10 Best Invoicing Software for Freelancers in 2023

As a freelancer, you know just how stressful it can be not to be paid on time. There can be many causes for this, but in most instances, it can boil down to poor invoice management. Managing invoices well ensures timely payment and fosters continued relationships with your clients. 

With the right invoicing software, you can easily generate invoices, track their status, and maintain an in-depth record of your work. This article will give you an overview of some of the best cloud-based invoice software freelancers can use to stay organized and efficient.

Why freelancers need invoicing software

Freelancers have unique operational needs compared to larger businesses. As a one-man band, you have a lot to balance. Working on multiple projects with different clients means sending out multiple invoices, tracking payments, and monitoring expenses for each project. 

Where large companies have dedicated roles to navigate this work, freelancers must do it all on their own, on top of their heavy workload. This can get complicated and time-consuming, distracting from your work. This is where invoice software comes in handy.

So what do freelancers who don’t have invoicing software use? 

Sometimes, self-employed individuals will use a template from Google Docs or Microsoft Word to create their invoices and then send these templates to clients. They may use an Excel spreadsheet or other datasheet to keep track of generated invoices.

While this sounds straightforward, this method of generating, tracking, and invoicing clients is subject to error and miscalculation. It limits your ability to use tools like automatic tax calculators and time-tracking features as well.

Using the right invoice software, freelancers can create professional invoices quickly and easily, track payments, and manage expenses all in one place. This streamlines the invoicing process, saves time, and ensures that freelancers get paid promptly for their work. Additionally, having all financial data in one place allows freelancers to keep a clear overview of their cash flow and make better financial decisions for their business.

Finally, invoicing software often offers features that help freelancers stay organized and compliant with tax regulations, such as automatic tax calculation and expense categorization. This can be particularly helpful for freelancers who don’t have a dedicated bookkeeper or accountant on hand to help manage their finances.

What makes project invoicing software ideal for freelancers?

Freelancers that invest in project invoicing software will benefit from automatic features and tools that cater to their unique needs. Some essential features to look for include:

Customizable templates

Freelancers should be able to create professional-looking invoices that reflect their brand identity. The software should offer a range of customizable templates to choose from.

Multiple languages

If you work for clients around the world, look for software that can cater to these needs. Seek out a program offering multiple languages to track client expenses seamlessly.

Recurring invoices

A late invoice is a late payment. Software makes it possible for you to send out recurring invoices to your accounts that would benefit from them.

Time tracking and project management integration

Many freelancers charge clients based on the hours they’ve worked on a project. Invoicing software that integrates with time-tracking and project management tools can streamline this process and generate accurate invoices based on tracked work hours.

Expense management

Freelancers need to keep track of their expenses to stay profitable and handle tax deductions. The software should provide features that help categorize and monitor expenses.

Automatic payment reminders

Chasing after late payments can be time-consuming and frustrating. Look for software with options to send automatic payment reminders to clients when payments are due.

In addition to seeking out features that fit your needs, you should also consider:

• Budget: How much are you willing to pay for invoicing software?
• Industry: Are you looking for programs and software that serve the industry you freelance for? For example, if you do creative work like graphic design, look for software that other creative agencies and professionals trust.
• Usability: While you want your invoicing tools to be able to calculate costs and automatically perform certain tasks, you don’t want to waste time trying to figure out a system that’s not intuitive. Consider the usability of different platforms, and look for software that gets you up and running in no time.

With these details in mind, you may now be wondering, “What is the best invoicing software for freelancers?” Let's find out: 

10 best invoicing software for freelancers in 2023

Now that you better understand the importance of invoicing software, where do you start with comparing the range of options? 

To help you find the best product, we’ve compiled a list of the 10 best invoicing software for freelancers in 2023. We’ve compared them based on their features, pricing, and ease of use to meet your needs as a freelancer. Let’s dive in.

1. Rodeo

Rodeo is an easy-to-use project management (including invoicing) tool that freelancers love. The tool helps you stay organized, work faster, and take on more clients, which is great for your business and bank account. 

Rodeo stands out as an invoicing software solution because it’s uniquely crafted for individual usage and blends intuitive design with top-notch features. On top of that, the platform offers a flexible pricing model.

Let’s explore some of the key features Rodeo offers:

Budgeting 

Every profitable project starts with a solid budget. Rodeo's budget feature allows you to start from scratch or use a tried and tested template. Then, easily enter your hours, the hourly rate, and the resources required, and you will have your budget proposal ready in minutes. 

The budgeting module also allows you to divide your project into phases and assign separate budgets. As your project progresses, it’s easy to observe where you stand financially as you can compare budgeted activities and expenses with actuals in real-time to avoid overspending or risking profits. 

Time management 

Time is money for companies, but as a freelancer, you are responsible for your own calendar and finances. Do you need help organizing billable hours?

The time tracking module in Rodeo helps freelancers track the hours they’ve worked for clients accurately. Rodeo automatically updates your budget according to the time you’ve logged. Visibility in the hours you’ve worked can be helpful as a reference for similar projects in the future. 

Invoicing

There’s no more need to worry about creating invoices from scratch. Rodeo uses the data from your logged hours to automatically generate invoices, which means you don’t have to calculate the time spent on projects by hand. You can even split and send invoices in phases, which is beneficial for your cash flow, or make recurring payments happen with periodic invoices. 

Our integration with QuickBooks (US) and Xero (UK) helps you with bookkeeping and billing.

Reports 

When you're working for yourself, it's up to you to decide how you spend your time and what tasks you need to do to succeed and grow. It's great to have freedom, but it also comes with a big responsibility. As a freelancer, it's important to figure out what work makes you the most money and helps you grow.

With Rodeo's reporting feature, you'll get regular reports that show you how you're doing. You'll be able to see what conditions help you work the best and get the most value for your time. In other words, it'll help you make smart decisions based on data, so you can make more money and grow your business.

Usability 

Rodeo’s platform is designed to be user-friendly, so you don’t have to waste time trying to navigate through a complicated system. Instead, you can focus on staying organized and getting to work.

Who is the tool for?

Rodeo is built for freelancers and teams focusing on project-based work for clients who need all the features necessary to keep an eye on profit margins and manage projects in one place. 

Rodeo is trusted among creative agencies, video production studios, marketing teams, event organizers, and freelancers. 

Social media agency Dorst & Lesser works with freelancers and uses Rodeo to streamline their projects. Sophie van der Togt, Head of Account:

"The function that allows you to copy previous projects is super convenient for us. We have one-off projects here and there, but we develop monthly campaigns for most clients. This means that we work through the same cycle with them every month. Each campaign starts with the data from the last one, which is copied to the budget and quote, for which you schedule tasks, on which you track time, and so on. Our monthly projects run super smooth thanks to how these steps are connected because we continue the process with existing data.”

Pricing

Most project management tools for freelancers have a tiered pricing structure. So when a big project comes up, and you want to collaborate with other freelancers, the subscription might not be so attractive.

Rodeo’s pricing module is built to meet the needs of teams of all sizes. Rodeo costs $29.99 per month for a full user license, including all features except planning. Planning is available as an add-on for $4.99 per user/month. 

When you’re partnering up with others for a big project, simply add $8.99 per user to your billing. Now, your teammates can start logging time. When the project is completed, you can remove their accounts and return them to your regular billing.

For more details on Rodeo’s pricing and add-ons, use our price calculator.

Try Rodeo for free

2. nTask

^{Source: nTask}

nTask is a project management tool that offers an all-in-one solution for multiple industries. This platform allows you to manage your personal checklist while tracking task progress so that you can stay on top of your work. 

As a freelancer, this tool can be a helpful way to manage client relationships while keeping your responsibilities organized.

Related: 15 Best nTask Alternatives in 2023

Some key features of nTask include:

• Task management
• Time tracking
• Risk management
• Meeting management

Who is the tool for?

Although nTask can be used for freelance work, this tool is widely used in large enterprise businesses, including Walmart, Mclaren, and more.

Pricing

nTask has a range of pricing plans to choose from that are both yearly and monthly. Most individual users and small teams start at the Premium plan, which is $4.00 per user/ per month. The price drops to $3.00/month per user if you pay yearly.

3. Bonsai

^{Source: Bonsai}

Bonsai is a project management and collaboration platform for freelancers and small agencies. The goal of Bonsai is to allow professionals to manage and collaborate easily so they can focus on their craft rather than trying to navigate a complicated system.

Also read: Top 16 Bonsai Alternatives to Try Now

Some key features of this platform include:

• Time tracking
• Invoicing
• Expense tracking

Bonsai also has tools for managing work and educational content like tax and legal guides. 

Who is the tool for?

Bonsai is made for small businesses and freelancers looking for a way to easily manage finances and admin work so they can focus on their business.

Pricing

Bonsai has the option for monthly and yearly payment plans. Their starter package is designed for freelancers or small contractors and includes features like templates, scheduling, unlimited invoicing, and payments. This plan starts at $24.00 per month per user if you pay monthly. If you choose to pay annually, this plan is $17.00 per month per user.

4. Harvest

^{Source: Harvest}

Harvest is a time-tracking and invoicing software tool designed to keep teams on track and provide insights on where they can improve. Harvest provides instant reports, invoicing, and payments and helps keep this information organized. 

Also read: 10 Harvest Alternatives for Project Management in 2023

Some key features of Harvest include:

• Time tracking
• Payments and invoicing
• Reports and analysis 

Who is the tool for?

Harvest is designed for teams of all sizes, industries, and locations around the world. Some Harvest clients include Yale and Dell, though the company also serves small businesses.

Pricing

Harvest has a free plan that includes 1 user and 2 projects, and a Pro plan that includes unlimited seats and unlimited projects. The pro plan is $10.90 per user/per month when billed annually and $12.00 per user/per month when billed monthly.

5. Paymo

^{Source: Paymo}

Paymo is a project management software that lets you track work time, invoice clients, measure profitability, and more. Using Paymo, you can either manually log hours or use the time tracking app to record your work automatically. 

Related: 15 Paymo Alternatives to Try [Free & Paid]

Some features of Paymo include:

• Time tracking
• Invoicing and estimates
• Third-party integrations

Who is the tool for?

Paymo serves a range of industries and is available in 22 languages. From creatives to architects, this tool is designed to be adaptable to all types of work environments and business sizes.

Pricing

Paymo has plans for freelancers, small teams, and large businesses. Their Starter plan is ideal for freelancers and includes project templates, in-app tech support, and more. This plan has a maximum of one user. When billed annually, the Starter plan is $4.95 per month. When billed monthly, the plan is $5.95 per month.

6. HoneyBook

^{Source: HoneyBook}

HoneyBook is a client flow platform designed for independent small businesses and professionals to manage projects and payments. With HoneyBook, you can schedule meetings, send and receive payments, and more. 

Some popular features of this platform include:

• Online contracts
• Online payments
• Online invoices

Who is the tool for?

HoneyBook is designed for small businesses and independent contractors looking to streamline the administrative side of their work.

Pricing

HoneyBook has a Starter, Essentials, and Premium plan. The Essentials plan is the most popular and includes up to 2 team members, standard reports, automation, and more. This plan is $32 per month when billed annually and $39 per month when billed monthly. 

7. QuickBooks Online

QuickBooks Online is a cloud-based financial management software. This program is designed to help you track expenses, view your profit over time, and have your books cleaned for tax time.

Some features of QuickBooks Online include:

• Invoicing
• e-Commerce management
• Expense tracking

Who is the tool for?

QuickBooks Online is used by freelancers and businesses of all sizes and across industries. 

Pricing

QuickBooks Online has four packages suited to different-sized businesses. The Simple Start package is $30.00 per month and includes income and expenses, tax deductions, general reports, and more. Other packages include Essentials, Plus, and Advanced.

8. Toggl Track

^{Source: Toggl Track}

Toggl Track is a time-tracking software and hiring system meant to streamline billing, invoicing, and budgeting tasks. This invoicing system is also designed to do away with timesheets and other traditional tracking methods so you can manage more simply. 

Related: The 14 Best Toggl Alternatives in 2023

Features of Toggl Track include:

• Time tracking
• Integrations
• Reporting

Who is the tool for?

Toggl Track is for freelancers, small teams, and large businesses. 

Pricing

Toggl Track has a free version for up to 5 users, including unlimited time tracking, exportable reports, and unlimited projects, clients, and tags. Their Starter version is $9.00 per user/per month and includes additional features like billable rates and the ability to save reports. When billed monthly, the Starter plan is $10.00 per user/per month.

9. Teamwork

^{Source: Teamwork}

Teamwork gives you the tools you need never to miss a billable minute. With Teamwork, you can manage resources, track your budgets, and get set up quickly using the template center. 

Also read: 20 Best Teamwork Alternatives in 2023 [In Depth Review]

Key features of Teamwork include:

• Budgeting
• Time tracking
• Billing

Who is the tool for?

Teamwork is designed for agencies, creative teams, and professional services. This platform can accommodate both small and large businesses. 

Pricing

Teamwork has a free plan that allows up to 5 users and includes project management essentials, client work essentials, and certain third-party integrations. Their Starter plan is $5.99 per user/per month and includes more project power, dashboards, and other features. Teamwork also has a Deliver and Grow plan.

10. Zoho Invoice

Zoho Invoice is a cloud-based unlimited invoicing and billing solution to help businesses streamline financial workflows. Zoho Invoice is accessible from anywhere without an Internet connection, which allows teams and freelancers to work wherever they need. Some features of this platform include:

• Custom templates
• Billing and tracking
• Reporting tools

Who is the tool for?

Zoho Invoice is designed for businesses of all sizes, from freelancers to large businesses, and has different plans to accommodate these needs.The platform is part of Zoho’s One Suite and offers limited capabilities compared to other all-in-one solutions.

Pricing

Zoho Invoice has a free plan available for 1 user and 1 accountant and allows you to manage clients, invoices, and online and offline payments. They also have a Standard plan for $10.00 per month (billed annually) that includes everything in the free plan plus other features and integrations.

Tips for freelancers when invoicing 

In addition to finding the best software for your freelance invoicing, there are some other tips to keep in mind as you work with clients on this process:

Keep a record of all client details

As a freelancer, you should keep a record of all the details about your clients—name, address, phone number, email address, etc. This information should be up-to-date, and you should have an organized system to retrieve it quickly.

Establish your payment terms upfront

Discuss your payment terms with your clients before you start the work to avoid any misunderstandings. Discuss how much you charge, how often you invoice, and what payment methods you prefer.

Use professional invoices

Professional invoices make you look more professional and help you get paid on time. Use your invoice software to choose a standard template or customize one with your logo and other branding elements.

Include all the necessary details in the invoice

Your invoice should include details such as the client name and address, the date, the invoice number, a brief description of the work done, the amount due, and payment terms.

Provide a clear breakdown of your work

It's essential to provide your clients with a clear breakdown of your work so they know exactly what they're paying for.

Set clear deadlines for payment

Make deadlines clear so your clients know when they're expected to pay. This will help you avoid late payments and ensure you get paid on time.

Follow up on late payments

If a client doesn't pay on time, don't be afraid to follow up with them. Politely remind them of the payment due and ask when they expect to settle their invoice.

Provide multiple payment options

Offer multiple payment options, such as credit cards, PayPal, and bank transfers, so your clients can choose the most convenient.

Get everything in writing

Make sure you have written contracts or agreements with your clients that clearly outline the scope of work, payment terms, and other details. This will help you avoid any misunderstandings later on.

Be consistent with your invoicing

Be consistent with your invoicing and invoice your clients at the same time each month or after completing a project. Software can help with this by setting up recurring invoices for your clients.

Keep all your financial records up-to-date

Make sure you keep all your financial records up-to-date and organized so you can easily track your income and expenses. This will help you manage your finances more efficiently and make tax season less stressful.

Takeaway 

So many intuitive tools are available for freelancers when it comes to invoicing, and it can be difficult to choose the right fit. Hopefully, this list can help guide you to get started in choosing software that best suits your unique needs.

For freelancers, small to midsize creative agencies, marketing teams, and consulting firms, Rodeo can be an all-in-one solution that keeps you on track with accurate time management, budgeting, invoicing, and planning.

Are you ready to gain a competitive edge as a freelancer and take your creative business to the next level? Get started with Rodeo today and try it for free or talk to one of our experts today.