll processing, tax calculations and filings, direct deposits, time tracking, and expense reimbursements. The platform integrates billing and invoicing capabilities through its accounting tools and third-party connections, ensuring seamless financial management.
Pros
- Excellent payroll accuracy and multi-state tax compliance
- Dedicated customer support with payroll experts
- Scalable integrations with 300+ apps for billing and HR
Cons
- Pricing can be expensive for very small teams
- Interface feels dated and has a learning curve
- Custom quotes required, no transparent self-service plans
Best For
Small to medium-sized businesses needing reliable, compliant payroll with integrated HR and billing features.
Pricing
Custom quotes starting at $59/month base + $4-5 per employee/month; full-service options higher.
Conclusion
Evaluating the top 10 pay and bill software tools reveals QuickBooks Online as the standout choice, with its robust features spanning invoicing, payroll, expenses, and payments. Xero and FreshBooks follow as strong alternatives, offering unique strengths—Xero’s automation and FreshBooks’ user-friendliness—catering to diverse needs. Together, these tools provide reliable solutions to streamline financial management.
Take the first step toward efficient financial operations by trying QuickBooks Online; its all-in-one approach makes it the ideal pick for mastering pay and bill processes.
Tools Reviewed
All tools were independently evaluated for this comparison