What are the best invoicing tools for freelancers?

As a freelancer, you need to create and send invoices to your clients to get paid for your work. But invoicing can be a time-consuming and tedious task, especially if you use manual methods like spreadsheets or word processors. That's why you might want to consider using an invoicing tool that can automate and simplify the process for you. In this article, we'll look at some of the best invoicing tools for freelancers, and what features and benefits they offer.

1 Why use an invoicing tool?

An invoicing tool is a software or app that helps you generate, send, and manage invoices online. It can save you time and hassle by letting you create professional-looking invoices in minutes, track payments and reminders, accept online payments, and integrate with other tools like accounting software or project management apps. An invoicing tool can also help you avoid errors and disputes by ensuring that your invoices are accurate, consistent, and compliant with tax and legal requirements.

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Heather Dunlop FCA

Outsourced finance department supporting charities and small business with bookkeeping, payroll, accounting and virtual FD services * Xero geekspert * Chartered Accountant * Co-Founder at Contando
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Xero works well. You can email invoices direct from Xero and see when a customer has viewed the invoice. I'd recommend setting up automated reminders and integrating payment options such as Stripe to make it easier for customers to pay. There's a Projects bolt on for Xero too so you can track and invoice for time spent.

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Shanice Desilva

Charting Your Success Path in Marketing & Web3.
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Xero is a great place to start, with ample storage options and customisation capabilities, you can use Xero to manage, organise and distribute invoices easily. I also recommend Henry for sole contractors looking to manage tax affairs without requiring an accountant.

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2 What to look for in an invoicing tool?

When choosing an invoicing tool, there are many factors to consider. Cost is an important factor; you'll need to know how much the tool charges per month or per invoice, if it offers a free trial or plan, and any extra fees for features such as online payments or customer support. It's also important to consider the ease of use, performance, and features such as multiple currencies and languages, recurring invoices, estimates, discounts, taxes, expenses, and reports. Integration with other tools you use for your freelance business should also be taken into account. Lastly, security should be a priority; you'll need to make sure the tool protects your personal and financial information from unauthorized access, fraud, or loss and complies with relevant standards and regulations like GDPR or PCI-DSS.

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Veronica Stachurski

Attorney and Counselor
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In my experience, it has been easier, faster, and more cost effective to simply have a saved template for invoices, and to submit and send my invoices myself. It is not that I am not open to the use of an invoicing tool, but I cannot seem to find any that would be worth the up-front investment of time (and money) to get it all started.

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3 Some of the best invoicing tools for freelancers

When selecting an invoicing tool for freelancers, there are several criteria to consider. FreshBooks, Invoice Ninja, and Zoho Invoice are all popular options with versatile features. FreshBooks offers accounting, time tracking, expense management, and project management features. It also allows you to create and send customized invoices in seconds, accept online payments from various methods, automate reminders and late fees, and generate reports and insights on your finances. Invoice Ninja supports multiple currencies and languages, recurring invoices, estimates, proposals, deposits, partial payments, discounts, taxes, expenses, and more. It also lets you accept online payments from over 40 gateways. Zoho Invoice is a simple and elegant invoicing tool that helps you create and send professional invoices, track time and expenses, accept online payments, and manage your clients and projects. It integrates with over 40 apps and services and has a mobile app that lets you invoice on the go. All of these tools offer a free trial or plan for up to 100 clients as well as pricing plans starting from $9 per month.

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4 How to use an invoicing tool effectively

Using an invoicing tool can make your invoicing easier and faster, but you still need to follow some best practices to ensure that you get paid on time and avoid any issues or conflicts. Before starting a project, make sure that you and your client agree on the scope, deliverables, deadlines, payment methods, and fees. Include these details in your invoice, along with any other policies or clauses that you have. Don't wait too long to send your invoices after you finish a project or a milestone; try to send them at regular intervals. Additionally, don't assume that your client will pay your invoice as soon as they receive it; follow up and communicate with them until you receive payment. Automate reminders and notifications or send a personal email or call your client to check on the status of your payment. Be polite and respectful, but firm and persistent, and don't hesitate to escalate the issue if necessary.

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Sarah Cornish

Helping 7-Figure+ Businesses Streamline Operations & Drive Strategic Growth with Customised Solutions | Consultant | Professional 'Dot Joiner' | Spotting Hidden Issues That Cost you Money
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Use an invoicing tool that will support your workflow and make your life easier… not harder! Good examples of this are Xero, Quickbooks and FreeAgent. These digital accounting software offer customisable invoicing as part of its functionality. I would always opt for this as the first option, as invoicing is just one small piece of the puzzle. No one needs the headache of a manual process and chasing… it’s leads to costly errors and mistakes and also makes the financial data analysis harder.

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5 How to learn more about invoicing tools and best practices

If you want to learn more about invoicing tools and best practices, there are plenty of resources available to help you expand your knowledge and skills. Blogs and podcasts such as The Freelancer's Show, Freelance to Founder, The Freelance Blog, and Freelance Folder can provide tips, advice, insights, and stories from experts and peers. Books and courses such as The Freelancer's Bible, The Money Book for Freelancers, The Freelancer's Guide to Taxes, and The Ultimate Guide to Invoicing and Getting Paid Online can teach you how to invoice effectively and efficiently. Additionally, forums and communities like Reddit's r/freelance, Freelance Stack Exchange, Freelancers Union, and Freelance Writers Den can help you connect with other freelancers, ask questions, share experiences, and get feedback and support.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Blessing Adaugo 🦅

Executive Level Support for Visionaries like YOU || LinkedIn Engagement and Daily Organizational Management || Certified Executive Virtual Assistant
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The best invoicing tool to use depends greatly on your brand's style. You've got to choose one that can effectively match your accounting style, methods and simplicity. For me, QuickBooks has been my go-to for a while now.

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What are the best invoicing tools for freelancers?

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1 Why use an invoicing tool?

2 What to look for in an invoicing tool?

3 Some of the best invoicing tools for freelancers

4 How to use an invoicing tool effectively

5 How to learn more about invoicing tools and best practices

6 Here’s what else to consider

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What are the best invoicing tools for freelancers?

1

2

3

4

5

6

1 Why use an invoicing tool?

2 What to look for in an invoicing tool?

3 Some of the best invoicing tools for freelancers

4 How to use an invoicing tool effectively

5 How to learn more about invoicing tools and best practices

6 Here’s what else to consider

Administrative Assistance

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