What invoicing software should a freelancer or small business use?

Updated October 2026 · How we answer

What to look for

Start by listing the features you actually need. Most freelancers want to create and send invoices, accept online payments, track expenses, and see who owes you money. If you have employees or inventory, you may need payroll or stock tracking.

Consider how you get paid. Payment processing fees vary by provider and country, but typically range from about 2.9% plus a small fixed fee per transaction for cards, with lower rates for bank transfers. Some tools charge extra for payment processing.

Think about growth. A tool that's free now might become expensive as you add clients or team members. Check the pricing tiers for the features you'll likely need in a year or two.

• FreshBooks: Good for service-based freelancers; starts around $15/month.
• Wave: Free invoicing and accounting, but payment processing fees apply.
• QuickBooks: Robust accounting; starts around $30/month.
• Zoho Invoice: Free for small businesses with limited clients.
• Xero: Strong for international payments; starts around $13/month.

How to decide

Take advantage of free trials. Most providers offer 14 to 30 days to test the software with your own data. Use that time to send a real invoice and see how it feels.

Ask other freelancers in your field what they use. What works for a graphic designer might not suit a consultant who bills by the hour. Your accountant may also have a preference, which can simplify tax time.

Don't overbuy. If you send fewer than 10 invoices a month and don't need complex accounting, a simple tool like Wave or Zoho Invoice may be enough. Upgrading later is usually easy.

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