Quick Overview
- 1#1: QuickBooks Online - Comprehensive cloud-based accounting software with professional invoicing, automated payments, expense tracking, and financial reporting for small businesses.
- 2#2: FreshBooks - User-friendly invoicing and accounting tool designed for small businesses and freelancers, featuring time tracking, expense management, and client portals.
- 3#3: Xero - Cloud accounting platform offering customizable invoicing, bank reconciliation, multi-currency support, and integrations for growing small businesses.
- 4#4: Wave - Free invoicing and accounting software with unlimited invoicing, payment processing, and receipt scanning tailored for cost-conscious small businesses.
- 5#5: Zoho Invoice - Affordable online invoicing solution with automation, multi-channel delivery, time tracking, and CRM integration for small teams.
- 6#6: Invoice Ninja - Flexible open-source invoicing app supporting recurring billing, payments, quotes, and client management with self-hosting options.
- 7#7: Square Invoices - Simple, mobile-friendly invoicing integrated with payment processing, scheduling, and inventory for small businesses using Square.
- 8#8: Harvest - Time tracking and invoicing software that converts hours logged into accurate invoices for freelancers and small service-based businesses.
- 9#9: Bonsai - All-in-one freelance platform combining professional invoicing, contracts, proposals, and project management for solopreneurs.
- 10#10: ZipBooks - Modern free invoicing and bookkeeping tool with automated accounting, profitability tracking, and banking integration for startups.
Tools were chosen based on robust feature sets (including automation, customization, and integrations), user-friendly design, reliability, and overall value, ensuring they deliver exceptional utility for growing and established small businesses alike.
Comparison Table
Selecting the right small business invoice software is key to efficient cash flow management, and with tools like QuickBooks Online, FreshBooks, Xero, Wave, Zoho Invoice, and more, making the best choice requires clarity on features, cost, and usability. This comparison table simplifies the process by outlining essential details to help businesses identify the software that aligns with their unique invoicing and financial needs.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | QuickBooks Online Comprehensive cloud-based accounting software with professional invoicing, automated payments, expense tracking, and financial reporting for small businesses. | enterprise | 9.6/10 | 9.8/10 | 9.2/10 | 9.0/10 |
| 2 | FreshBooks User-friendly invoicing and accounting tool designed for small businesses and freelancers, featuring time tracking, expense management, and client portals. | specialized | 9.2/10 | 9.1/10 | 9.6/10 | 8.7/10 |
| 3 | Xero Cloud accounting platform offering customizable invoicing, bank reconciliation, multi-currency support, and integrations for growing small businesses. | enterprise | 9.1/10 | 9.3/10 | 9.0/10 | 8.7/10 |
| 4 | Wave Free invoicing and accounting software with unlimited invoicing, payment processing, and receipt scanning tailored for cost-conscious small businesses. | specialized | 8.5/10 | 8.0/10 | 9.5/10 | 9.8/10 |
| 5 | Zoho Invoice Affordable online invoicing solution with automation, multi-channel delivery, time tracking, and CRM integration for small teams. | specialized | 8.6/10 | 8.7/10 | 9.1/10 | 9.4/10 |
| 6 | Invoice Ninja Flexible open-source invoicing app supporting recurring billing, payments, quotes, and client management with self-hosting options. | specialized | 8.4/10 | 8.7/10 | 8.0/10 | 9.2/10 |
| 7 | Square Invoices Simple, mobile-friendly invoicing integrated with payment processing, scheduling, and inventory for small businesses using Square. | specialized | 8.2/10 | 7.8/10 | 9.2/10 | 8.7/10 |
| 8 | Harvest Time tracking and invoicing software that converts hours logged into accurate invoices for freelancers and small service-based businesses. | specialized | 8.2/10 | 8.0/10 | 9.2/10 | 8.0/10 |
| 9 | Bonsai All-in-one freelance platform combining professional invoicing, contracts, proposals, and project management for solopreneurs. | specialized | 8.4/10 | 8.7/10 | 9.1/10 | 7.8/10 |
| 10 | ZipBooks Modern free invoicing and bookkeeping tool with automated accounting, profitability tracking, and banking integration for startups. | specialized | 7.8/10 | 7.5/10 | 8.5/10 | 9.0/10 |
Comprehensive cloud-based accounting software with professional invoicing, automated payments, expense tracking, and financial reporting for small businesses.
User-friendly invoicing and accounting tool designed for small businesses and freelancers, featuring time tracking, expense management, and client portals.
Cloud accounting platform offering customizable invoicing, bank reconciliation, multi-currency support, and integrations for growing small businesses.
Free invoicing and accounting software with unlimited invoicing, payment processing, and receipt scanning tailored for cost-conscious small businesses.
Affordable online invoicing solution with automation, multi-channel delivery, time tracking, and CRM integration for small teams.
Flexible open-source invoicing app supporting recurring billing, payments, quotes, and client management with self-hosting options.
Simple, mobile-friendly invoicing integrated with payment processing, scheduling, and inventory for small businesses using Square.
Time tracking and invoicing software that converts hours logged into accurate invoices for freelancers and small service-based businesses.
All-in-one freelance platform combining professional invoicing, contracts, proposals, and project management for solopreneurs.
Modern free invoicing and bookkeeping tool with automated accounting, profitability tracking, and banking integration for startups.
QuickBooks Online
enterpriseComprehensive cloud-based accounting software with professional invoicing, automated payments, expense tracking, and financial reporting for small businesses.
QuickBooks Payments integration enabling one-click invoicing to payment collection with low fees and instant deposits.
QuickBooks Online is a leading cloud-based accounting platform renowned for its robust invoicing capabilities tailored for small businesses. It enables users to create customizable, professional invoices, set up recurring billing, track payments, and send automated reminders with ease. Integrated payment processing via QuickBooks Payments allows for seamless online collections, while features like batch invoicing and time tracking enhance efficiency for growing operations.
Pros
- Highly customizable invoices with branding, templates, and automation
- Integrated QuickBooks Payments for fast ACH, credit card, and PayPal processing
- Real-time invoice tracking, reminders, and reporting with mobile app access
Cons
- Higher-tier plans required for advanced features like inventory and project tracking
- Subscription pricing can become expensive for larger teams or complex needs
- Initial learning curve for users new to accounting software
Best For
Small business owners and freelancers seeking professional invoicing deeply integrated with full accounting and payment tools.
Pricing
Starts at $30/month (Simple Start) for basic invoicing, up to $200/month (Advanced) for full features; billed annually with discounts.
FreshBooks
specializedUser-friendly invoicing and accounting tool designed for small businesses and freelancers, featuring time tracking, expense management, and client portals.
Automated recurring invoices with built-in late payment reminders and partial payment handling
FreshBooks is a cloud-based invoicing and accounting platform tailored for small businesses, freelancers, and service providers. It simplifies creating customizable invoices, tracking billable time and expenses, and accepting payments via credit card or ACH. Additional features include project management, automated reminders, and basic reporting to streamline financial workflows and improve cash flow.
Pros
- Intuitive interface with drag-and-drop invoice customization
- Seamless time tracking that auto-populates invoices
- Strong mobile app for on-the-go expense capture and approvals
Cons
- Lacks double-entry bookkeeping for more complex accounting needs
- Pricing increases significantly with client volume and team size
- Reporting is basic compared to full accounting suites
Best For
Freelancers and small service-based businesses focused on professional invoicing, time tracking, and quick payments without needing advanced accounting.
Pricing
Plans start at $19/month (Lite, 5 clients) billed annually, up to $99/month (Select, unlimited clients); monthly billing adds 10-20%.
Xero
enterpriseCloud accounting platform offering customizable invoicing, bank reconciliation, multi-currency support, and integrations for growing small businesses.
Automatic bank feeds that match and reconcile transactions to invoices in real-time
Xero is a cloud-based accounting software tailored for small businesses, with powerful invoicing tools to create customizable, professional invoices, quotes, and recurring bills. It streamlines payment collection through integrations with Stripe, PayPal, and GoCardless, while offering real-time tracking of invoice status and overdue reminders. Beyond invoicing, Xero connects to bank feeds for automatic reconciliation, supports multi-currency transactions, and provides expense management, making it a full financial hub.
Pros
- Seamless bank feeds for automatic invoice reconciliation
- Unlimited users and customizable invoice templates
- Extensive app integrations (1,000+ partners) for payments and more
Cons
- No phone support on lower-tier plans
- Pricing escalates quickly for advanced features like payroll
- Limited advanced reporting on basic plans
Best For
Growing small businesses needing scalable invoicing integrated with comprehensive accounting and bank reconciliation.
Pricing
Starts at $15/month (Early plan, 20 invoices/bills) up to $78/month (Established, unlimited); annual billing offers discounts.
Wave
specializedFree invoicing and accounting software with unlimited invoicing, payment processing, and receipt scanning tailored for cost-conscious small businesses.
100% free unlimited invoicing with no caps on customers or invoices
Wave is a free cloud-based accounting software tailored for small businesses, providing unlimited invoicing, expense tracking, receipt scanning, and basic financial reporting. It enables users to create customizable invoices, send estimates, manage recurring billing, and reconcile bank transactions seamlessly. While core invoicing and accounting features are completely free, optional add-ons like payments and payroll come with transaction-based fees.
Pros
- Completely free unlimited invoicing and accounting
- Intuitive interface with mobile app support
- Seamless receipt scanning and expense tracking
Cons
- Payment processing fees (2.9% + $0.60 per card transaction)
- Limited advanced reporting and integrations
- Basic customer support via email and community only
Best For
Ideal for freelancers and micro-businesses needing simple, cost-free invoicing and basic bookkeeping.
Pricing
Free core plan for invoicing/accounting; Payments: 2.9% + $0.60/credit card transaction; Payroll: $20 base + $6/active employee/month.
Zoho Invoice
specializedAffordable online invoicing solution with automation, multi-channel delivery, time tracking, and CRM integration for small teams.
Forever-free plan supporting unlimited invoices, clients, and core features without user limits
Zoho Invoice is a cloud-based invoicing tool tailored for small businesses, freelancers, and service providers, enabling the creation of professional invoices, estimates, and payment reminders. It supports time tracking, expense management, project billing, and multi-currency transactions, with built-in payment gateways like Stripe and PayPal. As part of the Zoho ecosystem, it seamlessly integrates with CRM, accounting, and other apps for streamlined workflows.
Pros
- Generous free plan with unlimited invoicing and basic automations
- Deep integrations with Zoho suite and third-party tools
- Intuitive mobile app and customizable templates
Cons
- Advanced workflows and approvals require paid plans
- Steeper learning curve for non-Zoho users
- Limited customization in free tier branding
Best For
Freelancers and small service-based businesses needing affordable, scalable invoicing with ecosystem integrations.
Pricing
Free plan for basics; paid plans start at $19/org/month (billed annually) for Standard with advanced features like approvals and more workflows.
Invoice Ninja
specializedFlexible open-source invoicing app supporting recurring billing, payments, quotes, and client management with self-hosting options.
Fully open-source and self-hostable for unlimited use without subscription fees or data lock-in
Invoice Ninja is an open-source invoicing platform designed for small businesses and freelancers to create, send, and manage invoices, quotes, and payments efficiently. It offers both self-hosted (free) and cloud-hosted options with features like recurring billing, time tracking, expense management, and client portals. The software emphasizes customization and integrates with popular payment gateways to streamline cash flow.
Pros
- Free self-hosted version with no client limits
- Highly customizable templates and workflows
- Strong integrations with Stripe, PayPal, and over 40 payment gateways
Cons
- Self-hosting requires technical setup and server management
- User interface feels somewhat dated compared to modern competitors
- Free hosted plan limited to 50 clients; advanced features need paid upgrades
Best For
Tech-savvy freelancers and small businesses seeking a cost-effective, customizable invoicing tool with full data control via self-hosting.
Pricing
Self-hosted: Free (your hosting costs); Hosted: Free (50 clients), Pro $10/user/month, Enterprise $30/user/month.
Square Invoices
specializedSimple, mobile-friendly invoicing integrated with payment processing, scheduling, and inventory for small businesses using Square.
Seamless, one-click payment collection directly from invoices with instant notifications and deposits.
Square Invoices is a free invoicing solution from Square, tailored for small businesses to create, send, and manage professional invoices quickly via web or mobile app. It excels in seamless payment collection, supporting credit cards, ACH, Apple Pay, and more, with automatic tracking of payments and reminders. Integrated with Square's POS ecosystem, it offers recurring invoices, templates, and basic reporting for streamlined billing workflows.
Pros
- Completely free invoicing with no monthly subscription fees
- Instant payment processing and deposits via Square's ecosystem
- Intuitive mobile app for creating and tracking invoices on the go
Cons
- Transaction fees (2.9% + 30¢ for card payments) can reduce value for high-volume users
- Limited advanced features like in-depth reporting or multi-currency support
- Less flexible for businesses not using other Square tools
Best For
Small businesses and solopreneurs already in the Square ecosystem needing simple, payment-integrated invoicing without upfront costs.
Pricing
Free to use; pay-per-transaction fees (2.9% + 30¢ online card, 3.5% + 15¢ keyed-in, 1% ACH).
Harvest
specializedTime tracking and invoicing software that converts hours logged into accurate invoices for freelancers and small service-based businesses.
Automatic invoice generation from approved time entries and expenses
Harvest is a time tracking and invoicing platform tailored for freelancers and small teams, enabling users to log hours on projects, track expenses, and generate invoices directly from time entries. It emphasizes simplicity in managing billable work with features like scheduling, budgeting, and detailed reporting. While strong in time-based billing, it integrates with accounting tools for broader financial workflows.
Pros
- Seamless integration of time tracking with invoicing
- Intuitive interface that's quick to learn
- Strong reporting and project budgeting tools
Cons
- Limited customization for complex invoices
- No built-in payment processing
- Best suited for hourly billing, less ideal for fixed-price projects
Best For
Freelancers and small agencies that primarily bill clients based on tracked time and hours.
Pricing
Free for solo users (basic features); Pro at $12/user/month (annual), Elite at $18/user/month.
Bonsai
specializedAll-in-one freelance platform combining professional invoicing, contracts, proposals, and project management for solopreneurs.
Automated workflows that convert signed proposals and contracts into invoices instantly
Bonsai is an all-in-one freelance management platform tailored for small businesses and solopreneurs, featuring robust invoicing alongside proposals, contracts, time tracking, and client CRM. It enables users to create professional invoices directly from tracked time, contract milestones, or proposals, with automated reminders and payment processing via Stripe or PayPal. The software also offers expense tracking, reporting, and integrations with tools like QuickBooks to streamline financial workflows.
Pros
- Seamless workflow from proposals and contracts to invoices
- Automated invoicing from time tracking and recurring billing
- User-friendly interface with mobile app support
Cons
- Pricing higher than dedicated invoicing-only tools
- Advanced reporting limited to higher plans
- Overkill for businesses needing only basic invoicing
Best For
Freelancers and small service-based businesses seeking an integrated client management and billing solution.
Pricing
Starts at $17/month (Bootstrap, billed annually) up to $49/month (Business plan); free trial available.
ZipBooks
specializedModern free invoicing and bookkeeping tool with automated accounting, profitability tracking, and banking integration for startups.
Invoice-level profitability tracking that shows real-time profit margins per client or project
ZipBooks is a cloud-based accounting software tailored for small businesses, focusing on invoicing, expense tracking, time tracking, and basic bookkeeping. It offers a free plan with unlimited invoicing and essential features, making it accessible for startups and freelancers. The platform emphasizes user-friendly design with automated bank feeds, project management, and profitability insights to help businesses manage cash flow effectively.
Pros
- Generous free plan with unlimited invoicing and basic reporting
- Intuitive, modern interface that's easy for non-accountants
- Built-in time tracking and project profitability insights
Cons
- Limited advanced accounting features compared to full suites like QuickBooks
- Fewer integrations with third-party apps
- Reporting depth requires paid upgrade
Best For
Freelancers and micro-businesses seeking a simple, no-cost invoicing and basic accounting tool.
Pricing
Free plan available; Starter at $17/month, Pro at $35/month, Elite at $60/month (billed annually).
Conclusion
When it comes to small business invoice software, the top three—QuickBooks Online, FreshBooks, and Xero—set the standard, each offering unique strengths. QuickBooks Online leads with its comprehensive features, from professional invoicing to detailed financial reporting, making it a top choice for many. FreshBooks stands out for its user-friendly design and focus on small businesses, while Xero excels with customizable invoicing and strong integrations. Whatever the need, these tools deliver reliability and efficiency.
Begin with QuickBooks Online to simplify invoicing, automate payments, and manage your finances—an investment that can elevate your business operations.
Tools Reviewed
All tools were independently evaluated for this comparison