When you are starting out, an Excel invoice works fine. As clients grow, an invoicing app saves time: it numbers invoices, sends reminders, accepts online payments and shows who owes you what. Here are the most popular options for freelancers and how to choose between them.
Quick answer
- Just starting, few clients: use our free invoice template or a free app such as Zoho Invoice or Wave.
- Billing by the hour: FreshBooks, with built-in time tracking.
- Need full accounting too: QuickBooks, Zoho Books or Xero.
Comparison at a glance
| App | Best for | Free option |
|---|---|---|
| Zoho Invoice | Freelancers who want a capable free invoicing tool | Yes, free with a yearly invoice limit |
| Wave | Simple free invoicing and basic accounting | Yes (paid extras such as payments) |
| Invoice Ninja | Flexible invoices, quotes and deposits | Yes, for a small number of clients |
| FreshBooks | Service freelancers who track time | No, free trial only |
| QuickBooks | Freelancers who also want full bookkeeping | No, free trial only |
Plans, limits and prices change often. Check each provider’s website for current details, and confirm the app supports your country, currency and VAT rules.
Zoho Invoice
A free, full-featured invoicing app from Zoho. You get professional templates, quotes, recurring invoices, payment reminders, expense tracking and a client portal. The free plan has a yearly limit on invoices, which is generous for most solo freelancers. If you later need full accounting, Zoho Books uses the same style.
Wave
Wave offers free invoicing and simple accounting with unlimited invoices and clients. It is popular with solo freelancers who want a clean, simple tool. Online card payments and some extras cost money, and some payment features are only available in certain countries, so check what works where you live.
Invoice Ninja
Invoice Ninja is strong on flexibility: quotes that convert to invoices, deposit requests, recurring billing and many payment gateway options. Its free plan covers a limited number of clients; paid plans remove the limit and add branding options.
FreshBooks
FreshBooks is built for service-based freelancers. Time tracking, project budgets, expense receipts and polished invoices work together, so you can turn tracked hours into an invoice in a few clicks. There is no free plan, but there is a free trial.
QuickBooks
QuickBooks is full accounting software: invoices, expenses, bank feeds, reports and tax preparation in one place. It is more than many beginners need, but useful if you want proper bookkeeping or work with an accountant who uses it.
How to choose: 6 questions
- How many invoices do you send a month? A few: free tools or a template are enough.
- Do you bill by the hour? Choose an app with time tracking.
- Do you need VAT invoices? Check the app can show your VAT number and calculate VAT correctly for your country.
- How do clients pay you? Bank transfer only, or cards and online payments too?
- Do you need full accounting? If you must produce profit and loss reports or file taxes, pick an accounting app, not just an invoicing tool.
- Does your accountant prefer one? Using the same software saves time and fees.
Features worth having
- Automatic payment reminders for overdue invoices
- Recurring invoices for monthly retainers
- Quotes or estimates that turn into invoices in one click
- Multi-currency if you work with clients abroad
- Mobile app to send an invoice the moment a job is done
- Exports (PDF, CSV) so you are never locked in
Common mistakes
- Paying for features you do not use: start free and upgrade when you hit a real limit.
- Mixing personal and business money: use a separate account for business payments.
- No invoice numbering system: numbers should be unique and in order.
- Not backing up: export your invoice list every few months.
FAQ
Is an Excel template enough?
For a handful of invoices a month, yes. Our free invoice template calculates totals and VAT automatically. Move to an app when chasing payments starts taking real time.
Can I switch apps later?
Yes. Most apps can import and export clients and invoices as CSV files.
Do these apps work outside the US?
Most work internationally for invoicing, but tax, payment and bank features vary by country. Check before you commit.