After hours of dedicated work, you did your part of the deal and delivered services — we bet you expect the same approach from the client.
But what if your client fails to follow through?
Chasing down payments is never enjoyable, especially without an automated process. This is where invoicing software becomes your ally.
An ideal invoice app should integrate smoothly into your workflow, allowing you to focus on tasks that grow your business.
In short, you need a solution that meets your goals and saves you time.
Let’s explore the best invoicing solutions for small businesses and the key factors to consider when choosing one.
5 best invoice apps for small business
1. PandaDoc
PandaDoc invoice software lets small businesses effortlessly create, send, e-sign and track invoices in just a few clicks.
This app simplifies invoice creation, management, and payment processing, irrespective of the size of the team size or the industry you work in.
Key features:
- Customizable invoice templates: speed up invoice creation using PandaDoc templates for every need (GIFs, videos, interactive pricing tables, etc.).
- Document activity tracking: stay informed about any changes in your invoice by always knowing when your invoice has been opened, read, and paid.
- Payment channel management: simplify invoice payment for your clients by integrating a vast range of payment options such as ACH payments, credit/debit cards, PayPal, Stripe, Square, etc.
- Integration options: use CRM integrations like Zoho and Hubspot to create a unified and automatically updated invoice management system.
- E-signing: the electronic signature feature speeds up document turnaround.
- Auto reminders: effortlessly keep track of all due dates and send reminders to clients in just a few seconds without leaving the software.
Pros:
- More than just invoicing software
- Advanced features like auto-reminders and document status tracking
- Templates for every invoicing purpose
- Rich integration options
- Advanced security measures
- 24/7 email and chat support
Cons:
- Full use of features requires a paid tier; however, ample time to test the product during 14-day free trial
Pricing: Essentials and Business plans are available at $19/month and $49/month, respectively. You can also request a price for the Enterprise version.
Customer rating: 4.9 out of 5.
2. Zoho
Zoho makes invoicing and managing documents effortless.
This app has many customizable templates to choose from, several payment modes for smooth transitions, and automated follow-ups, among many other features.
Key features:
- Invoice templates: add a logo, change fonts, or any other detail using the preferred template from Zoho’s library.
- Reminders: send automatic reminders to customers with due or overdue payments.
- Integrations: Zoho makes payment processing easier through PayPal and Stripe integrations.
Pros:
- Availability of additional languages and currencies for invoices
- Advanced features like auto reminders
- Includes most common integration options
- Zoho is a CRM that has many more applications than just invoicing
Cons:
- Invoices you generate automatically may not be editable
- Lack of reporting options
Pricing: Free trial available. A Standard plan starts from $14 per user/month, Enterprise plan starts from $52 per user/month.
Customer reviews: 4.3 out of 5.
3. Xero
Xero is a cloud-based accounting platform designed to streamline small businesses’ financial management.
This app allows users to access their financial data from anywhere and from any given device.
Key features:
- The drag-and-drop functionality: makes reordering as easy as possible.
- Invoice scheduling: users can program the sending date, ending date, and invoice occurrence.
- Payment reminders: help users stay updated regarding each invoice’s due date.
- Integrations: with Square, PayPal, and other payment processor integrations offered by Zoho, clients can email invoices directly through the software to make payments online.
Pros:
- Integration options
- User-friendly functionality
- The multiple currency transactions
- Rich helps with documentation with demos and video tutorials
Cons:
- It might be an expensive solution with limited options
- Performance issues
- Some users find it hard to deploy without experts’ help
Pricing: a Starter plan starts at $29 per month. Premium plan pricing is $62 per month.
Customer reviews: 4.3 out of 5.
4. Square
Square is invoice generation software that allows small businesses to create, send, and track invoices.
With a rich template library, this app can be used by any business needing to accept remote payments and streamline document management.
Key features:
- Template library: with a rich set of templates available, Square makes it easy to create professional-looking invoices matching brand identity.
- Payment tracking and alerts: receive real-time notifications whenever a customer makes a payment or misses a due date.
- Recurring invoices: for businesses having regular clients requiring the same services on a recurring basis.
- Integrations: with Square Point of Sale, Inventory Management, and Customer Relationship Management tool integrations, Square synchronizes all data across different platforms.
Pros:
- Free plan available
- Rich integration set
- Unlimited invoices
- User-friendly
- Online payment option
Cons:
- No customization
- Limited features
Pricing: Free plan available. A paid plan starts from $20 per month.
Customer reviews: 4.3 out of 5.
5. Wave
Wave Accounting has been exclusively designed for small businesses’ needs.
Supporting double-entry bookkeeping and allowing unlimited user access, Wave is a perfect solution for invoicing and seamless expense management.
Key features:
- Integrations: can be connected with Wave’s receipt scanning, payment processing, and payroll apps, creating a comprehensive package.
- Reporting and analytics: analyze usage, performance, ROI, and other business metrics.
- Customization: helps businesses adapt the software to fit their specific use case and workflow.
- Payroll management: helps manage direct deposits, salary revisions, and payroll tracking.
Pros:
- User-friendly, affordable solution for very small businesses
- Free plan available
- Unlimited invoicing
- Customizable templates
Cons:
- No third-party integrations
- No advanced features
- No live support unless you choose the Pro plan
- No audit trails.
Pricing: free, though extra functionality requires payment depending on the chosen feature.
Customer reviews: 3.8 out of 5.
5 factors to focus on when choosing invoice software
- Payment options. Seek out an app that offers several payment gateways. You’ll want payment processing methods like credit cards, PayPal, Stripe, Authorize, etc.
- Customization. Your invoice app should not only offer templates but also allow you to professionally customize documents to fit your brand identity.
- Data safety. Your app choice must ensure all sensitive data is secure with every interaction within it. For example, PandaDoc encrypts and stores document data (files, metadata, etc.) and customer data in different locations, employing the AES-256 standard as well as sophisticated encryption keys when data is at rest, and all requests must use HTTPS to ensure a protected connection.
- Integrations. Don’t neglect scaling business needs. Utilize software that can easily integrate with different third-party tools to create a comprehensive document management ecosystem.
- Automation. Opt for an invoice app that can do the work for you. Look for features like automated reminders, auto-renewal, document tracking, and the ability to easily set up notifications to alert you when an invoice is signed or when payment hasn’t been met by the due date.
| Feature | PandaDoc | Zoho | Xero | Square | Wave |
|---|---|---|---|---|---|
| Customizable Templates | Yes | Yes | Yes | Yes | Yes |
| Document activity tracking | Yes | No | No | No | No |
| Payment channel management | Yes | Yes | Yes | Yes | Yes |
| Integrations | Zoho, Hubpsot, Stripe, PayPal, etc. | Zoho, Hubpsot, Stripe, PayPal, etc. | Square, PayPal, etc. | Square POS, CRMs, etc. | Wave Apps |
| Advanced security | Yes | No | Yes | No | No |
| Auto reminders | Yes | Yes | Yes | Yes | No |
| E-signature | Yes | No | No | No | No |
| E-signature | 4.9 out of 5 | 4.3 out of 5 | 4.3 out of 5 | 4.3 out of 5 | 3.8 out of 5 |
| Pricing | $19-$49/month | $14-$52/user/month | $29-$62/month | Free, Paid Plan from $20/month | Free, with paid features |
Say goodbye to tedious billing practices
Choosing the right invoice app for your business involves identifying your specific needs, doing market research, and checking out a few apps before committing to one.
PandaDoc, for example, makes it easy to schedule a demo so small businesses can test drive app functionality.
Features like ready-to-go invoice templates help create brand-themed docs using the drag-and-drop editor, and e-signing, advanced document analytics, and rich integrations are just part of the app’s feature set.
Disclaimer
PandaDoc is not a law firm, or a substitute for an attorney or law firm. This page is not intended to and does not provide legal advice. Should you have legal questions on the validity of e-signatures or digital signatures and the enforceability thereof, please consult with an attorney or law firm. Use of PandaDoc services are governed by our Terms of Use and Privacy Policy.
