Which invoicing software makes the most sense for a freelancer, sole proprietor or small business? I compared popular options by pricing, free plans, accounting features, payment collection and automation. This guide covers QuickBooks Online, FreshBooks, Xero, Zoho Invoice, Wave and Invoice Ninja, with practical recommendations for different business needs.
Creating a professional invoice is only part of the job. Your software should also help monitor payments, organize records and share information with your accountant. If you sell courses, e-books, memberships or consulting packages online, you may also need order forms, checkout pages and automated delivery. I therefore compare sales tools such as FAPI and SimpleShop separately from accounting-focused invoicing apps.
Updated November 6, 2026. Product features and prices are based on public provider information, not a claim that I personally performed identical hands-on tests of every platform. Some links are affiliate links; I may receive a commission without increasing your price. Product suitability comes before commissions. US prices below are reference prices, not universal prices for every country.
Invoicing software: Quick comparison
For an established small business, I would start by comparing QuickBooks Online and Xero. FreshBooks is particularly attractive for service-based freelancers, while Zoho Invoice and Wave offer free starting options. Invoice Ninja is worth examining if you want recurring invoices and flexibility without paying for a large accounting suite. Country availability, tax functionality and actual costs should determine your final choice.
| Software | Starting price | Best suited for | Free option |
|---|---|---|---|
| QuickBooks Online | Simple Start $38/month | US small-business accounting | Trial or promotions; check plan eligibility |
| FreshBooks | Lite $23/month | Freelancers and service businesses | Trial; paid subscription after |
| Xero | Early $27/month | Growing businesses and accountants | Trial; introductory offers |
| Zoho Invoice | $0 subscription | Basic invoices and reminders | Yes |
| Wave | Starter $0 | Eligible US/Canadian small businesses | Yes |
| Invoice Ninja | $0; Pro $14/month | Recurring billing and flexible invoicing | Yes, up to 5 clients |
US-dollar figures reflect regular public US list prices checked November 6, 2026, before limited-time promotions or applicable taxes: QuickBooks Simple Start $38, FreshBooks Lite $23 and Xero Early $27 monthly. The free services and Invoice Ninja plans have their own limits. Other countries may use different currencies, plans and tax integrations. Wave’s service availability is geographically restricted.
How I compared the invoicing apps
I focused on total ongoing cost rather than headline discounts, along with client limits, recurring billing, reminders, expense tracking, bank reconciliation, mobile access and accountant exports. I also examined whether the tool supports the needs of a solo freelancer or a growing team. I have not assigned artificial scores based on hands-on tests I did not perform.
- Total cost: regular subscription price, clients, users, payments and add-ons.
- Everyday workflow: estimates, invoices, reminders and recurring bills.
- Integrations: banks, accountants, bookkeeping and online stores.
- Local requirements: tax rules, invoice formats, privacy and regional support.
- Growth: automation, project billing, API and additional team members.
The invoicing programs in detail
Each platform serves a slightly different purpose. A freelancer sending a few invoices may not need full double-entry accounting. A business with employees, inventory and many transactions will value bookkeeping integrations more highly. The following profiles explain the primary benefits, limitations and situations where another product may be a better fit.
1. QuickBooks Online – invoicing with business accounting
QuickBooks Online is a strong candidate for US businesses that want invoicing and accounting together. The regular US Simple Start list price is $38 per month before introductory discounts. It supports invoices, payment tracking, income and expense reporting and connections to other business tools. Essentials costs $85 per month at the regular list price and supports more users and workflows.
QuickBooks makes sense when the accounting function matters as much as issuing invoices. Advantages: broad business reporting, accountant collaboration and an established integration ecosystem. Disadvantages: higher regular costs than invoice-only tools, with more advanced features reserved for expensive tiers. If you send a few invoices and do not need bookkeeping, compare a free alternative first.
2. FreshBooks – designed for service-based work
FreshBooks fits freelancers and service businesses that regularly invoice clients for projects or time. Its US Lite plan has a regular price of $23 per month and allows invoices to five clients. Plus is $43 per month with a larger client allowance, while Premium is $70 per month at the regular published price. Limited-time promotional discounts should not be mistaken for the long-term cost.
Features include invoices, estimates, expense tracking, online payments and, in suitable plans, accounting reports and time-related workflows. Advantages: service-business focus, user-friendly client invoicing and accessible payment options. Disadvantages: the Lite client cap and paid add-ons or team members. It is especially worth testing if you charge for consulting, creative work or recurring projects.
3. Xero – a good fit for growing businesses
Xero combines invoices with bookkeeping, bank reconciliation and accountant-friendly workflows. Its regular US Early plan is $27 per month and includes up to 20 invoices and five bills. The Growing plan is $59 and Established is $97 per month at the current US list prices. Select the tier based on volume and required features, not just a discounted introductory rate.
Growing removes the Early invoice constraint and expands finance capabilities; Established adds further features including multiple currencies. Advantages: connected accounting and strong potential for collaboration. Disadvantages: Early limits and higher costs for advanced features. If your invoicing volume is increasing, calculate the price of Growing rather than assuming the entry plan will be sufficient.
4. Zoho Invoice – a genuinely free invoicing starting point
Zoho Invoice is a free invoicing application for businesses that need professional documents without a recurring software subscription. Zoho describes it as free to use, with features such as estimates, payment reminders, expense recording, customer portals and project time tracking. It is an attractive first comparison for freelancers who do not want a full paid accounting suite.
Advantages: no subscription cost for the core service and useful invoicing automation. Disadvantages: available payment gateways and local tax features vary by region; you may need separate bookkeeping software. Confirm eligibility for your business country and whether your accountant can use the available exports before making it your primary system.
5. Wave – free basic invoicing in supported markets
Wave Starter provides free basic invoicing and accounting tools for eligible businesses in its supported markets. You can create invoices without paying a monthly Starter subscription, while features such as automated bank imports and receipt capture are associated with the paid Pro option. Payment-processing services and payroll, when available, can incur additional charges.
Advantages: free entry, accessible invoicing and a link to basic financial records. Disadvantages: geographic eligibility and paid advanced automation. Wave is especially worth considering for supported US and Canadian businesses, but it should not be presented as a universally available free option for every country.
6. Invoice Ninja – flexible billing and recurring invoices
Invoice Ninja appeals to freelancers who want more control over invoices, online payments and recurring billing. Its hosted free plan allows up to five clients with unlimited invoices. The Pro plan costs $14 per month, or $140 per year according to the provider, and removes the free client limit. Project and time tracking, a client portal and payment features are also available.
Advantages: generous features for a limited client list, recurring invoices and flexible billing workflows. Disadvantages: a five-client free cap, potential setup effort and the need to verify local legal and tax compliance. This is a strong alternative to examine if you want to keep your invoicing separate from a large accounting subscription.
Free invoicing software: Which options are worth trying?
You can create professional invoices without paying a monthly software fee, provided the free plan suits your business. Zoho Invoice, Wave Starter and Invoice Ninja all offer no-cost starting options. Their restrictions differ: some limit clients, others restrict geographic eligibility or reserve automated bookkeeping features for paid plans. Free invoicing is not necessarily free payment processing or full accounting.
- Zoho Invoice: free invoicing and reminders, with local availability to verify.
- Wave Starter: no monthly subscription for basic invoicing in supported regions.
- Invoice Ninja Free: five clients and unlimited invoices.
- FreshBooks and Xero: trials or introductory offers, rather than a universal promise of free ongoing full-service use.
Test two products with the same typical invoice. Include your company information, sales taxes where relevant, payment terms and the invoice export. If you accept cards or automated bank transfers, also calculate transaction fees. Compare your expected needs for the next year, not just the initial client list.
Electronic invoicing rules: What should your software support?
Electronic invoicing requirements differ significantly between countries. A PDF emailed to a client is not necessarily the same as a legally required structured electronic invoice. EU member states may use national structured formats, Peppol or domestic clearance systems; the US has no single general nationwide structured B2B e-invoice mandate applying to all businesses. Do not apply one country’s deadlines to another market.
Before subscribing, ask whether the product supports the invoice formats required in your jurisdiction, correct sales-tax or VAT treatment, storage and accountant access. In some EU countries structured electronic invoices are already mandatory for defined transactions, while other countries are introducing phased rules. In the UK, Making Tax Digital has separate recordkeeping and reporting requirements and should not be confused with one universal invoice-format mandate.
Because this English-language guide serves multiple countries, treat prices and compliance notes as selection criteria rather than country-specific legal advice. Confirm applicable requirements with a local qualified accountant and the relevant tax authority.
FAPI and SimpleShop: When you need automated selling
Selling online courses, digital downloads, subscriptions or consulting packages often requires more than an invoicing app. You may need a checkout page, recurring payments, order confirmations and automatic digital delivery. FAPI and SimpleShop focus on sales workflows rather than general-purpose accounting. For international businesses, compare these tools with regionally available options such as Shopify, WooCommerce or specialized checkout platforms.
| Tool | Main purpose | Pricing model |
|---|---|---|
| FAPI | Automated orders, recurring payments and sales workflows | Subscription depending on plan and usage |
| SimpleShop | Checkouts for courses and digital products | Sales-related fees and plan conditions |
FAPI – for more complex automated sales
FAPI makes sense if you regularly sell digital products or memberships and want to automate order handling. Instead of manually issuing a separate invoice after each sale, you can connect steps in the customer’s purchasing journey. This becomes more valuable when orders repeat, payments are recurring and administration would otherwise consume significant time.
Before using FAPI outside its core market, check supported currencies, local payment methods, invoice compliance and how transaction data reaches your accountant. Its subscription cost should be assessed against real monthly sales volume. Businesses with occasional service invoices may be better off using an ordinary invoicing tool.
SimpleShop – checkout for digital products
SimpleShop is intended for creators who want to accept online orders without building a conventional full-scale store. The system brings together order forms, payment processing and delivery of digital products such as courses or downloadable files. Its pricing approach should be compared using your anticipated number and value of completed orders.
For an English-speaking international audience, verify which currencies, payment providers, tax settings and customer-facing languages are supported. A locally compliant invoicing or bookkeeping integration may still be required. If you mainly sell physical goods, a full e-commerce platform may fit better.
Important: a selling platform does not automatically meet every country’s accounting and e-invoicing requirements. Test a complete order, invoice, payment and refund with your accountant before relying on a new checkout workflow.
Other business tools worth connecting to invoicing
Most time savings come from connecting invoicing to banking, customer communications and the actual sales process. There is no need to buy every possible tool. Prioritize integrations that remove repetitive work or improve customer experience and calculate whether the additional monthly cost is justified.
Business banking and payment reconciliation
If customers pay by bank transfer, reconciliation can reduce manual payment checks. Compare support for your actual bank, matching rules, partial payments, foreign-currency transfers and transaction charges. An invoicing platform with a compatible bank feed can be more valuable than a slightly cheaper subscription without one.
Email marketing and post-purchase communication
For businesses selling online, follow-up emails can support repeat orders and customer relationships. Ecomail is one possible marketing platform, alongside other international email tools. Compare the integrations with your checkout and subscriber system. Keep promotional email campaigns separate from necessary invoice delivery and observe applicable consent and privacy rules.
Shopify and WooCommerce for physical products
When you sell physical products at scale, an e-commerce platform is usually more practical than standalone invoicing. Shopify and WooCommerce handle storefronts, orders and product catalogues. You still need a reliable connection to your invoicing or accounting software for payments, returns, taxes and inventory updates.
WordPress hosting for a business website
A well-maintained website is useful for service providers and digital product creators. When comparing WordPress hosting, consider site speed, backups, support, security and renewal pricing. If your existing website already works well, changing invoicing software alone is not a reason to move hosting providers.
How to choose invoicing software for your business
Start with your monthly invoice volume, client list and accountant’s requirements. Next, determine whether you need online payment collection, bank feeds, recurring invoices and staff access. A low-cost invoicing tool can be enough for a solo professional, while growing businesses may save more time with connected bookkeeping and sales systems.
- Just a few clients: start with Zoho Invoice or Invoice Ninja Free.
- US service-based freelancer: compare FreshBooks with QuickBooks.
- Growing accounting needs: QuickBooks Online or Xero, subject to country availability.
- Eligible US/Canadian business seeking free tools: consider Wave Starter.
- Recurring billing with control: Invoice Ninja.
- Online courses and downloads: checkout automation with a tax-compliant invoicing connection.
Before subscribing, create a test invoice, record a payment, export a document and show it to your accountant. If you deal with VAT, sales tax or international clients, validate the exact format and tax treatment needed for your jurisdiction. Check data export options as well, so you are not locked into a single service.
Tip: You can find current promotions and coupons in our deals section. Always compare the regular renewal price, payment-processing fees and add-on costs before choosing an annual subscription.
My verdict: Which invoicing software do I recommend?
For a typical US small business needing accounting as well as invoicing, I would compare QuickBooks Online and Xero first. FreshBooks is worth testing for freelancers who bill for services. Zoho Invoice is a compelling free starting point; Wave works for eligible businesses, and Invoice Ninja is flexible for recurring bills. The right answer depends on your country, accounting requirements and total costs.
If your priority is automating online product sales rather than invoicing individual clients, evaluate FAPI, SimpleShop or a suitable e-commerce checkout alongside locally compliant accounting software. Avoid paying for a complex setup until you have tested the whole order-to-payment workflow.
Frequently asked questions
These answers cover free invoicing, subscription costs, structured e-invoices, banking and the difference between bookkeeping software and checkout automation. They are general guidance; specific tax obligations should be checked with a qualified adviser in your country.
What is the best invoicing software for freelancers?
For freelancers who charge for time or projects, FreshBooks is a useful first comparison. Zoho Invoice is appealing if you want to avoid a software subscription, while Invoice Ninja offers recurring invoices with a limited free client count. Choose based on the number of clients, payment methods, local tax requirements and compatibility with your accountant.
Is there completely free invoicing software?
Yes. Zoho Invoice is provided as a free invoicing service, Invoice Ninja has a free hosted plan for up to five clients, and Wave Starter provides basic free invoicing for eligible businesses. Card processing, payroll, advanced bank imports and other services can still carry charges. Check geographic availability and plan limits before registering.
Are electronic invoices mandatory everywhere?
No. Requirements differ by jurisdiction, transaction type and effective date. Some European countries mandate structured electronic invoices for defined business transactions, while the United States does not have one general nationwide structured B2B invoice requirement. Confirm local formats, filing and archival rules instead of relying on a universal deadline.
Is an emailed PDF a valid electronic invoice?
That depends on local law and the transaction. A PDF may serve as a normal invoice in some settings but does not necessarily satisfy structured e-invoicing requirements. Where a government requires standardized machine-readable data, your software must generate the relevant format and submit it through the accepted process.
Is automatic payment reconciliation worth paying for?
It can save time when you issue many invoices and receive frequent bank transfers. For a handful of invoices each month, manual reconciliation may be sufficient. Compare the extra subscription fee with time saved and test how the system handles partial payments, refunds and bank feeds.
How are FAPI and SimpleShop different from invoicing apps?
Invoicing apps concentrate on documents, customer records and recording payments. FAPI and SimpleShop also support the selling process: checkout forms, payment handling and delivery of digital products. When selling internationally, you must still check the legal invoice, tax calculation and bookkeeping requirements relevant to your business.
Can I switch to a different invoicing platform later?
Usually, yes, but plan the move. Export invoices, customers, payment statuses and tax records and agree on invoice numbering with your accountant. Check how long you can access old documents after cancellation and whether your next provider can import the relevant data.
Methodology: pricing and product features were checked against public provider details for QuickBooks Online, FreshBooks, Xero, Zoho Invoice, Wave and Invoice Ninja as of November 2026. I retained the structure of the original Slovak comparison but adapted the product selection and explained that prices and compliance vary internationally. Confirm current tariffs and local obligations before purchasing.
