Best Invoice Software for Freelancers in 2025

Let's be real: There are dozens of invoicing tools out there. Some cost $50/month, some are free, and they all claim to be "the best." So what actually matters?

After talking to hundreds of freelancers, here's what we learned about choosing invoice software.

What Freelancers Actually Need

Not enterprise features. Not complicated accounting. Here's what matters:

Must-Have Features:

Create and send invoices quickly

Track what's paid and unpaid

Send payment reminders

Accept online payments

Mobile-friendly (you'll use it on your phone)

Export for tax time

Nice-to-Have:

Multiple templates

Recurring invoices

Client database

Basic reports

Time tracking integration

Don't Usually Need:

Full accounting suite

Inventory management

Payroll processing

Project management

Team collaboration (if you work solo)

The Real Comparison Factors

1. Pricing Models

Free Tiers:

Usually limited (3-5 invoices/month or similar)

Good for testing

Fine if you only invoice occasionally

Often have branding/watermarks

Per-Invoice Pricing:

Pay only when you use it ($0.30-$1.00 per invoice)

Makes sense if you invoice rarely

Can get expensive if you send many invoices

No monthly commitment

Flat Monthly:

Unlimited invoices typically

$5-$30/month is common range

Best value if you send 10+ invoices/month

Predictable costs

Our take: If you send more than 10 invoices per month, flat monthly pricing usually works out cheaper. Less than that? Free tier or per-invoice might be better.

2. Payment Processing

This is huge. Getting paid faster matters more than fancy features.

What to look for:

Integrates with PayPal, Stripe, or similar

Clients can pay with credit card

Payment links are easy to use

Fees are transparent

Payment processing fees are usually:

2.9% + $0.30 for credit cards (industry standard)

1-3% for PayPal

Free for bank transfers (but slower)

Reality check: Don't pick a tool based on processing fees. They're all similar. Pick based on what's easiest for your clients to use.

3. User Experience

If the software is clunky, you won't use it. Simple as that.

Good UX means:

You can create an invoice in under 2 minutes

Mobile app works well (or mobile web is usable)

Templates look professional without customization

Editing is intuitive

Dashboard shows what you need at a glance

Red flags:

Requires training or tutorials to use basic features

Mobile version is terrible

Takes 10+ clicks to create an invoice

Interface looks like it's from 2010

Constant upsell popups

4. Speed and Reliability

You need to send an invoice. Right now. The tool should just work.

What matters:

Pages load quickly

Doesn't crash

Email delivery is reliable

PDFs generate properly

Works on your internet connection

This sounds basic, but some tools are surprisingly slow or buggy.

Common Invoice Software Types

All-in-One Accounting Software

Examples: QuickBooks, FreshBooks, Xero

Pros:

Full accounting features

Good for growing businesses

Professional reports

Tax preparation features

Cons:

More expensive ($15-50/month typically)

Overkill if you just need invoicing

Steeper learning curve

Might need accountant to set up properly

Best for: Freelancers who need full accounting, not just invoicing.

Simple Invoice-Only Tools

Examples: Wave, Invoisseur, Invoice Simple

Pros:

Easy to learn

Focused on invoicing

Usually cheaper

Quick setup

Cons:

Limited accounting features

Might need separate tools for expenses/time tracking

Less reporting

Best for: Freelancers who just need to send invoices and track payments.

Payment-First Platforms

Examples: Square, PayPal Invoicing, Stripe Invoicing

Pros:

Seamless payment processing (that's their main business)

Client trust (people know these brands)

Fast payments

Cons:

Invoicing features are often basic

Locked into their payment processor

Can be expensive for high volume

Best for: Freelancers who prioritize fast, easy payments over advanced features.

Freelance Management Platforms

Examples: Bonsai, HoneyBook, Dubsado

Pros:

Includes contracts, proposals, invoicing

Client management

Full freelance workflow

Cons:

Most expensive ($15-40+/month)

Overkill if you only need invoicing

Takes time to set up everything

Best for: Freelancers who want one tool for everything.

What Actually Matters Most

After all that, here's what freelancers told us matters most:

1. It's Fast to Use

"I don't want to spend 20 minutes creating an invoice. If it takes more than 2-3 minutes, I'm out."

2. Clients Can Pay Easily

"The fanciest invoice doesn't matter if my client can't figure out how to pay me."

3. Price Matches Usage

"I'm not paying $30/month if I only send 5 invoices. But I'll pay it if I send 50."

4. It Just Works

"I don't want to think about it. Send invoice. Get paid. Done."

5. Mobile Works

"Half the time I'm invoicing from my phone while traveling or at a coffee shop."

Features That Sound Good But Don't Matter Much

Time tracking:

Most freelancers track time separately (Toggl, Clockify, etc.) or don't track time at all.

Estimates/Quotes:

Nice to have, but many freelancers just use email or PDF for quotes.

Expense tracking:

Important for tax time, but often handled with separate tools or your bank statement.

Multi-currency:

Only matters if you work internationally. Most freelancers work in one currency.

Team features:

Solo freelancers don't need team collaboration.

White-labeling/Branding:

Clients don't care if there's a small "Powered by X" at the bottom. Really.

The Honest Evaluation Framework

When looking at invoice software, ask yourself:

Basic Function (Must Have):

[ ] Can I create an invoice in under 3 minutes?

[ ] Can clients pay online easily?

[ ] Can I track paid/unpaid status?

[ ] Does it work on mobile?

[ ] Is the pricing fair for my usage?

Nice Extras (Optional):

[ ] Multiple template designs?

[ ] Automatic payment reminders?

[ ] Recurring invoices?

[ ] Good dashboard/reports?

[ ] Client database?

Deal Breakers (Avoid):

[ ] Too expensive for my volume

[ ] Clunky/slow interface

[ ] Mobile version doesn't work

[ ] Hidden fees or confusing pricing

[ ] Can't easily export my data

Common Mistakes Freelancers Make

1. Picking based on features they'll never use

"It has time tracking, expense management, and project management!" Cool. Will you actually use those? Or do you just need to send invoices?

2. Choosing the cheapest option

Sometimes paying $10/month saves you 2 hours of frustration. Your time is worth something.

3. Not considering payment processing

Invoice software is useless if clients still have to mail checks or do bank transfers. Online payments = faster money.

4. Overcomplicating it

You don't need enterprise software to send invoices. Simple often works better.

5. Not trying before buying

Most tools have free trials. Use them! Create 2-3 real invoices and see if it feels right.

What We Built (Honest Take)

Look, we built Invoisseur because we got frustrated with the options:

What we prioritized:

Dead simple to use (create invoice in 60 seconds)

Unlimited invoices on paid plans (no counting)

Works great on mobile

Clean, professional templates

PayPal integration for easy payments

Affordable pricing ($4.99-$19.99/month)

What we didn't include:

Full accounting (use QuickBooks if you need that)

Time tracking (use Toggl or similar)

Project management (use Trello or Asana)

Team features (built for solo freelancers)

We focused on doing one thing really well: making it easy to create professional invoices and get paid.

The Bottom Line

If you send fewer than 5 invoices per month:

Try a free tier or per-invoice pricing. Wave and PayPal invoicing are decent free options.

If you send 10-50 invoices per month:

Flat monthly pricing makes sense. Look for simple, invoice-focused tools ($5-15/month range).

If you need full accounting:

QuickBooks, FreshBooks, or Xero are worth the cost. But they're overkill for just invoicing.

If you want everything in one place:

Bonsai or HoneyBook might be worth the premium price. Just make sure you'll actually use all the features.

Try Before You Decide

The best invoice software is the one you'll actually use consistently. And you won't know that until you try it.

Test these things:

1. Create 2-3 actual invoices (not just demos)

2. Use it on your phone

3. Send one to yourself and try the payment flow

4. Check how easy it is to see paid/unpaid status

5. See if you can export your data

If it feels good after that, you've probably found the right tool.

Want to try Invoisseur? Start free—1 invoice per month on free plan, unlimited on paid plans starting at $4.99/month. No credit card needed to test it.