15 top invoicing software options for small businesses in 2025

Closing a deal is only part of the story. Real success comes when billing is as smooth and integrated as the rest of your sales process. When invoicing happens in isolation, you risk stalling your momentum and delaying cash flow, turning your hard-earned victories into extra work.

Modern invoicing software changes the game by automating reminders, simplifying recurring billing, and offering flexible payment options — all right alongside your sales pipeline. The result? One seamless flow from handshake to payment, less admin drag, and a faster path to your next big win.

Why invoicing software is essential for small businesses

Chasing down payments and wrestling with spreadsheets slows your whole team down, especially in small business management environments. Think of invoicing software as your automated accounts receivable specialist, turning that tedious manual task into a streamlined workflow that lets your team focus on closing deals. It’s about replacing administrative drag with forward momentum.

The ultimate goal is to achieve accelerated and predictable cash flow. With automated reminders ensuring invoices get paid on time, you gain the financial visibility to make confident plays on growth, inventory management, and hiring. This isn’t just about convenience; it’s about giving your business the fuel it needs to operate with certainty.

Modern platforms provide the whole playbook, from branded invoice creation with integrated payment options to automated follow-ups that do the chasing for you. When you bring it all together in a CRM with project management solution like monday CRM, you connect your billing directly to your sales pipeline and customer data, creating one seamless motion from the first handshake to the final payment.

How automation and AI streamline billing

Every hour your sales team spends chasing invoices or updating spreadsheets is an hour taken away from building relationships or closing new deals. AI-powered billing tools transform these tedious, error-prone tasks into seamless, automated workflows. They can generate precise invoices from client data and project milestones, removing the manual steps that often cause mistakes and delays.

AI also makes payment collection more efficient by tailoring follow-ups to each client’s habits and ensuring reminders go out at the right time. Instead of awkward manual collections, your team can rely on automated nudges that keep cash flow steady and relationships positive.

By putting AI to work on repetitive billing tasks, your sales team gains the confidence and bandwidth to focus on what matters most: winning more business.

Capture billable work and invoice on the go

Invoicing should match the velocity of your team’s work. When your billing process is connected directly to your workflow management, you can turn completed projects into paid invoices instantly, eliminating that end-of-month scramble. This approach is about capturing value the moment it’s created.

This means every billable hour and project expense is captured automatically, building invoices that are crystal clear and easy for clients to approve. Such transparency not only builds incredible trust but also gets your invoices paid without the back-and-forth. No more awkward conversations or chasing down details.

And because your team is always on the move, your invoicing should be too. Create and send polished, professional invoices from your phone the second a project wraps up. It’s the ultimate play for improving cash flow and keeping your team’s momentum sky-high.

Top 15 invoicing solutions for small businesses

Not sure which invoicing platform is right for your business? Start with this quick-comparison table for an at-a-glance overview of the top 15 solutions and then dive deeper below for a detailed breakdown of each option, including features, pricing, and what type of team each tool is best suited for.

1. monday CRM

Turn your sales pipeline into a single, visual workspace with monday CRM. For teams that want their “close–won” to flow straight into “invoice sent,” the Pro plan (and above) delivers native billing tools inside the same boards you already use for deals and contacts.

Use case: Sales teams that need a unified home for leads, deals, and invoicing, provided they’re on the Pro or Enterprise tier

Key features

• Branded quotes and invoices sent directly from your sales boards
• No-code automations for invoice data, status updates, and payment reminders
• Centralized client, deal, and billing info for a unified workflow

Pricing

• Free: $0 forever for up to 2 seats
• Basic: $10/seat/month
• Standard: $14/seat/month
• Pro: $24/seat/month with native invoicing, time tracking, and 25,000 automations/month
• Enterprise: Custom pricing with enterprise-grade security, 250,000 automations/month, and invoicing included
• Nonprofit discounts available

Why it stands out

• Invoicing lives right on your sales boards, so reps can go from quote to cash without hopping between tools.
• Color-coded, drag-and-drop boards make it easy to spot which invoices are sent, viewed, or overdue at a glance.
• Robust no-code automations slash manual follow-ups, freeing the team to focus on landing the next deal.

2. Wave

For small businesses and freelancers where budget is paramount, Wave offers a compelling proposition: completely free invoicing software. It specializes in unlimited professional invoicing with integrated payment processing, making it a perfect entry point for micro-businesses aiming to streamline billing without incurring monthly subscription costs.

Use case: Small businesses and freelancers that need professional invoicing capabilities without the overhead of monthly software costs

Key features

• Create unlimited customized invoices with professional templates and branding options
• Accept online payments through credit cards, bank transfers, and Apple Pay with “Pay Now” buttons
• Automate recurring invoices and payment reminders to improve cash flow

Pricing

• Free plan: $0/month with unlimited invoicing and basic features
• Pro plan: Available with additional features like automatic bank imports and multi-user access
• Payment processing fees: 2.9% + $0.60 for credit cards, 1% for bank payments

Considerations

• There is limited customer support for free users, with live support reserved for paying customers.
• Fewer third-party integrations compared to competitors, requiring Zapier for most connections.

3. Square Invoices

Operating at the intersection of digital and physical sales, Square Invoices integrates billing directly into its broader ecosystem of point-of-sale systems and online stores. This comprehensive approach is ideal for businesses managing both in-person and digital sales channels, unifying all transactions under one roof.

Use case: Small and midsized businesses seeking an all-in-one invoicing solution that integrates seamlessly with their existing Square ecosystem for unified business management

Key features

• Unlimited invoices, estimates, and contracts with automated payment reminders and real-time tracking
• Multiple payment acceptance including credit cards, Apple Pay, Google Pay, ACH bank transfers, and in-person transactions
• Deep integration with Square’s POS systems, online stores, customer directory, and business banking services

Pricing

• Free plan: $0/month with 3.3% + 30¢ processing fees per transaction
• Plus plan: $20/month with discounted processing fees and advanced features like milestone-based payments and batch invoicing
• ACH bank transfers: $0 processing fees when paid directly into Square Checking account

Considerations

• There are limited customization options on the free plan, with advanced features like custom templates only available in the paid tier.
• Some users report occasional issues with customer support response times and invoice delivery to client spam folders.

4. QuickBooks Online Invoicing

For businesses that prioritize a single source of financial truth, QuickBooks Online builds its invoicing directly upon a robust accounting foundation. This platform is engineered for seamless payment processing and automated bookkeeping, ensuring that every invoice sent is perfectly synchronized with the company’s financial records.

Use case: Small businesses that need invoicing fully integrated with accounting, expense tracking, and financial reporting in one platform

Key features

• Automated recurring invoices with payment reminders and AI-powered invoice generation
• Progress invoicing that splits estimates into milestone-based payments for project work
• Integrated payment processing accepting credit cards, ACH, Apple Pay, and PayPal with dispute protection

Pricing

• Simple Start: $38/month (currently $3.80/month for first 3 months with 90% off promotion)
• Essentials: $75/month (currently $7.50/month for first 3 months with 90% off promotion)
• Plus: $115/month (currently $11.50/month for first 3 months with 90% off promotion)
• Advanced: $275/month (currently $27.50/month for first 3 months with 90% off promotion)
• All plans include invoicing features with no annual contract required
• Payment processing fees apply separately

Considerations

• Transaction fees for payment processing can add up for high-volume businesses.
• Some advanced customization features are limited compared to dedicated invoicing platforms.

5. Invoice Ninja

Invoice Ninja is the open-source invoicing workhorse that hands the keys to tech-savvy freelancers and small teams. Thanks to its self-hosting option and developer-friendly codebase, you get total ownership of your data — and the freedom to customize every pixel of your billing workflow.

Use case: Developers and tech-forward businesses that want full control of their invoicing stack, from database to design

Key features

• Self-hosting for complete control over data and full workflow customization
• Supports 40+ payment gateways, including Stripe, PayPal, and Square
• Integrated time tracking and Kanban project management built right in

Pricing

• Free: $0/month for up to 20 clients, unlimited invoices & quotes, single user, 4 templates, self-hosted or cloud
• Ninja Pro: $10/month (annual) or $12/month (monthly) for unlimited clients, removes branding, up to 11 templates, custom branding, advanced reports, single user (add-ons available)
• Enterprise: $16/month or $160/year for up to 50 users, branded client portal, e-invoicing via PEPPOL, bank sync, priority support
• Premium Business+: From $240/year for all Enterprise features plus concierge support, custom feature work, invoice design, and expedited support

Considerations

• Free and Pro plans are limited to a single user, so teams will need an Enterprise plan or paid add-ons to collaborate.
• Open-source flexibility means there’s a learning curve if you choose to self-host or customize deeply.

6. Xero

Xero distinguishes itself with a cloud-native accounting platform known for its vast ecosystem of over 1,000 third-party app integrations and strong multi-currency support. This makes it a go-to for growing businesses with international clients or those who rely on a diverse stack of specialized software.

Use case: Small to medium-sized businesses seeking comprehensive accounting integration with their invoicing, especially those working with accountants or bookkeepers

Key features

• Automated recurring invoices and payment reminders to improve cash flow
• Real-time invoice tracking with “Pay Now” buttons for instant online payments
• Extensive third-party integrations through the Xero App Store for customized workflows

Pricing

• Early: $20/month (monthly billing)
• Growing: $47/month (monthly billing)
• Established: $80/month (monthly billing)
• New customers get 90% off for the first 3 months with promotional code
• All plans include unlimited users and auto-renew monthly until cancelled

Considerations

• Advanced invoice customization requires working with DOCX files, which can be less intuitive for some users.
• Full feature set including multi-currency support may require higher-tier subscription plans.

7. Zoho Invoice

Offering premium features without a premium price tag, Zoho Invoice provides a completely free solution that is both powerful and user-friendly. The platform excels at integrating into Zoho’s wider business suite, making it a natural fit for small businesses and freelancers who need professional invoicing that can scale with their operations.

Use case: Small businesses and freelancers seeking a feature-rich, completely free invoicing solution that plays nicely with other business apps

Key features

• Automated recurring invoices and payment reminders to keep cash flowing without the mental math
• Built-in time and expense tracking that converts directly into invoices — no double data entry required
• A polished customer portal where clients can view invoices, pay online, and download statements at their convenience

Pricing

• Free plan: $0/month (forever free with up to 500 invoices per year, 2 users, and 3 projects)

Considerations

• The 500-invoice annual cap can pinch high-volume businesses that bill frequently.
• There are limited accounting tools, but upgrading to Zoho Books unlocks essentials like bank reconciliation and full financial reporting.

8. FreshBooks

Built from the ground up for service-based businesses, FreshBooks excels at turning billable hours into paid invoices with minimal friction. Its strength lies in the seamless integration of time tracking and project-based billing, allowing freelancers and agencies to present a professional image while streamlining their entire billing workflow.

Use case: Service-based businesses and freelancers who need to track time and convert billable hours directly into professional invoices with minimal effort

Key features

• Time tracking integration that automatically adds billable hours and expenses to invoices
• Automated recurring invoices and payment reminders to reduce administrative tasks
• Online payment acceptance through credit cards, ACH, and PayPal for faster collections

Pricing

• Lite: $8.40/month (currently 60% off, regularly $21.00)
• Plus: $15.20/month (currently 60% off, regularly $38.00)
• Premium: $26.00/month (currently 60% off, regularly $65.00)
• Select: Custom pricing available
• 30-day money-back guarantee included
• Add-ons available for $6-$40/month depending on features

Considerations

• The entry-level Lite plan restricts users to only five clients, which may be limiting for growing businesses.
• Adding extra users can become expensive compared to some competitors, especially for teams that need multiple access points.

9. PayPal Invoicing

PayPal Invoicing streamlines the billing process by pairing polished, customizable invoices with the speed and trust of PayPal’s global payment network. It’s a handy fit for freelancers, consultants, and small businesses that want to get paid quickly without wading through complex accounting software.

Use case: Teams that need fast, hassle-free payment collection and want to tap into PayPal’s extensive user base

Key features

• Branded invoice templates with your logo, colors, and automated payment reminders
• Multiple payment options (PayPal balance, credit and debit cards, more) so clients can pay the way they prefer
• Real-time tracking: see when an invoice is sent, viewed, or paid — no more guessing

Pricing

PayPal Invoicing doesn’t charge for creating or sending invoices; fees only apply when you get paid. Standard PayPal transaction rates apply to each payment received (including cross-border and currency conversion fees, if relevant).

Considerations

• Fewer customization and reporting tools than full-featured accounting platforms.
• Transaction fees — especially for cross-border payments and currency conversions — can reduce margins, so factor them into your pricing strategy.

10. Invoicely

Invoicely makes professional billing feel effortless, offering a forever-free plan to get you started in minutes and paid tiers that grow right alongside your business. Its no-frills, quick-setup approach is a perfect fit for freelancers and small teams who need to send polished invoices — without wrestling with a full accounting suite.

Use case: Freelancers and small businesses that want straightforward invoicing minus the accounting bloat

Key features

• Estimate-to-invoice conversion with a single click to keep deals moving fast
• Manage multiple businesses under one login, each with custom branding
• At-a-glance dashboard to track outstanding balances and payments in real time

Pricing

• Free: $0/month to send up to 5 invoices per month, save 3 clients, and accept PayPal payments only
• Basic: $9.99/month, including up to 100 invoices/month, 25 saved clients, and supports up to 2 team members
• Professional: $19.99/month and expands to 250 invoices/month, 100 clients, and up to 10 team members
• Enterprise: $29.99/month and unlocks unlimited invoices, unlimited clients, and adds support for up to 25 team members

Considerations

• The free plan carries Invoicely branding and limits you to PayPal payments.
• Integrations are minimal, so you may need manual workarounds to sync with your accounting or CRM tools

11. Pabbly Subscriptions

Pabbly Subscriptions streamlines recurring billing and invoicing without tacking on its own transaction fees. Paid plans unlock every feature, so growing teams can scale without worrying about add-ons or overage charges.

Use case: Businesses that want cost-predictable subscription billing (no per-transaction fees) and solid invoicing without jumping to enterprise pricing

Key features

• Automated invoicing with customizable templates, tax management, and support for 55+ currencies
• 35+ native payment gateway integrations plus true multi-currency and recurring billing
• Unlimited drag-and-drop checkout pages and built-in affiliate management (on paid plans)

Pricing

• Free: $0/month for $100 monthly revenue cap, core features only
• Standard: $49/month ($34/month billed yearly) for up to $10k monthly revenue
• Pro: $99/month ($69/month billed yearly) for up to $20k monthly revenue
• Ultimate: $199/month ($139/month billed yearly) for up to $100k monthly revenue
• Pabbly Plus “Everything Unlimited”: $59/month ($39/month billed yearly) for unlimited revenue, access to full app suite
• Lifetime Deal: $249 one-time for perpetual access to the full Pabbly Plus suite

Considerations

• Brand customization is solid, but not as detailed as some enterprise-grade platforms
• Customer support response times can be slower than average, so urgent issues may require patience

12. Sage Invoicing

Positioned for scalability, Sage Invoicing provides comprehensive billing automation and financial management that can grow with a company from its early stages to an enterprise-level operation. The platform specializes in robust accounting integration and scalable solutions, making it ideal for growing companies that anticipate needing more advanced financial controls over time.

Use case: Businesses seeking a scalable invoicing solution that grows from basic accounting needs to advanced ERP systems within the same ecosystem

Key features

• Automated recurring invoices and payment reminders to reduce manual follow-ups
• Real-time invoice tracking with notifications when invoices are sent, viewed, and paid
• Multi-currency support with automatic exchange rate updates for international transactions

Pricing

• Pro Accounting: $625/year (1 user)
• Premium Accounting: $1,100/year (1-5 users)
• Quantum Accounting: $1,896/year (1-40 users)
• Pro Accounting with Payroll: $1,043/year
• Premium Accounting with Payroll: $1,518/year

Considerations

• Higher-tier plans can be expensive for very small businesses compared to competitors.
• Some users report that the invoicing interface could be more modern and polished.

13. FreeAgent

With a sharp focus on the needs of freelancers and small businesses, FreeAgent offers cloud-based accounting software designed for simple, automated financial management. The platform’s specialization in UK tax compliance and user-friendly invoicing makes it a strong choice for contractors and micro-businesses who want to manage their finances without deep accounting expertise.

Use case: Freelancers and small businesses seeking straightforward invoicing with strong UK tax compliance features and automated payment reminders

Key features

• Professional invoice templates with custom branding and automated recurring billing
• Multi-currency invoicing with integrated online payments through Stripe, PayPal, and GoCardless
• Automated payment reminders and invoice tracking with visual timeline overview

Pricing

• Monthly plan: $27/month (50% off first six months at $13.50/month)
• Annual plan: $270/year (50% off first year at $135/year, equivalent to $11.25/month)
• Smart Capture add-on: $6/month for unlimited receipt scanning
• 30-day free trial available with no setup fees

Considerations

• There is limited scalability for growing businesses compared to more comprehensive solutions like Xero.
• Software has fewer third-party integrations available, which may restrict functionality for businesses using specialized tools.

14. Billie

Billie transforms B2B invoicing with its “Buy Now, Pay Later” solution that gives business buyers flexible payment terms while ensuring merchants get paid upfront. The Berlin-based fintech specializes in European market compliance and serves over 750,000 business customers across the continent. With AI-powered credit decisions and seamless integrations, Billie makes B2B transactions as smooth as consumer purchases.

Use case: European B2B merchants who want to offer flexible payment terms without taking on credit risk or administrative burden

Key features

• Real-time credit approval with AI-powered risk assessment for instant payment decisions
• Flexible payment terms from 14 to 120 days with shopping cart limits up to €100,000
• Full-service solution including automated dunning processes and debt collection management

Pricing

Pricing is available upon request based on merchant requirements and transaction volume

Considerations

• Geographic limitations restrict services to select European countries only.
• Credit approval dependency means not all business buyers will qualify for payment terms.

15. Bonsai

By seamlessly connecting proposals, contracts, and invoicing into a single, streamlined workflow, Bonsai provides an all-in-one business management platform. It specializes in automating the entire client lifecycle for freelancers and small agencies, making it an excellent choice for service-based businesses aiming to eliminate administrative headaches.

Use case: Freelancers and small agencies who need invoicing deeply integrated with contract management and project workflows

Key features

• Auto-generates invoices from signed contracts and approved proposals
• Locks file attachments until invoices are paid, protecting deliverables
• Supports recurring billing, multiple currencies, and automated payment reminders

Pricing

• Basic: $9/month (billed annually) or $15/month (billed monthly)
• Essentials: $19/month (billed annually) or $25/month (billed monthly)
• Premium: $29/month (billed annually) or $39/month (billed monthly)
• Elite: $49/month (billed annually) or $59/month (billed monthly), minimum 3 users
• All plans include a 7-day free trial

Considerations

• Mobile app lacks full functionality, including the ability to create invoices on the go.
• Invoice customization options are more limited compared to dedicated accounting platforms.

How to choose the right invoicing system

Choosing the right invoicing software can make or break your cash flow and your team’s momentum. With so many options available, it’s essential to look beyond surface-level features and focus on how each platform fits your workflow, integrates with your CRM, and empowers your team to close deals faster.

Here’s how to zero in on the solution that’s right for your business and build a process that doesn’t just get you paid, but sets you up for scalable, predictable growth:

• Think beyond just getting paid: Choosing invoicing software is a strategic move that shapes the final, make-or-break stage of your sales cycle.
• Seamless handoff: When invoicing syncs with your sales process, your team saves time and your customers get a smooth, professional experience. The result? Faster payments and less friction.
• Break down silos: The real win comes from connecting invoicing directly to your customer data. monday CRM unifies deals and payments in one place, so you’re not bouncing between tools or risking errors.
• Single source of truth: From first contact to final payment, your team has total visibility and control, with less manual work and more deals closing on time.
• Automate and empower: Process automation like recurring invoices and payment reminders frees your team to focus on what matters: building relationships and closing sales.
• Smarter growth: Clear reporting gives you the insights to make confident decisions and build a scalable system that grows with your ambitions.

Work smarter with AI-powered invoicing and monday CRM

Purpose-built for high-velocity sales teams, monday CRM empowers you to close deals faster, break through billing bottlenecks, and orchestrate your entire revenue engine in perfect sync. More than just invoicing software, monday CRM becomes your unified hub for sales, payments, and client management, seamlessly connecting every step from initial handshake to final payment.

• Automated quote-to-cash workflow: Instantly generate branded quotes and invoices right from your sales boards, with no-code automations for reminders, approvals, and payment status updates.
• Recurring billing & payment flexibility: Effortlessly manage subscriptions, installment plans, and renewal reminders. Accept credit cards, bank transfers, and digital wallets to give clients every way to pay and speeding up your cash flow.
• Real-time visibility: Centralize all deal, client, and billing data in one place, so your team can see which invoices are sent, viewed, or overdue at a glance — no more data silos or missed follow-ups.
• Enterprise-grade security & compliance: Your data is protected with bank-grade encryption, SOC 2 Type II compliance, automated backups, and robust disaster recovery, so you can sell with total confidence.
• Global-ready & tax smart: Automate sales tax, VAT, and multi-currency conversions with seamless integrations to leading accounting tools. Tackle cross-border billing without the admin headaches.
• Mobile-first & project-ready: Create and send invoices from your phone the moment a project wraps, capturing every billable moment and keeping your team’s momentum sky-high.

With monday CRM, you’re building a complete sales and invoicing engine that empowers your team to focus on what matters most: building relationships, closing deals, and accelerating revenue.

Take the next step toward smarter invoicing

The decision of which invoicing tool to adopt is not merely administrative. It’s a strategic move toward predictable revenue and fortified client relationships. Think of it as the final, crucial step in your sales playbook, turning every closed-won deal into a seamless customer experience that builds confidence and trust from the start.

The best way to find your fit is to get your hands dirty with a few free trials of project management software and see what clicks. A truly great platform is one your team will actually rally behind because it simplifies their workflow and removes friction. After all, the goal is to make everyone faster, more aligned, and more confident in their process.

While you’re looking, ask yourself: Are we just plugging a gap, or are we building a complete sales engine? With monday CRM, you integrate powerful invoicing directly into your customer pipeline, automating communication and giving you full visibility from first contact to final payment. We help you consolidate your tools so your team can focus on what they do best, building relationships and winning more deals.