Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

The 5 best invoicing software options for U.S. small businesses are QuickBooks Online for full accounting, FreshBooks for freelancers, Xero for growing teams, Zoho Invoice for free dedicated invoicing, and Wave for free invoicing with basic bookkeeping. The right choice depends on whether you need only invoices or accounting, reconciliation, inventory, tax records, and accountant access.

A dedicated invoicing tool creates, sends, tracks, and collects invoices. An accounting platform with invoicing also manages bank feeds, expenses, reconciliation, reports, sales tax, inventory, payroll connections, and collaboration with an accountant. Occasional billers may need only the first category; businesses already relying on spreadsheets or expecting to grow should usually evaluate the second.

Key takeaways

  • QuickBooks Online starts at $38 per month for Simple Start and is the strongest choice when invoicing must connect to full accounting, reporting, inventory, or accountant collaboration.
  • FreshBooks starts at $23 per month for Lite, which supports up to five billable clients, and is especially well suited to freelancers and service businesses that bill for time, projects, retainers, or proposals.
  • Xero starts at $25 per month for Early, but the Early plan allows only 20 invoices and five bills; Xero’s Growing plan costs $55 per month and removes the invoice limit.
  • Zoho Invoice costs $0 but limits the free U.S. plan to two users, three projects, and 500 invoices per year while retaining Zoho branding.
  • Wave Starter costs $0 and includes unlimited estimates and invoices, while Wave Pro costs $19 per month or $190 per year and adds bank imports, automated categorization, receipt capture, and other features.

5 best invoicing software at a glance

This comparison uses standard U.S. monthly pricing shown by the vendors, not temporary introductory prices. Pricing pages were checked on August 18, 2026. Promotions, payment fees, taxes, plan names, and feature availability can change by date, country, edition, plan, and account type.

Software Best for Standard starting price Important limit or plan detail Accounting depth Main drawback
QuickBooks Online Full accounting plus invoicing $38/month, Simple Start Higher tiers add users, inventory, project profitability, budgeting, automation, and advanced reporting Strong More expensive and complex than invoice-only tools
FreshBooks Freelancers and service businesses $23/month, Lite Lite supports five billable clients; Plus supports 50; Premium supports unlimited clients Moderate Extra users, payroll, and advanced payments cost more
Xero Growing businesses and teams $25/month, Early Early includes 20 invoices and five bills; Growing costs $55/month and removes the invoice limit Strong Time and project-cost tracking require Established at $90/month
Zoho Invoice Free dedicated invoicing $0 Two users, three projects, and 500 invoices per year; Zoho branding remains Light Not a full general-ledger, payroll, or advanced inventory platform
Wave Free invoicing plus basic bookkeeping $0, Starter Starter includes unlimited estimates and invoices; Pro costs $19/month or $190/year Basic Limited integrations and weaker billable-expense workflows

Which invoicing software is best for most businesses?

QuickBooks Online is the best overall choice when invoicing is part of a broader financial workflow. QuickBooks Online is not the cheapest way to send a few invoices, but its value comes from combining invoices, payments, expenses, reports, bank transactions, inventory, projects, and accountant access in one system.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.
#1 Best Overall
Rongta POS Printer, 80mm USB Thermal Receipt Printer,Black
  • 【Fast Printing & Auto Cutter】The pos printer high efficiency with auto cutter and printing speed--250mm/sec. Easy for paper installation, easy maintenance, easy to use.Three Interface ports:USB+ LAN + SERIAL PORT.DO NOT-Wifi-Bluetooth.
  • 【Wall Hanging Design】 Kitchen printer with two hanging holes on the bottom support wall mount hanging. Easy to use, save the place. With auto cutter and compatible with several operating systems. Print width:79.5±0.5mm; Paper Width:3 1/8" (80mm).
  • 【Wide Compatibility&Reasonable Design】Desktop or wall-mounted type for option, lets you use every space more rationally. The humanized auto-cutter, the receipt will not fall to the ground after printing. One-button open cover and large paper warehouse design, easy to use & maintain. Work with MUNBYN 3 1/8 x 203ft thermal paper,MFLABEL thermal receipt paper.
  • 【Most Cost-effective】Support cash drawer driving, compatible ESC/POS print commands.Do not need ribbon/ink cartridge, low operating cost. The printer has the function of overheating protection, long service life. Printing characters with high speed, reliable performance.It is an ideal choice for receipt printing in large shopping malls, supermarkets, retail, hotels, canteens, restaurants, etc.
  • 【Buy with Confidence】 Rongta is a brand that is dedicated to offering the highest quality products and good shopping experience for the customer. Warm tips:The receipt printer is not compatible with Ubereats/Grubhub/Doordash/Lightspeed/Postmates/Square/Chromebook/Clover.

FreshBooks is the better overall choice for a freelancer or service provider who cares more about time tracking, proposals, retainers, project billing, and a client-friendly experience than inventory or deep accounting. Xero is the stronger choice for a growing team because its listed plans do not charge per-user license fees and its accounting platform supports broad integrations.

Zoho Invoice is the best free dedicated invoicing option when 500 invoices per year, three projects, two users, and vendor branding are acceptable. Wave Starter is the better free option when basic bookkeeping records matter as well as invoice creation, although payment processing and add-ons are charged separately.

How were these invoicing tools compared?

The comparison weighs invoice creation, customization, payment collection, recurring billing, reminders, time and expense tracking, accounting depth, integrations, user access, usage limits, total cost, and the likelihood that a growing business will outgrow the product.

The comparison does not treat every feature as equally important. A product-based business needs inventory, cost tracking, purchase records, sales-tax tools, and reconciliation. A consultant may care more about billable time, retainers, proposals, deposits, and client payments. A small team may prioritize shared access, permissions, accountant seats, and payroll integrations.

What’s actually slowing this PC down?

Pick the symptom - the matching free tool is one click away.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

What is the difference between dedicated invoicing software and accounting software with invoicing?

Dedicated invoicing software primarily creates, sends, tracks, and collects invoices. Dedicated tools commonly include branded templates, payment links, estimates, recurring invoices, reminders, client portals, time tracking, or expense attachments, but they may not provide complete double-entry accounting or tax-ready financial records.

Accounting software with invoicing connects invoices to the rest of the business ledger. Accounting platforms can add bank feeds, reconciliation, income and expense categorization, accounts receivable aging, profit-and-loss reports, sales-tax tracking, inventory, accounts payable, payroll integrations, and accountant access.

NerdWallet’s invoicing-software guidance makes the practical distinction that many small businesses may be better served by accounting software with built-in invoicing, while dedicated invoicing tools can make sense for side hustles and businesses that do not yet need full bookkeeping.

Use accounting software with invoicing if you already track business income and expenses in spreadsheets, expect to add employees or inventory, need bank reconciliation or tax reports, or work with a bookkeeper. Choose a dedicated tool if you send only occasional invoices and have another reliable way to maintain financial records.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

1. Why choose QuickBooks Online?

Choose QuickBooks Online when invoicing must connect to detailed accounting, reporting, inventory, projects, payments, or an accountant. QuickBooks Online is the strongest all-around fit for established small businesses, product businesses, and service businesses that do not want a separate invoice system and bookkeeping system.

QuickBooks Online pricing

Plan Standard monthly price Promotional price observed Notable additions
Simple Start $38/month $3.80/month for three months Invoicing, payments, automated bookkeeping, general business reports, and bill pay
Essentials $85/month $8.50/month for three months More users, enhanced reporting, and employee time added to invoices
Plus $140/month $14/month for three months Inventory, project profitability, budgeting, and broader reporting
Advanced $340/month $34/month for three months Batch invoices and expenses, custom permissions, advanced reporting, workflow automation, forecasting, and priority support

The QuickBooks Online pricing page displayed a 90% discount for three months, a 30-day free trial, and an offer shown as ending August 27, 2026. The standard recurring price should be the number used for long-term budgeting; the promotional price is temporary.

What QuickBooks Online does well

  • QuickBooks connects invoices and payment collection with credit-card and bank-transfer payments through QuickBooks Payments.
  • QuickBooks supports invoice-status updates and payment reminders.
  • Simple Start includes general business reports, automated bookkeeping, invoicing, payment collection, and bill pay.
  • Plus adds inventory, project profitability, budgeting, and broader reports, which are important advantages for product businesses and project-based firms.
  • Advanced adds custom user permissions, workflow automation, forecasting, batch invoices and expenses, and priority support.
  • The current QuickBooks Online product page states that the platform has more than 800 integrations.

Who should choose QuickBooks Online?

Choose QuickBooks Online if a bookkeeper or accountant needs access, if the business needs inventory or project profitability, or if invoices must flow into reports and tax-related bookkeeping without duplicate data entry.

A freelancer who sends a few polished invoices per month may find QuickBooks Online unnecessarily expensive and complex. QuickBooks Online should not be ranked as the cheapest invoicing tool; its justification is the broader accounting platform.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

2. Why choose FreshBooks?

Choose FreshBooks when the business primarily sells services and needs easy time tracking, proposals, retainers, billable expenses, and client-friendly invoicing. FreshBooks is particularly suitable for consultants, designers, developers, writers, agencies, contractors, and other professionals who bill by hour, project, milestone, or retainer.

Rank #2
Rongta 80mm Thermal POS Receipt Printer with Auto Cutter
  • Fast Printing & Auto Cutter: High-speed printing technology with auto cutter thermal receipt printer. With a high printing speed of 250mm/sec, it's fast and efficient, reliable performance, making it a valuable addition to your business. The 80mm printing width is suitable for clear receipts. Setup was a breeze, easy to use
  • Wide Compatibility & Sturdy Design: The pos receipt printer supports the standardized ESC/POS commands. One-button open cover and large paper warehouse design, easy to use and maintain. This thermal printer is compatible with POS and cash drawer. No WiFi, no Bluetooth
  • Wall Hanging Design: Kitchen printer with two hanging holes on the bottom for wall mount hanging, making it easy to use and saving space. Print width: 79.50.5mm; Paper Width: 3 1/8" (80mm). With a high printing speed, it is suitable for receipt printing in various settings such as large shopping malls, supermarkets, retail stores, clothing stores, food trucks, kitchens and restaurants
  • Most Cost-effective: Do not require a ribbon or ink cartridge, resulting in low operating costs. The printer has the function of overheating protection, long service life. Printing characters with high speed, reliable performance. It does not work for Doordash, Uber Eats, Square, GrubHub. Please check the systems and APP before using them
  • Multi-interface Connectivity: USB+Serial+Ethernet ports, multi-interface support allows for an easy connection to cash drawers, fits comfortably at point-of-sale station. RONGTA receipt printer is an efficient printing solution

FreshBooks pricing and client limits

Plan Standard monthly price Promotional price observed Client capacity and notable features
Lite $23/month $2.30/month for three months Up to five billable clients
Plus $43/month $4.30/month for three months Up to 50 billable clients; proposals, retainers, reports, receipt scanning, and higher-level workflows
Premium $70/month $7/month for three months Unlimited clients; project profitability and more advanced service-business capabilities
Select Custom Custom Higher-volume or customized requirements

The FreshBooks pricing page displayed 90% off for three months, a free trial option, and a 30-day money-back guarantee. FreshBooks also lists additional team members at $11 per user per month, Advanced Payments at $20 per month, and FreshBooks Payroll at $40 per month plus $6 per user per month.

What FreshBooks does well

  • FreshBooks supports invoices, estimates, time tracking, expense tracking, proposals, retainers, and client payments.
  • Payment options listed by FreshBooks include credit cards, ACH, Apple Pay, Google Pay, and buy-now-pay-later options.
  • Plus and higher plans add financial and accounting reports and receipt scanning.
  • Premium and Select plans add project profitability.
  • FreshBooks includes accountant access, which makes the platform more useful when a freelancer begins working with a professional bookkeeper.

Xero’s comparison guide describes FreshBooks as a user-friendly option for freelancers and small service businesses. FreshBooks is a better service-business workflow than a basic invoice generator because time, expenses, proposals, and retainers can remain connected to client billing.

Who should avoid FreshBooks?

FreshBooks may be a poor fit for a business with many billable clients, extensive inventory, or a large team that needs many included users. FreshBooks Lite and Plus cap billable clients, so a business approaching five or 50 clients should compare the cost of upgrading with the cost and disruption of migrating.

Free tools Windows power users keep installed

One-click scans. No signup required.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

3. Why choose Xero?

Choose Xero when several people need access or the business expects to grow into a broader accounting and integration ecosystem. Xero is an accounting-first platform with invoicing, quotes, online payments, bank reconciliation, reporting, and connected apps.

Xero pricing and invoice limits

Plan Standard monthly price Promotional price observed Important limits or additions
Early $25/month $2.50/month for six months Up to 20 invoices and five bills; quotes, online payments, bank reconciliation, reports, sales-tax tools, and a 30-day cash-flow forecast
Growing $55/month $5.50/month for six months Removes the Early invoice limit; adds more bill automation, auto-reconciliation, dashboards, visual reporting, and a 60-day forecast
Established $90/month $9/month for six months Multiple currencies, project time and cost tracking, employee expenses and mileage claims, international bill payments, and a 180-day forecast

The Xero U.S. pricing page displayed 90% off for the first six months when purchased by September 30, 2026. Xero states that its listed plans have no per-user license fees, but payroll and other employee-related services can still create separate costs.

What Xero does well

  • Xero includes invoices, quotes, online payments, bank reconciliation, reports, and sales-tax tools across its plans.
  • Xero’s Growing plan removes the Early plan’s 20-invoice limit and adds more automation for bills and bank transactions.
  • Established adds multiple currencies, project time and cost tracking, employee expense and mileage claims, and international bill payments.
  • NerdWallet identifies unlimited users and more than 1,000 integrations as major Xero strengths. Integration counts and availability can change, so confirm important connections before subscribing.

Who should avoid Xero?

Xero Early is a poor fit for an active business that will exceed 20 invoices or five bills. A service business needing time tracking and project-cost tools must move to Established, making Xero less attractive for a low-volume freelancer who wants only simple billing.

Xero is also not ideal for readers who require inbound phone support. NerdWallet reports that Xero does not offer inbound phone support, although callbacks are available.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

4. Why choose Zoho Invoice?

Choose Zoho Invoice when you want a genuinely free, dedicated invoicing system and can remain within its usage limits. Zoho Invoice is more capable than a static invoice template: it supports professional invoices, reminders, projects, time and expense tracking, payment gateways, client portals, mobile apps, multiple currencies, and multiple languages.

Zoho Invoice limits and features

Item Zoho Invoice free U.S. plan
Monthly subscription $0
Users Up to two
Projects Up to three
Invoices Up to 500 per year
Branding “Powered by Zoho Invoice” branding remains
Workflow features Custom invoices, reminders, client portal, projects, time tracking, expenses, receipt attachments, payment gateways, mobile apps, multiple currencies, and multiple languages

The Zoho Invoice pricing page confirms the $0 price and the two-user, three-project, and 500-invoice annual limits. Free does not mean unlimited, and the annual invoice cap should be evaluated against the business’s expected volume rather than its current month.

Who should choose Zoho Invoice?

Zoho Invoice is a strong fit for a freelancer, contractor, or small service business sending fewer than 500 invoices per year. Zoho Invoice is also a sensible entry point for a business already using Zoho products.

When is Zoho Invoice not enough?

Zoho Invoice is not a replacement for full general-ledger accounting, payroll, advanced inventory, or extensive non-Zoho integrations. Businesses that need bank feeds, reconciliation, and broader financial management should consider Zoho Books instead.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

Zoho’s current pricing information also states that data associated with an account inactive for more than 180 days may be deleted during the subsequent 20 days unless the user logs in or creates a backup. Export invoices, customers, products, and other important records before abandoning an account.

5. Why choose Wave?

Choose Wave when you want free invoicing plus basic bookkeeping for a straightforward solo business. Wave Starter combines unlimited estimates and invoices with basic bookkeeping records, a customer and cash-flow dashboard, mobile invoicing, and optional online payments.

Rank #3
Epson TM-T20III,Monochrome Thermal POS Printer C31CH51001
  • Compatible with Square Stand and Square register - USB only- IF NOT WORKING WITH SQUARE, UPDATE SQAURE APP
  • USB interface ONLY - Not blutooth or WIFI
  • To Use with Square, you must have the Square Stand Or Square Register
  • Compatible with Square Stand and Square register USB only

Wave pricing and add-on costs

Wave option Standard price What it adds Important cost or limitation
Starter $0 Unlimited estimates, unlimited invoices, unlimited bills and bookkeeping records, mobile invoicing, and dashboard tools Payment processing, payroll, receipt capture, bookkeeping services, and some support are separate
Pro monthly $19/month Bank-transaction imports, automatic merging and categorization, unlimited receipt capture and expense tracking, late-payment reminders, branding removal, additional user access, integrations, and more support Payment processing still has separate terms and fees
Pro annual $190/year Annual version of Pro Compare annual payment with the monthly subscription before choosing

The Wave pricing page lists Starter at $0, Pro at $19 per month, and Pro at $190 per year when billed annually. Wave lists Starter payment processing at 2.9% plus $0.60 per credit-card transaction and 3.4% plus $0.60 for American Express. Pro payment processing is listed at 2.9% plus $0 per transaction for the first 10 transactions per month, subject to the page’s terms.

Wave also lists payroll as an additional service starting at $25 per month and Wave Advisors bookkeeping services starting at $149 or $199 per month depending on the displayed package. The Wave page showed inconsistent receipt-capture prices in different sections, so verify the current amount before publication or purchase.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

Who should choose Wave?

Wave is a practical fit for a solopreneur or microbusiness with uncomplicated billing that wants basic bookkeeping records without a recurring software subscription. Wave Starter is particularly attractive when unlimited invoices matter more than advanced accounting integrations.

Who should avoid Wave?

Wave is a weaker choice for a rapidly growing company that needs advanced accounting, broad direct integrations, or a convenient built-in way to mark expenses as billable. NerdWallet reports that Wave relies on Zapier for third-party integrations and lacks a convenient built-in billable-expense workflow. Wave free users who do not accept payments through Wave may also have more limited support access, including chatbot-based support.

Which invoicing software is best for freelancers and consultants?

FreshBooks is the best match for most freelancers and consultants who bill for time or projects. FreshBooks prioritizes time tracking, billable expenses, proposals, retainers, estimates, mobile invoicing, and client payments. Zoho Invoice is the better choice when the top priority is a $0 dedicated tool, while Wave is better when basic bookkeeping is more important than billable-expense workflow quality.

Freelancer need Best match Why
Time-based billing and proposals FreshBooks Time tracking, estimates, proposals, retainers, and client billing are central features
Free dedicated invoices Zoho Invoice $0 price with reminders, projects, time tracking, expenses, and a client portal
Free invoices plus basic books Wave Starter $0 plan includes unlimited invoices and bookkeeping records
Full accounting and accountant collaboration QuickBooks Online More extensive reports, bookkeeping, payments, inventory, projects, and accountant access
Multiple people accessing the books Xero Listed plans do not charge per-user license fees

Which invoicing software is best for product businesses?

QuickBooks Online or Xero is the safer choice for a product-based business. Product businesses typically need inventory, cost of goods, purchase records, sales-tax reporting, accounts payable, bank reconciliation, and profitability reporting. Zoho Invoice and Wave should not be treated as equivalent substitutes because their strengths are lightweight invoicing and basic records rather than full product accounting.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

QuickBooks Online Plus specifically adds inventory and project profitability. Xero provides accounting, bank reconciliation, reporting, and broader integrations, while Xero Established adds more advanced project-cost and expense features. Confirm the exact inventory, sales-tax, and payroll capabilities for the business’s country and plan before subscribing.

Which invoicing software is best for a small team?

Xero is the strongest fit when multiple people need access and the business wants to scale without listed per-user license fees. QuickBooks Online is also a strong choice when the team needs detailed reporting, inventory, project profitability, custom permissions, or a familiar accountant workflow.

FreshBooks can support a team, but FreshBooks lists additional team members at $11 per user per month. Zoho Invoice allows up to two users on its free U.S. plan. Wave Pro adds additional user access, but Wave remains more limited for advanced accounting and integrations.

How much does invoicing software really cost?

The real cost includes the subscription, payment processing, additional users, add-ons, and the cost of manual bookkeeping. A $0 plan may be the most economical for occasional invoices, but a paid accounting platform can cost less overall if it eliminates duplicate data entry, spreadsheet maintenance, reconciliation work, or a separate bookkeeping subscription.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.
Cost category What to check Why it changes the decision
Base subscription Standard recurring price after any trial or promotion Introductory discounts do not represent the long-term cost
Payment processing Card percentage, per-transaction fee, Amex rate, ACH fee, payout timing, and chargebacks Processing fees can outweigh the software subscription for high payment volume
Usage limits Invoices, clients, projects, bills, users, and storage Crossing a limit can force an upgrade or migration
Additional users Included user seats, accountant access, permissions, and extra-seat prices Team access can substantially change the monthly bill
Add-ons Payroll, receipt capture, advanced payments, integrations, and bookkeeping services A low headline price may exclude the features the business actually needs
Labor and migration Manual reconciliation, exports, historical data access, and setup time A cheaper tool may cost more if it creates duplicate work or a difficult migration

What should you check before choosing a free invoicing plan?

Check limits, branding, payment fees, support, accounting depth, and export options before treating a free plan as a long-term solution. Free software may omit double-entry accounting, complete sales-tax workflows, reconciliation, inventory valuation, 1099 support, accountant-ready reports, or payroll records.

  • Zoho Invoice: Free access is limited to two users, three projects, and 500 invoices per year, and invoices retain Zoho branding.
  • Wave Starter: Software access is free, but payment processing, payroll, receipt capture, bookkeeping services, and some support features are separate.
  • Xero Early: The $25 monthly entry plan is not unlimited because it includes only 20 invoices and five bills.
  • FreshBooks Lite: The $23 monthly entry plan supports only five billable clients.

Free-plan branding can also affect client perception. Zoho Invoice retains “Powered by Zoho Invoice” branding on the free plan, while Wave Pro removes Wave branding and provides more customization than Starter.

Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Support on Ko-Fi

How do payment-processing fees affect the best choice?

Payment-processing fees can matter more than the monthly subscription when a business collects substantial card revenue. Compare the percentage fee, fixed per-transaction fee, American Express rate, ACH charge, payout timing, chargeback terms, and the payment methods available in the relevant country and plan.

Rank #4
NetumScan USB POS Receipt Printer, 80mm Thermal Receipt Printer with Auto Cutter Cash Drawer, 300mm/s, Support Windows/Mac/Linux, Restaurant Kitchen Printer for ESC/POS(Only USB Interface) 8360
  • Note: Not compatible with Square POS/IOS/Uber Eats/Clover/Postmates/Shopify/Lightspeed & iPhone, iPad, Android phones and Android tablets. Please confirm compatibility with your system before purchasing.
  • 【User-Friendly Design】This 80mm receipt printer has USB ports to suit different needs. It also has an auto cutter that prevents the receipt from falling to the ground after printing. It has an overheating protection function that automatically adjusts the temperature, ensuring reliable performance and long-lasting print head life.
  • 【Wall Mount Option】This POS receipt printer has two hanging holes at the bottom that allow you to hang it on the wall, saving you space and making it more convenient. It is an ideal choice for receipt printing in large shopping malls, supermarkets, retail, hotels, canteens, restaurants, etc.
  • 【High-Speed & Easy Printing】Equipped with an advanced thermal print head and auto cutter, this USB desktop receipt printer delivers blazing-fast print speeds up to 300mm/s. No ink or ribbons needed. Features a large paper compartment and one-touch cover opening for hassle-free paper loading and maintenance. USB-only interface (no support LAN, Wi-Fi, or Bluetooth).
  • 【One-Stop Service】We provide you with a receipt printer installation video and printer precautions to help you set up and use the printer smoothly. If you have any questions or issues, please feel free to contact us and we will be happy to assist you. We also offer high-quality small printers, barcode readers, thermal receipt paper, and more to support your retail business development.

For example, Wave’s listed Starter rates are 2.9% plus $0.60 per credit-card transaction and 3.4% plus $0.60 for Amex. Wave Pro lists 2.9% plus $0 per transaction for the first 10 transactions per month, subject to the vendor’s terms. QuickBooks Online describes payment collection through QuickBooks Payments, including credit cards and bank transfers. FreshBooks lists credit cards, ACH, Apple Pay, Google Pay, and buy-now-pay-later options. Actual rates and eligibility can vary, so use the official pricing and payment terms before calculating a final cost.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

Do not assume that payment fees can always be passed to customers. Surcharging rules vary by card network, state, contract, and payment method. Confirm the legal and contractual requirements before adding a processing surcharge to an invoice.

How should you choose invoicing software?

Use this short decision rule:

  1. Need only free professional invoices? Start with Zoho Invoice if 500 invoices per year, three projects, two users, and Zoho branding are acceptable.
  2. Need free invoices and basic bookkeeping? Choose Wave Starter if limited integrations and separate payment fees are acceptable.
  3. Need simple service-business billing? Choose FreshBooks for time tracking, proposals, retainers, billable expenses, and client-oriented workflows.
  4. Need several users and a growth path? Choose Xero, especially if no listed per-user license fee and broad integrations are important.
  5. Need comprehensive accounting? Choose QuickBooks Online if invoicing must connect to detailed reports, inventory, projects, bookkeeping, or accountant collaboration.

If the business already uses spreadsheets to track income and expenses, or expects to need reconciliation, tax reports, inventory, payroll, or accountant access, choose accounting software with invoicing rather than a standalone invoice tool.

What are the main migration and data-portability risks?

The main migration risk is choosing an invoice tool that cannot preserve the financial history or workflows the business will later need. Before signing up, check whether the vendor supports CSV export for customers and products, invoice PDF access, payment-history export, bank-feed portability, and retention of inactive-account data.

Ask these questions before committing:

  • Can customers, products, invoices, payments, and expenses be exported?
  • Can historical invoice PDFs be retrieved after cancellation?
  • Can bank transactions and reconciliation history be moved to another platform?
  • Does the vendor retain data after an account becomes inactive?
  • Will the vendor charge for historical-data access or an account export?
  • Can the business preserve tax records and accountant reports outside the application?

Export important records regularly. Zoho’s pricing information states that data associated with an account inactive for more than 180 days may be deleted in the subsequent 20 days unless the user logs in or creates a backup.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

What alternatives should you consider?

The five products above cover the most useful combinations of invoicing, service workflows, free access, and accounting. These alternatives may be better for specific operating models:

Alternative Best for Why consider it Why it may not fit
Square Invoices Businesses already using Square Useful when invoicing and in-person Square POS or card payments belong in one ecosystem Not the best choice for deep accounting
Stripe Invoicing Online businesses, developers, and subscriptions Strong fit for businesses already using Stripe Payments or building custom payment workflows Not an all-in-one bookkeeping platform
Invoice Ninja Payment flexibility, API access, or self-hosting Worth considering for technical users and businesses needing flexible deployment or integrations Less suitable for owners seeking integrated accounting with minimal setup
Hiveage Simple recurring billing and time or expense tracking Useful for straightforward billing workflows Weaker accounting depth
Zoho Books Zoho Invoice users who need accounting Provides a broader upgrade path within the Zoho ecosystem More than a user who needs only occasional invoices may require

NerdWallet lists Invoice Ninja and Hiveage among additional invoicing options and identifies Square as a strong choice for businesses combining invoiced and in-person payments.

Pricing and feature cautions

  • Promotional prices are temporary. QuickBooks Online and FreshBooks displayed 90% discounts for three months, while Xero displayed a six-month introductory discount. Budget using standard recurring prices.
  • Integration counts change. QuickBooks currently states more than 800 integrations, while Xero promotes more than 1,000 connected apps. Confirm that a specific integration works on the selected plan.
  • Feature availability varies. Country, edition, plan, billing frequency, payment account, and account type can affect features and fees.
  • AI features require caution. QuickBooks pages identify some AI capabilities as beta or promotional features. AI output should not be treated as guaranteed accurate accounting or tax advice.
  • “Best” is an editorial judgment. QuickBooks is best for full accounting, FreshBooks for service billing, Xero for growing teams, Zoho Invoice for free dedicated invoicing, and Wave for free invoicing plus basic books; none is objectively best for every business.

Frequently Asked Questions

Is free invoicing software enough for a small business?

Free invoicing software is enough when a business sends occasional invoices and has another dependable way to track income, expenses, taxes, and records. Free plans may still impose invoice, client, project, user, branding, payment-processing, support, or bookkeeping limits.

Should I choose QuickBooks Online or a dedicated invoicing tool?

Choose QuickBooks Online when invoices must connect to bank reconciliation, expenses, reports, inventory, projects, tax records, payroll integrations, or accountant access. Choose a dedicated tool when the business only needs occasional professional invoices and maintains financial records elsewhere.

What’s actually slowing this PC down?

Pick the symptom - the matching free tool is one click away.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.

Which free invoicing software has the highest invoice limit?

Wave Starter includes unlimited estimates and invoices, while Zoho Invoice allows up to 500 invoices per year. Xero Early allows 20 invoices, and FreshBooks Lite limits billable clients to five rather than setting the same type of invoice cap.

Can payment-processing fees cost more than the invoicing subscription?

Yes. A business with substantial card-payment volume can pay more in percentage and per-transaction fees than in monthly software charges. Compare card, American Express, ACH, payout, and chargeback terms instead of comparing subscription prices alone.

The Bottom Line

Bottom line: Choose QuickBooks Online for full accounting, inventory, reporting, projects, and accountant collaboration; FreshBooks for freelancer and service-business billing; Xero for growing teams and broad accounting integrations; Zoho Invoice for free dedicated invoicing within its limits; and Wave for free invoices plus basic bookkeeping. The cheapest subscription is not always the lowest total cost: include payment fees, add-ons, manual bookkeeping, usage limits, and the cost of migrating later.

Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.

Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.