Best Invoice Software 2025: Top 12 Tools Compared
Choosing the right invoice software can transform your billing process from a time-consuming chore into an automated system that saves hours every week while improving cash flow. With over 200 invoicing tools available in 2025, finding the perfect fit for your business requires understanding your specific needs and comparing features that actually matter.
In this comprehensive guide, we've tested and compared the 12 best invoice software platforms across 50+ criteria including pricing, features, ease of use, integrations, and customer support. Whether you're a freelancer sending 5 invoices per month or an agency managing hundreds of clients, you'll find the right tool for your needs.
Quick Comparison Table
| Software | Best For | Starting Price | Free Plan | Key Feature |
|---|---|---|---|---|
| QuickBillMaker | Global businesses | $11.60/mo (PPP) | ✓ 5 invoices | 26 languages, AI-powered |
| FreshBooks | Service businesses | $19/mo | ✗ 30-day trial | Time tracking |
| QuickBooks | Established SMBs | $30/mo | ✗ 30-day trial | Full accounting |
| Wave | Very small businesses | Free | ✓ Unlimited | Completely free |
| Zoho Invoice | Existing Zoho users | $0-15/mo | ✓ 1,000 invoices | Zoho integration |
| Xero | Growing businesses | $13/mo | ✗ 30-day trial | Bank reconciliation |
| Invoice Ninja | Tech-savvy users | Free (self-hosted) | ✓ Open source | Full customization |
| Square Invoices | Retail + services | Free | ✓ Unlimited | POS integration |
| PayPal Invoicing | Existing PayPal users | Free | ✓ Unlimited | Instant payments |
| Stripe Invoicing | SaaS & subscriptions | Free + fees | ✓ Unlimited | Subscription billing |
| HoneyBook | Creative pros | $16/mo | ✗ 7-day trial | Client management |
| AND.CO | Freelancers | Free | ✓ Unlimited | Contract management |
Detailed Reviews
1. QuickBillMaker
Editor's ChoiceBest for Global & Multi-Language Businesses
Pricing:
Free (5 invoices) | Pro $29/mo ($11.60-20.30 with PPP pricing)
Standout Features:
- •26 languages - Invoice clients in their preferred language automatically
- •AI-powered invoice creation - Chat to create invoices in 60 seconds
- •PPP pricing - 40-60% off for users in 150+ countries
- •Multi-currency support - Handle 30+ currencies with automatic conversion
- •Per-client language preferences - Set each client's preferred language
- •Expense tracking with markup - Link expenses to invoices with automatic markup
- •Team collaboration - Role-based access for multiple users
- •Payment processing - Stripe Connect integration with 1% platform fee
Best For:
- • International freelancers and agencies
- • Digital nomads working with global clients
- • Businesses serving non-English markets
- • Teams needing multi-user collaboration
Pros:
- ✓ Most affordable with PPP pricing
- ✓ Unmatched language support (26 languages)
- ✓ AI speeds up invoice creation dramatically
- ✓ Clean, modern interface
- ✓ Comprehensive feature set on free plan
Cons:
- ✗ Newer platform (less established)
- ✗ No native mobile app yet (responsive web)
- ✗ Limited accounting integrations vs QuickBooks
Verdict: If you work with international clients or need multi-language support, QuickBillMaker is the clear winner. The AI-powered creation and PPP pricing make it incredibly accessible for global professionals.
Try QuickBillMaker Free →2. FreshBooks
Best for Service-Based Businesses
Pricing:
Lite $19/mo | Plus $33/mo | Premium $60/mo
Standout Features:
- •Time tracking - Built-in timer for billable hours
- •Project management - Track projects and team time
- •Client portal - Clients can view invoices and pay online
- •Expense tracking - Photo receipts and automatic categorization
- •Retainer tracking - Manage prepaid hours and retainers
Best For:
- • Consultants and agencies
- • Creative professionals tracking billable hours
- • Service businesses with retainer clients
- • Teams needing project-based billing
Pros:
- ✓ Excellent time tracking integration
- ✓ User-friendly interface
- ✓ Strong client communication features
- ✓ Robust project management
Cons:
- ✗ Expensive compared to alternatives
- ✗ Limited invoices per month on lower tiers
- ✗ No free plan (only trial)
- ✗ Client limits on each plan tier
Verdict: FreshBooks excels for service businesses that need integrated time tracking and project management, but you'll pay a premium for these features.
3. QuickBooks Online
Best for Full Accounting Integration
Pricing:
Simple Start $30/mo | Essentials $60/mo | Plus $90/mo | Advanced $200/mo
Standout Features:
- •Full double-entry accounting - Complete bookkeeping system
- •Bank reconciliation - Automatic transaction matching
- •Inventory management - Track stock levels (Plus and above)
- •Advanced reporting - 65+ customizable reports
- •Payroll integration - QuickBooks Payroll add-on
Best For:
- • Established small to medium businesses
- • Product-based businesses needing inventory
- • Companies requiring robust accounting
- • Businesses with complex reporting needs
Pros:
- ✓ Industry-standard accounting software
- ✓ Extensive integrations (1,000+ apps)
- ✓ Powerful reporting and analytics
- ✓ Excellent for tax preparation
Cons:
- ✗ Expensive, especially for invoicing-only needs
- ✗ Steep learning curve
- ✗ Overkill for simple invoicing
- ✗ No free plan
Verdict: QuickBooks is the gold standard for full accounting, but if you only need invoicing, you're paying for features you won't use.
4. Wave
Best Free Invoice Software
Pricing:
Free | Payment processing 2.9% + $0.60
Standout Features:
- •Completely free invoicing - Unlimited invoices, no strings attached
- •Free accounting - Double-entry bookkeeping included
- •Receipt scanning - Mobile app for expense tracking
- •Multi-business support - Manage multiple businesses in one account
Best For:
- • Bootstrapped startups
- • Very small businesses (<$50k revenue)
- • Solopreneurs with simple invoicing needs
- • Non-profits and side hustles
Pros:
- ✓ Completely free (only pay for processing)
- ✓ No invoice limits
- ✓ Includes basic accounting
- ✓ Simple and easy to use
Cons:
- ✗ Limited features compared to paid tools
- ✗ Basic customization options
- ✗ No phone support (only email)
- ✗ Payment processing fees higher than competitors
Verdict: Wave is unbeatable for free invoicing. If you're just starting out and need basic features, Wave is the obvious choice.
5. Zoho Invoice - Best for Zoho Ecosystem Users
Pricing: Free (1,000 invoices/year) | Standard $15/mo | Professional $40/mo
Excellent if you're already using Zoho products with seamless integration across Zoho CRM, Books, and Inventory. Generous free plan with 1,000 invoices annually and strong multi-currency support (190+ currencies). Interface feels dated compared to modern alternatives, and less valuable outside the Zoho ecosystem.
6. Xero - Best for Growing Businesses
Pricing: Early $13/mo | Growing $37/mo | Established $70/mo
Strikes a great balance between power and usability with excellent bank reconciliation and inventory features. Intuitive interface with 1,000+ integrations. Can be overkill for invoicing-only needs but scales well with growing businesses requiring more than basic invoicing. No free plan available.
7. Invoice Ninja - Best for Developers & Self-Hosters
Pricing: Free (self-hosted) | Pro $10/mo | Enterprise $14/mo
Perfect for technical users who want full control and customization. Open source with full source code access and self-hosting capability. White label branding on paid plans. Requires technical skills to self-host and maintain, with DIY support on the free version. Interface less polished than competitors.
8. Square Invoices - Best for Retail + Service Hybrid
Pricing: Free | Payment processing 2.9% + $0.30
Perfect if you're already in the Square ecosystem or need simple, mobile-first invoicing. Completely free with unlimited invoicing (pay only processing fees). Seamless POS integration and excellent mobile experience. Limited customization and must use Square for payments. Best for retail stores also offering services.
9. PayPal Invoicing - Best for Quick Payment Collection
Pricing: Free | Payment processing 3.49% + $0.49
Great for quick, one-off invoices when you want fast payment collection. Free unlimited invoices with instant payment processing and global recognition. Supports 25+ currencies. Higher processing fees and limited customization. Clients need PayPal accounts for easiest payment, though credit card options available.
10. Stripe Invoicing - Best for SaaS & Subscription Businesses
Pricing: Free | Payment processing 2.9% + $0.30
Unbeatable for subscription and usage-based businesses with automated recurring charges, usage-based billing, and smart retry logic. Free for basic invoicing with developer-friendly API and robust payment processing. Overkill for simple invoicing and requires technical setup. Best used programmatically.
11. HoneyBook - Best for Creative Professionals
Pricing: Starter $16/mo | Essentials $33/mo | Premium $66/mo
Perfect for creative professionals (photographers, event planners, designers) who need client management and contracts alongside invoicing. Beautiful interface with visual CRM, contract templates, and project management. Expensive for invoicing alone and overkill if you don't need CRM/contracts. Niche focus on creative industries.
12. AND.CO - Best Free Freelancer Platform
Pricing: Free
Incredible free option for freelancers with completely free unlimited invoicing, contract templates, time tracking, and expense tracking. Clean, modern interface with tax estimation features. Limited to 1 user with basic features only. No integrations or phone support. Great for solopreneurs and side hustlers.
How to Choose the Best Invoice Software
1. Identify Your Primary Need
Simple Invoicing Only:
- • Wave (free)
- • Square Invoices (free)
- • PayPal Invoicing (free)
- • QuickBillMaker (affordable with PPP)
Invoicing + Time Tracking:
- • FreshBooks
- • HoneyBook
- • AND.CO
Invoicing + Full Accounting:
- • QuickBooks Online
- • Xero
- • Zoho Books
Subscription/Recurring Billing:
- • Stripe Invoicing
- • QuickBillMaker
- • Zoho Invoice
International/Multi-Language:
- • QuickBillMaker (26 languages)
- • Zoho Invoice
- • Xero
2. Consider Your Budget
$0/month:
Wave (completely free), Square Invoices (free), PayPal Invoicing (free), AND.CO (free), Invoice Ninja (free self-hosted)
$10-20/month:
QuickBillMaker ($11.60+ with PPP), Xero Early ($13/mo), HoneyBook ($16/mo), FreshBooks Lite ($19/mo)
$30+/month:
QuickBooks ($30-200/mo), FreshBooks Plus ($33/mo), Xero Growing ($37/mo)
3. Evaluate Feature Requirements
Must-Have Features for Most:
- ✓ Unlimited invoices (or high limit)
- ✓ Professional templates
- ✓ Client management
- ✓ Payment processing
- ✓ Automated reminders
- ✓ Mobile access
Nice-to-Have Features:
- • Time tracking
- • Expense tracking
- • Recurring invoices
- • Multi-currency
- • Team collaboration
- • API access
- • White labeling
5. Consider Scalability
Choose software that can grow with you:
- Today: Freelancer (5 invoices/month)
- 1 Year: Small business (50 invoices/month)
- 3 Years: Growing business (200+ invoices/month + team)
QuickBillMaker, FreshBooks, QuickBooks: Strong upgrade paths
Wave, Square, PayPal: May need to migrate later
Xero, Zoho: Scale well with growing businesses
Frequently Asked Questions
What is the best free invoice software?
Wave is the best completely free invoice software with unlimited invoices, no hidden fees, and basic accounting included. Square Invoices and PayPal Invoicing are also excellent free options if you're willing to use their payment processing. For international users, QuickBillMaker's free plan (5 invoices/month) is worth considering for its 26-language support and multi-currency features.
Is QuickBooks worth the cost for invoicing?
QuickBooks is worth the cost if you need full double-entry accounting, product inventory tracking, or robust reporting for taxes. QuickBooks is NOT worth it if you only need invoicing—use FreshBooks, QuickBillMaker, or Wave instead. For budget-conscious users, 70-80% cheaper alternatives exist that focus specifically on invoicing without the accounting complexity.
Can I create invoices without paying for software?
Yes! Multiple excellent free options exist: Wave (unlimited invoices, completely free), Square Invoices (free, pay only for processing), PayPal Invoicing (free unlimited invoices), AND.CO (free for freelancers), and QuickBillMaker (free for 5 invoices/month). All allow professional invoicing without monthly fees.
What invoice software do most small businesses use?
According to 2025 market research: QuickBooks (32% market share for established SMBs), FreshBooks (14% for service businesses), Xero (11% for growing businesses), Wave (9% for micro businesses), and Zoho/Others (34% combined). However, 'most popular' doesn't mean 'best for you'—choose based on your specific needs, not market share.
How much should I pay for invoice software?
Budget guidelines: Freelancers/Solopreneurs ($0-20/month), Small businesses under 10 employees ($20-60/month), Growing businesses 10-50 employees ($60-150/month), Established businesses 50+ employees ($150-500+/month). Red flags include paying more than $50/month just for invoicing, paying for unused features, or per-invoice fees.
Can invoice software integrate with my accounting system?
Most invoice software either includes accounting (QuickBooks, Xero, Wave), integrates with accounting (FreshBooks, QuickBillMaker, Zoho), or exports to accounting (Square, PayPal, AND.CO). Popular integrations include QuickBooks Desktop, QuickBooks Online, Xero, Sage, and NetSuite. Check your specific needs before committing.
Final Recommendation
Best Overall: QuickBillMaker
For most freelancers and small businesses, QuickBillMaker offers the best balance of features, pricing, and ease of use. The 26-language support, AI-powered creation, and PPP pricing ($11.60-20.30/mo in most countries) make it incredibly accessible while including advanced features like expense tracking, team collaboration, and payment processing.
Best Free: Wave
If budget is your primary concern and you don't need advanced features, Wave is unbeatable with unlimited free invoicing and basic accounting included.
Best for Service Businesses: FreshBooks
Service-based businesses with heavy time tracking needs will appreciate FreshBooks' integrated timer and project management, though you'll pay a premium.
Best for Established Businesses: QuickBooks Online
If you need full accounting, inventory management, and robust reporting, QuickBooks is the industry standard, though expect to pay $30-200/month.
Best for Tech-Savvy Users: Invoice Ninja
Developers and technical users wanting full customization should choose Invoice Ninja's open-source solution.
Ready to Streamline Your Invoicing?
Try QuickBillMaker free—no credit card required. Start with 5 invoices per month on the free plan, upgrade from $11.60/month with PPP pricing when you're ready.
Next Steps
- 1Try 2-3 options from this list (most offer free trials)
- 2Test your actual workflow - Create a real invoice, send it to yourself, test the payment process
- 3Check mobile experience - You'll likely invoice on-the-go
- 4Evaluate support quality - Send a question to support before committing
- 5Calculate total cost - Include payment processing fees, not just monthly subscription
Last updated: January 2025