Best Invoicing Software in 2026: 11 tools compared
The best invoicing software depends on whether you bill by the hour, charge a retainer, sell subscriptions or just need a clean way to get paid. This page sorts the options by need, from free invoicing apps for freelancers to accounting suites, payment platforms and tools that turn tracked time into invoices. Quick picks come first, then a comparison and a summary of each tool.
We compared the tools on recurring invoices, online payments, reminders, tax and currency support, accounting sync, time billing, branding and reporting, plus how clearly each vendor lists its prices. Since payment fees, client caps and tier limits change the final bill, the page also shows what each tool really costs.
Top picks at a glance
- Best free invoicing app
Zoho InvoiceIt is free with annual usage limits, suits freelancers and micro businesses, and connects to Zoho Books and other Zoho apps.
Free - Best free bookkeeping with invoicing
WaveThe Starter plan costs $0 with native accounting for solo and micro businesses, while card payments cost 2.9% plus $0.60 each.
$0 (Starter); Pro $19/month - Best for freelancers and service firms
FreshBooksAutomated recurring invoices, late payment reminders and unlimited time tracking come on every tier, starting at $23 per month for 5 billable clients.
$23/month (Lite, 5 billable clients) - Best for billing tracked time
HarvestTime and expenses roll straight into invoices, and a free plan covers one seat and two projects, with Teams at $9 per seat per month.
$9/seat/month billed annually (Teams); Free plan $0 - Best for working with an accountant
QuickBooks OnlineIt is a full accounting suite with a large app ecosystem, user caps from 1 to 25, and plans starting at $38 per month.
$38/month (Simple Start, 1 user) - Best for businesses already on Stripe
Stripe InvoicingIt charges 0.4% per paid invoice with no seat fee, supports recurring invoicing, 100+ payment methods and syncs with NetSuite, Xero and QuickBooks.
0.4% per paid invoice (Starter)
What is invoicing software?
Invoicing software lets a business create, send and track invoices without building them by hand in a document or spreadsheet. You add a client, list the work or products, and the tool produces a branded invoice that can be emailed or shared as a link. Most tools add online payment buttons, automatic reminders for late payers and recurring invoices for retainers and subscriptions. Some also track billable time and expenses, apply sales tax, support several currencies and sync with accounting software. Freelancers, agencies, consultants and small businesses use it to get paid faster and see who still owes money.
Invoicing Software compared
| Tool | Best for | Starting price | Free plan or trial |
|---|---|---|---|
| Zoho Invoice | Best free invoicing app. | Free | Free plan |
| Wave | Best free bookkeeping with invoicing. | $0 (Starter); Pro $19/month | Free plan |
| FreshBooks | Best for freelancers and service firms. | $23/month (Lite, 5 billable clients) | Free trial |
| Harvest | Best for billing tracked time. | $9/seat/month billed annually (Teams); Free plan $0 | Free plan, Free trial |
| QuickBooks Online | Best for working with an accountant. | $38/month (Simple Start, 1 user) | Free plan, Free trial |
| Stripe Invoicing | Best for businesses already on Stripe. | 0.4% per paid invoice (Starter) | No |
 Bill.com | Finance teams that run both bill pay and invoicing in one tool with approval chains. | $49 per user per month (Essentials) | Free trial |
 Xero | Teams that need unlimited users without per-seat cost. | $27/month (Early) | Free trial |
 Square Invoices | Small businesses already taking payments through Square. | Free; Plus $49/month | Free plan |
 PayPal Invoicing | Freelancers whose clients already pay through PayPal. | No monthly fee; 2.99% + $0.49 per card payment | Free plan |
 Invoice Ninja | Freelancers and small firms comfortable self hosting to avoid per seat fees. | Free (5 clients); Pro $140/year | Free plan |
Prices as published by each vendor on October 24, 2026. "Contact sales" means the vendor publishes no price.
The 11 best invoicing software in 2026
Best free invoicing app
Zoho Invoice
Free invoicing app from Zoho with usage caps, upgraded through Zoho Billing or Zoho Books.
Zoho Invoice is a free invoicing app from Zoho with annual usage caps. It suits freelancers and small businesses, and it can be upgraded through Zoho Billing or Zoho Books.
- Best for
- Freelancers and micro businesses that want free invoicing.
- Company size
- Freelancers and small businesses.
Key features
- Accounting integration
- Zoho Books and other Zoho apps (not confirmed by the vendor in detail)
- Branding and templates
- Invoice branding on free plan shows Powered by Zoho.
Pros
- Free and easy to start.
- Quick invoice creation and customization.
Cons
- Free plan limits on customers and invoices.
- Cannot change currency while generating invoices.
Pricing: Free · Free plan
Best free bookkeeping with invoicing
Wave
Free-to-start bookkeeping and invoicing for tiny businesses that makes money on payments and a $19 Pro tier.
Wave is a free-to-start bookkeeping and invoicing tool for tiny businesses, with a $0 Starter plan and a $19 per month Pro tier. It earns money on payments, charging 2.9% plus $0.60 per card payment on Starter.
- Best for
- Freelancers and micro businesses wanting free bookkeeping.
- Company size
- Solo and micro businesses.
Key features
- Online payment acceptance
- 2.9% + $0.60 per card on Starter.
- Accounting integration
- Native accounting.
Pros
- Free core bookkeeping.
- Simple interface.
Cons
- Slow customer support.
- Payment fees replace subscription revenue.
- Limited depth for growing firms.
Pricing: $0 (Starter); Pro $19/month · Free plan
Best for freelancers and service firms
FreshBooks
Invoicing-first accounting for freelancers and service firms, priced by billable client count.
FreshBooks is invoicing-first accounting for freelancers and service firms, priced by billable client count. It includes recurring invoices, reminders, time tracking and expenses on all tiers, with full accounting from Plus.
- Best for
- Freelancers and service businesses billing a limited number of clients.
- Company size
- Freelancers to small service firms.
Key features
- Recurring invoices and subscriptions
- Automated recurring invoices on all tiers.
- Online payment acceptance
- Cards, ACH, Apple Pay, Google Pay, BNPL; lower fees on Select.
- Automated payment reminders
- Automated late payment reminders on all tiers.
- Sales tax and multi-currency
- Tax-time reports on Lite; multi-currency not confirmed by the vendor.
Pros
- Very easy invoicing for non-accountants.
- Strong customer support reputation.
- Time tracking integrated with billing.
Cons
- Cost for solo users and annual price increases.
- Limited invoice flexibility.
- Access to records after cancelling.
Pricing: $23/month (Lite, 5 billable clients) · Free trial
Best for billing tracked time
Harvest
Time tracking tool with built in invoicing and expense tracking, priced per seat with a one seat free tier.
Harvest is a time tracking tool with built-in invoicing and expense tracking, priced per seat. Time entries become invoices without re-keying, which suits agencies and consultancies that bill by the hour.
- Best for
- Agencies and consultancies that bill clients by the hour from tracked time.
- Company size
- Small teams to enterprise; SSO and approvals aimed at larger teams.
Key features
- Time and expense billing
- Time and expenses roll into invoices.
- Reporting and aging
- Custom reports (4 on Teams, unlimited on Enterprise)
Pros
- Simple timer that is easy for staff to adopt.
- Time entries turn into invoices without re-keying.
Cons
- Reporting and budget features feel limited versus project tools.
- Costs rise per seat for the approvals and SSO tier.
Pricing: $9/seat/month billed annually (Teams); Free plan $0 · Free plan, Free trial
Best for working with an accountant
QuickBooks Online
Intuit's cloud bookkeeping suite with four paid tiers that scale by user cap (1, 3, 5, 25) rather than per seat.
QuickBooks Online is Intuit's cloud accounting suite with four paid tiers scaled by user cap rather than per seat. It offers a wide third-party app ecosystem, inventory and projects on Plus, and QuickBooks Payments for card and ACH.
- Best for
- Small businesses that work with an outside accountant who already uses QuickBooks.
- Company size
- 1 to 25 users; Advanced aimed at the upper small business end.
Key features
- Online payment acceptance
- QuickBooks Payments, card and ACH; Free plan gets unlimited invoices if you enable Payments.
- Accounting integration
- Native accounting product.
- Time and expense billing
- Employee time added to invoices from Essentials.
- Branding and templates
- Custom lead form on Essentials; not confirmed by the vendor for templates.
Pros
- Easy to learn and intuitive for non-accountants.
- Large ecosystem of connected apps and accountant familiarity.
- Cloud access lets owner and bookkeeper work at the same time.
Cons
- Repeated price increases and promo-then-list pricing.
- Support quality and billing issues reported by some reviewers.
- User caps force a jump from Plus (5 users) to Advanced (25 users)
Pricing: $38/month (Simple Start, 1 user) · Free plan, Free trial
QuickBooks Online pricing and review QuickBooks Online alternatives
Best for businesses already on Stripe
Stripe Invoicing
Usage-priced invoicing add-on to Stripe Payments that takes a percentage of each paid invoice instead of a seat fee.
Stripe Invoicing is an invoicing add-on to Stripe Payments that takes a percentage of each paid invoice instead of a seat fee. It supports recurring billing, automatic reminders, Stripe Tax and syncs with NetSuite, Xero and QuickBooks.
- Best for
- Businesses already processing payments through Stripe.
- Company size
- Mostly small businesses (79.2% of G2 reviews)
Key features
- Recurring invoices and subscriptions
- Recurring invoicing via Stripe Billing; Smart Retries recover about 38% of originally failed payments (Stripe figure)
- Online payment acceptance
- Card, bank transfer and 100+ global payment methods; ACH credit with virtual bank account numbers and auto-reconciliation.
- Automated payment reminders
- Automatic email reminders when invoices are due or overdue.
- Sales tax and multi-currency
- Manual tax rates or automatic calculation, collection and filing via Stripe Tax; 135+ currencies, 25+ languages.
Pros
- Easy setup and administration.
- Fits naturally if Stripe already handles payments.
Cons
- Limited invoicing depth versus dedicated tools (inferred from small-team skew; not confirmed by the vendor)
- Support quality scored lowest of sub-ratings (8.1)
Pricing: 0.4% per paid invoice (Starter)
Bill.com
Per-user AP and AR automation platform that sends invoices, collects payments and syncs with QuickBooks, Xero and NetSuite.
BILL is a per-user accounts payable and receivable platform that sends invoices, collects payments and syncs with QuickBooks, Xero and NetSuite. It offers approval chains and automated reminders, and it suits finance teams that run bill pay and invoicing together.
- Best for
- Finance teams that run both bill pay and invoicing in one tool with approval chains.
- Company size
- Small to mid-size businesses and accounting firms (accountant partner programs); Enterprise tier for larger finance teams.
Key features
- Recurring invoices and subscriptions
- Recurring invoices listed explicitly on Corporate and Enterprise; Essentials and Team list 'send invoices flexibly' only.
- Online payment acceptance
- Card 2.9% and ACH $0.59 on received payments; instant transfer 1.25% ($1 min)
- Automated payment reminders
- Automated payment reminders on all plans.
- Accounting integration
- 2-way sync QuickBooks Online/Pro/Premier and Xero from Team; NetSuite, Sage Intacct, Dynamics and QuickBooks Enterprise on Enterprise; Essentials is CSV only.
Pros
- Scalable and centralized payment management.
- Approval workflows and audit trail for bills.
Cons
- Customer service quality.
- Difficulty integrating with some accounting systems.
- Limited international payment capabilities.
Pricing: $49 per user per month (Essentials) · Free trial
Xero is New Zealand-built cloud accounting with three flat-priced plans and no per-user license fees. It offers native accounting, bank reconciliation, project tracking on Established and cash flow forecasts, and suits small businesses.
- Best for
- Teams that need unlimited users without per-seat cost.
- Company size
- Small businesses; Established for larger teams.
Key features
- Accounting integration
- Native accounting product.
- Time and expense billing
- Projects tracking on Established.
- Reporting and aging
- Cash flow forecast 30/60/180 days by plan.
Pros
- Usable for owners without accounting background.
- Strong automatic bank reconciliation.
- No per-user fees.
Cons
- Repeated list price increases.
- US payroll and tax depth thinner than QuickBooks.
- Plan limits on bills and invoices on Early.
Pricing: $27/month (Early) · Free trial
Square Invoices
Invoicing bundled with Square payments, with Free, Plus and Premium tiers that mainly change card fees and features.
Square Invoices is invoicing bundled with Square payments, with Free, Plus and Premium tiers. It suits small businesses already taking payments through Square, with card and ACH payments and custom templates starting on Plus.
- Best for
- Small businesses already taking payments through Square.
- Company size
- Small businesses and sole traders.
Key features
- Recurring invoices and subscriptions
- Included in invoices features.
- Online payment acceptance
- Card, ACH; fees by plan.
- Branding and templates
- Custom invoice templates start on Plus.
Pros
- Simple interface and easy sending.
- Fast payouts when using Square.
Cons
- Processing fees.
- No e-signature feature.
Pricing: Free; Plus $49/month · Free plan
PayPal Invoicing
Invoice feature inside a PayPal business account with no monthly fee and per transaction charges.
PayPal Invoicing is an invoice feature inside a PayPal business account with no monthly fee. Clients can pay with PayPal, Venmo, cards or ACH, and it supports recurring invoices, automatic reminders and 24 currencies.
- Best for
- Freelancers whose clients already pay through PayPal.
- Company size
- Freelancers and small businesses.
Key features
- Recurring invoices and subscriptions
- Recurring invoices or templates.
- Online payment acceptance
- PayPal, Venmo, cards, Apple Pay, Pay Later, ACH.
- Automated payment reminders
- Automatic reminders.
- Sales tax and multi-currency
- 24 currencies in 200+ markets.
Pros
- Easy to use and set up.
- Clients trust and already use PayPal.
Cons
- Transaction fees feel high.
- Few billing features beyond invoices.
Pricing: No monthly fee; 2.99% + $0.49 per card payment · Free plan
Invoice Ninja
Open source invoicing app available hosted or self hosted, with a free tier limited to 5 clients.
Invoice Ninja is an open source invoicing app available hosted or self hosted. It offers a client portal, recurring invoices and many payment gateways, with a free tier limited to 5 clients and Pro at $140 per year.
- Best for
- Freelancers and small firms comfortable self hosting to avoid per seat fees.
- Company size
- Freelancers and small businesses (95.5% small business reviewers on G2)
Key features
- Recurring invoices and subscriptions
- Supported (Pro)
- Online payment acceptance
- Multiple gateways; not confirmed by the vendor in detail.
- Branding and templates
- Custom branding URL on Pro; client portal branded on all plans.
Pros
- Low cost compared with per seat invoicing tools.
- Self hosting gives data control and flexibility.
Cons
- Interface and setup feel technical.
- Limited review base and support depth versus larger vendors.
Pricing: Free (5 clients); Pro $140/year · Free plan
How to choose the best invoicing software
The best invoicing software fits how you bill and how you get paid. Start by deciding whether you need invoices only or full accounting, then check for recurring billing, online payments, reminders and tax handling. If you bill hourly, look at time and expense tracking, and if you work with an accountant, make sure the tool syncs with their system. The criteria below explain each point and what separates strong tools from weak ones.
Recurring invoices and subscriptions
Recurring invoices send the same bill on a schedule, which suits retainers, memberships and subscriptions. A good tool lets you set the interval, edit future invoices and charge a saved card automatically. Basic tools only copy an old invoice by hand. Check whether recurring billing is on every plan or only on higher tiers.
- FreshBooks: Automated recurring invoices on all tiers.
- Stripe Invoicing: Recurring invoicing via Stripe Billing; Smart Retries recover about 38% of originally failed payments (Stripe figure)
- Bill.com: Recurring invoices listed explicitly on Corporate and Enterprise; Essentials and Team list 'send invoices flexibly' only.
- Square Invoices: Included in invoices features.
- PayPal Invoicing: Recurring invoices or templates.
Online payment acceptance
Online payments let clients pay from a link on the invoice by card, bank transfer or wallet. Strong tools support several methods and reconcile payments automatically, so you do not mark invoices as paid. Compare the processing fees and payout speed, because fees can add up quickly.
- Wave: 2.9% + $0.60 per card on Starter.
- FreshBooks: Cards, ACH, Apple Pay, Google Pay, BNPL; lower fees on Select.
- QuickBooks Online: QuickBooks Payments, card and ACH; Free plan gets unlimited invoices if you enable Payments.
- Stripe Invoicing: Card, bank transfer and 100+ global payment methods; ACH credit with virtual bank account numbers and auto-reconciliation.
- Bill.com: Card 2.9% and ACH $0.59 on received payments; instant transfer 1.25% ($1 min)
Automated payment reminders
Automated reminders nudge clients before and after the due date without you writing emails. Useful features include schedules, custom wording and a record of what was sent. Tools without reminders leave follow-up to you, which usually means late payments stay late.
- FreshBooks: Automated late payment reminders on all tiers.
- Stripe Invoicing: Automatic email reminders when invoices are due or overdue.
- Bill.com: Automated payment reminders on all plans.
- PayPal Invoicing: Automatic reminders.
Sales tax and multi-currency
Tax and currency support keeps invoices correct. Look for saved tax rates, automatic calculation by location and invoicing in the client's currency. Some tools only let you enter a manual rate, while others calculate, collect and file tax. This matters most if you sell across states or countries.
- FreshBooks: Tax-time reports on Lite; multi-currency not confirmed by the vendor.
- Stripe Invoicing: Manual tax rates or automatic calculation, collection and filing via Stripe Tax; 135+ currencies, 25+ languages.
- PayPal Invoicing: 24 currencies in 200+ markets.
Accounting integration
Accounting integration removes duplicate entry. The best invoicing tools sync invoices, payments and customers with QuickBooks, Xero or NetSuite, or include accounting themselves. Weaker ones only export a file. Ask your accountant which system they use before you choose.
- Zoho Invoice: Zoho Books and other Zoho apps (not confirmed by the vendor in detail)
- Wave: Native accounting.
- FreshBooks: Native accounting from Plus.
- QuickBooks Online: Native accounting product.
- Stripe Invoicing: Syncs with NetSuite, Xero and QuickBooks; revenue recognition available.
Time and expense billing
Service firms need billable hours and expenses on the invoice. Good tools track time with a timer or timesheet, attach expenses and turn them into invoice lines in one click. If you bill a fixed price or sell products, this is less important.
- FreshBooks: Unlimited time tracking and expenses on all tiers.
- Harvest: Time and expenses roll into invoices.
- QuickBooks Online: Employee time added to invoices from Essentials.
- Bill.com: No billable-time invoicing found; separate BILL Spend & Expense product covers expenses.
- Xero: Projects tracking on Established.
Branding and templates
Invoices are a client-facing document, so branding matters. Look for your logo, colors, custom fields, email templates and a branded client portal. Some free plans add the vendor's name to your invoices, and branding removal can require a paid tier.
- Zoho Invoice: Invoice branding on free plan shows Powered by Zoho.
- FreshBooks: Custom email templates on Premium; branding removal on Select.
- QuickBooks Online: Custom lead form on Essentials; not confirmed by the vendor for templates.
- Stripe Invoicing: Hosted invoice page included in both plans; template depth not confirmed by the vendor.
- Square Invoices: Custom invoice templates start on Plus.
Reporting and aging
Reporting shows who owes you money and for how long. Aging reports group unpaid invoices by how overdue they are, and revenue reports show income by client or period. Basic tools list invoices only, while stronger ones offer filters, exports and cash flow views.
- FreshBooks: Financial and double-entry accounting reports from Plus.
- Harvest: Custom reports (4 on Teams, unlimited on Enterprise)
- QuickBooks Online: Top 3 reports on Free, general business reports on Simple Start, enhanced reports on Essentials, custom KPIs and dashboards on Advanced.
- Bill.com: Cash flow forecasting from Team (QBO users); full reporting detail not confirmed by the vendor.
- Xero: Cash flow forecast 30/60/180 days by plan.
Pricing model and transparency
Invoicing tools charge a flat subscription, a fee per client or user, a percentage of each paid invoice, or nothing except payment processing fees. Check client caps, invoice limits and payment fees before you compare monthly prices. A free plan can cost more than a paid one once payments are counted.
- Zoho Invoice: Free with annual usage limits.
- Wave: Free Starter, $19 Pro, per-transaction payment fees.
- FreshBooks: Client-count tiers plus $11 per extra user.
- Harvest: Per seat, free tier of 1 seat and 2 projects.
- QuickBooks Online: Tiered flat price with user caps; no per-user price listed.
Target company size
Freelancer tools, small business suites and mid-market billing systems solve different problems. A solo tool may limit clients or users, while a finance team platform can be costly and complex for a freelancer. Choose one built for your size and likely growth over the next year or two.
- Zoho Invoice: Freelancers and small businesses.
- Wave: Solo and micro businesses.
- FreshBooks: Freelancers to small service firms.
- Harvest: Small teams to enterprise; SSO and approvals aimed at larger teams.
- QuickBooks Online: 1 to 25 users; Advanced aimed at the upper small business end.
What invoicing software really costs
Features decide the shortlist; the bill decides whether it stays affordable as the team grows. The numbers below come from each vendor's published plans: entry prices, how far plans climb, what single sign-on costs extra and which fees sit on top.
- Quote-only vendors
- 1 of 11
- Publish their prices
- 11 of 11
- Free plans
- 7 of 11
- Biggest price climb
- 9.4x
publish no usable price
every vendor shows a price
plus 3 free trials
Wave, $15.83 to $149
What invoicing software costs per year for your size
For 20 users on the cheapest plan that fits, Invoice Ninja costs $140 a year and Bill.com $11,760. Pick your own size: the order changes because free plans end, plans have user caps and per-user prices multiply differently.
| # | Tool | Plan and price basis | Per year |
|---|---|---|---|
| 1 | Invoice Ninja | Pro$11.67 per month, flat | $140 |
| 2 | Wave | Pro$15.83 per month, flat | $190 |
| 3 | FreshBooks | Lite$23 per month, flat | $276 |
| 4 | Xero | Early$27 per month, flat | $324 |
| 5 | Square Invoices | Plus$49 per month, flat | $588 |
| 6 | Harvest | Teams$9 per user per month | $2,160 |
| 7 | QuickBooks Online | Advanced$340 per month, flat | $4,080 |
| 8 | Bill.com | Essentials$49 per user per month | $11,760 |
List prices per month as published on October 24, 2026, billed annually where the vendor shows both, promotions excluded. Full feature plan adds one-time onboarding fees in year one. Not in the calculation: Zoho Invoice, Stripe Invoicing and PayPal Invoicing (quote only, another pricing unit or a plan that does not fit this size). Payment fees come on top: Wave: Starter 2.9% + $0.60 card (Amex 3.4% + $0.60); Pro 2.9% + $0 for first 10 transactions per month, then 2.9% + $0.60; Bill.com: Receiving: ACH $0.59, card 2.9%, instant transfer 1.25% ($1 min); paying: ACH $0.59, check $1.99; Pay Faster ACH $11.99, instant 1.0% ($9.99 min), international USD wire $19.99; Square Invoices: Free 3.3% + $0.30 per card, ACH 1% min $1; Plus 2.9% + $0.30 online, ACH capped $10.
How far each price can climb
The entry price is rarely what you pay once the team needs more. Each line runs from a tool's cheapest paid plan to its most expensive published plan. Wave grows 9.4x from $15.83 to $149, QuickBooks Online 8.9x, while Invoice Ninja sells a single paid plan.
- WavePro $15.83 to Wave Advisors $149 per month9.4x
- QuickBooks OnlineSimple Start $38 to Advanced $340 per month8.9x
- XeroEarly $27 to Established $97 per month3.6x
- FreshBooksLite $23 to Premium $70 per month3x
- Square InvoicesPlus $49 to Premium $149 per month3x
- Bill.comEssentials $49 to Corporate $89 per user per month1.8x
- HarvestTeams $9 to Enterprise $14 per user per month1.6x
Published plan prices only; quote-only plans are not on the scale. The scale is logarithmic so cheap and expensive tools fit on one line.
The price of single sign-on
If IT requires SAML single sign-on, the plan that includes it sets your real price, not the entry plan. 2 of the 2 tools that say where SSO sits charge more for it; 7 of 11 publish nothing about SSO, so ask before you budget.
- Harvest+$5per user per month: SAML SSO needs Enterprise ($14) instead of Teams ($9), $1,200 a year for 20 users.
- Bill.com+$40per user per month: SAML SSO needs Corporate ($89) instead of Essentials ($49), $9,600 a year for 20 users.
How invoicing software pricing works
Invoicing vendors charge in five main ways, and the cheapest model for a freelancer is often the most expensive for a growing firm. Some tools charge nothing for software and take a cut of payments, while others charge a flat monthly price regardless of volume. Understanding the model tells you how your bill will move before you commit. Use them as a lens when you read any vendor pricing page.
Percentage of payments
Stripe Invoicing charges 0.4% per paid invoice on Starter, and PayPal Invoicing has no monthly fee but takes 2.99% plus $0.49 per card payment. This is cheap at low volume and grows linearly with revenue.
Per user fees
Bill.com charges $49 per user per month on Essentials, and Harvest charges $9 per seat on Teams with annual billing. Cost scales with headcount, so a finance team of five costs five times as much.
Client-count tiers
FreshBooks Lite covers 5 billable clients at $23 per month and charges $11 per month for each extra team member. Growth in clients or staff moves you up a tier, so the starting price is only the first step.
Flat plans with caps
Xero charges a flat price with no per-user license fee, and QuickBooks Online Simple Start is $38 per month for 1 user. Flat is predictable, but the user or feature cap decides when you must upgrade.
Free tiers with paid exits
Zoho Invoice, Wave, Invoice Ninja and Square Invoices all offer free plans. Free often means a client cap or payment fees, and the paid upgrade can be a different product, as Zoho Invoice points to Zoho Billing.
Costs that are easy to miss
Add-ons, usage fees and premium modules often decide the real bill. These are the paid extras the vendors list themselves.
- Zoho InvoiceZoho Billing for higher invoice volume (price not seen)
- WavePayroll from $25 or $40/month; Receipt capture $11 or $8/month; Wave Advisors from $149/month
- FreshBooksExtra team member $11/month; Advanced Payments $20/month; Payroll $40/month + $6 per user
- HarvestUsage based charges for extra invoices, projects, clients, tasks (rates unpublished)
- QuickBooks OnlinePayroll (price not on pricing page); ACH bill pay $0.50 per transaction over allotment; Bill Pay Elite (listed with Advanced)
- Stripe InvoicingStripe Payments fees (separate); Stripe Tax and Stripe Billing carry separate pricing
- Bill.comProcurement (add-on on Essentials and Team); Pay Faster ACH $11.99, instant payment 1.0% ($9.99 min, $100 max); International USD wire $19.99
- XeroAuto-reconcile $5/month on Early; Payroll via Gusto $36/month + $6 per employee; Inventory Plus (price not captured)
Our recommendation
Choose the invoicing tool that matches how you bill: hourly work needs time tracking, subscriptions need recurring invoices and accountants usually prefer a tool that syncs with their system. Freelancers can start free, while growing firms benefit from accounting features and automation. Before you commit, check client caps, user limits and payment fees, so the cost stays predictable as your invoice volume grows.
Invoicing Software: frequently asked questions
What is invoicing software?
Invoicing software creates, sends and tracks invoices for you. It usually includes online payment links, automatic reminders and recurring invoices, and some tools also track time, expenses and taxes. It replaces hand-made invoices in documents and spreadsheets.
What is the best invoicing software for small business?
FreshBooks suits freelancers and service firms, QuickBooks Online suits businesses that work with an accountant, and Harvest suits teams that bill tracked time. Stripe Invoicing or Square Invoices fit businesses that already use those payment systems.
What is the best free invoicing software?
Zoho Invoice is free with annual usage limits, Wave has a free Starter plan with bookkeeping, and Invoice Ninja is free for up to 5 clients. Square Invoices and PayPal Invoicing have no monthly fee but charge processing fees on payments.
Can invoicing software accept online payments?
Yes. Most tools let clients pay from the invoice by card or bank transfer, and some support wallets such as Apple Pay and PayPal. The processing fee depends on the tool, for example 2.9% plus $0.60 per card payment on Wave Starter.
Do I need accounting software or just invoicing software?
If you only send invoices and track payments, invoicing software is enough. If you need bank reconciliation, taxes and reports, or your accountant uses a specific system, choose accounting software such as QuickBooks Online, Xero or FreshBooks Plus, or pick an invoicing tool that syncs with it.
What do invoicing software cost for a team of 20?
Calculated from published list prices: Wave: Pro $190 per year flat; page lists no user cap, so 20-user fit unconfirmed; Harvest: 20 x $9 x 12 = $2,160/year on Teams (annual); 20 x $11 x 12 = $2,640 monthly; QuickBooks Online: Advanced $340/month x 12 = $4,080 per year at list for up to 25 users (promo excluded); Bill.com: $15,600 per year on Team (20 x $65 x 12); $11,760 on Essentials (20 x $49 x 12); excludes payment fees; Xero: Growing $59/month x 12 = $708 per year; user cap not stated on the page, so fit for 20 users is not confirmed. Tools that quote on request are not included.
Which invoicing software have a free plan or free trial?
Zoho Invoice (free plan), Wave (free plan), FreshBooks (free trial), Harvest (free plan, free trial), QuickBooks Online (free plan, free trial), Bill.com (free trial), Xero (free trial), Square Invoices (free plan), PayPal Invoicing (free plan) and Invoice Ninja (free plan), according to the vendors' sites on October 24, 2026.