The Best Invoicing Software for Small Businesses 2025

This guide compares top best invoicing software for small businesses in 2025. These tools help make estimates, speed up payment, and reduce admin work, whether you’re a contractor, freelancer, or service business owner.

The right invoicing solution does more than just send bills. It simplifies everyday tasks like creating estimates, sending invoices, tracking payments, and viewing basic analytics, all in one place.

That’s why we’re focusing on easy-to-use, desktop and mobile-friendly, and affordable tools that help you get paid faster, without the desktop clutter.

Key Takeaways:

• Invoicing software lets small businesses create and send invoices faster and more accurately.
• Ready-made, customizable templates help you polished, professional invoices quickly, and building client trust.
• Mobile invoicing apps are ideal for service pros who work in the field.
• Integrated payment processing and card payment options make billing easy and efficient.
• Tofu stands out as the best invoicing app for small service businesses in 2025.

Whether you’re running a small team or working solo, this guide will walk you through choosing the best invoicing software for contractors that fits your unique needs.

This guide is especially useful for:

• Contractors who need to send professional quotes and invoices on-site, with reliable invoicing for contractors' tools.
• Freelancers who want to track billable hours and send professional invoices using invoicing software designed for freelance use.
• Consultants who manage multiple clients and require advanced reporting tools found in consultant-based invoicing software
• Small business owners seeking all-in-one invoicing and payment tracking.
• Growing service businesses that need scalable, integrated invoicing tools.

The right solution saves you hours each week, cuts errors, and speeds up payments, all while keeping your business polishedand professional.

Understanding your invoicing challenges and goals puts you in a better position to choose software that supports the wayyou work, rather than forcing you to adapt.

Let's look at the top invoicing software for small business owners, focusing on their special features and benefits.

If you’re a contractor, electrician, plumber, or service professional who works on the move, Tofu is the ideal invoicing software for small businesses. It offers simplicity, speed, and professionalism without the clutter of desktop platforms or outdated PDF templates. Whether you’re using your phone on a job site or logging in from your browser, Tofu makes invoicing easy and efficient, wherever your work takes you.

Tofu is perfect for professionals ready to move beyond templates and manual systems, and who want a faster, smarter way to manage invoicing on both mobile and web.

Key Features:

• Mobile-First Invoicing: Create, send, and manage invoices directly from your phone, perfect for fieldwork and job site billing.‍
• Web Access Included: Prefer working from a computer? Tofu’s web version offers the same clean, fast experience, so you can manage invoicing from wherever you work best.‍
• Estimates Made Easy: Quickly send professional-looking estimates that help you win more jobs. Approved estimates can be converted into invoices with just one tap.‍
• Professional Templates: Generate polished, branded invoices quickly with prebuilt, easy-to-use templates.‍
• Simple Workflow: A clean, intuitive interface designed for fast billing; no bloated features or distractions.‍
• Simple setup: Get started in seconds with no complicated onboarding; just download, log in, and start invoicin‍
• Easy Payment Options: Accept payments via Stripe, including credit cards and tap-to-pay in the field, helping you get paid faster.

Best For:

• Mobile-First: Perfect for contractors, electricians, and tradespeople who need fast invoicing on the go.
• Field Service Pros: Ideal for service professionals who want to send branded invoices without desktop clutter.
• Simplified Billing: Great for small service businesses looking to replace manual invoicing with speed and professionalism.

Pricing:

• Plus Plan: : $9.99/week
• Premium Plan: $17.99/month

Tip: Looking for something free instead? Try one of Tofu’s no-cost tools:

• Free Invoice Templates
• Free Online Invoice Generator

QuickBooks is a widely used accounting platform that includes invoicing features. It offers tools for bookkeeping, invoicing, expense tracking, and financial reporting, all accessible from a single dashboard.

QuickBooks is a solid choice for small business owners who want an all-in-one solution to manage both their accounting and billing needs. While it’s not designed specifically for contractors or field service teams, it works well for businesses seeking basic invoicing alongside comprehensive financial management.

Key Features:

• Invoicing + Accounting in One: Send custom invoices and manage expenses, payroll, and taxes in one system.
• Recurring Invoices: Automate regular billing for repeat customers or subscriptions.
• Payment Tracking: Track payments and overdue invoices from a centralized dashboard.
• Integrations: Connect QuickBooks to popular tools like PayPal, Square, and Shopify.‍
• Desktop and Mobile Access: Use QuickBooks across devices, with invoicing supported via mobile app.

Best For:

• Integrated Accounting: Best for small businesses that want invoicing combined with full bookkeeping and payroll.
• Complex Tax Needs: Suitable for companies requiring advanced financial and payroll management tools.
• Desktop Users: Good for business owners comfortable with a feature-rich, traditional accounting platform.

Pricing:

• Simple Start Plan: $19/month
• Essentials Plan: $27/month
• Plus Plan: $30/month
• Advanced Plan: $70/month

Zoho Invoice is an invoicing solution within the larger Zoho ecosystem, a suite of integrated business apps. It offers customizable, branded invoices, automated recurring billing, and time-tracking features that simplify your billing process.

Zoho Invoice is best suited for businesses that prioritize advanced customization and automation, especially those comfortable with desktop-based tools rather than mobile-first workflows.

Key Features:

• Extensive Invoice Customization: Tailor invoice layouts, colors, fonts, and branding to match your company’s style.
• Recurring Invoicing & Auto-charging: Automatically send invoices and charge repeat clients on a set schedule.
• Time Tracking Integration: Ideal for consultants or freelancers who bill by the hour.
• Client Portals: Share invoices, estimates, and payment status with clients in one place.
• Multi-Currency & Multi-Language Support: Useful for international businesses or clients outside the U.S.

Best For:

• Custom Branding: Ideal for freelancers and consultants who want detailed invoice customization.
• International Business: Great for small businesses with multi-currency and multi-language invoicing needs.
• Desktop-Focused: Best for users who prefer working in a browser and within the Zoho ecosystem.

Pricing:

Free to use.

FreshBooks is a popular cloud-based invoicing and accounting platform tailored to freelancers, consultants, and small service businesses. It emphasizes easy time tracking, expense management, and client communication, making it a favorite for those who bill by the hour or project.

It offers comprehensive invoicing features and strong client collaboration tools. However, it is primarily designed for office-based freelancers and consultants, not for on-the-go field service professionals.

Key Features:

• Time Tracking and Expense Management: Track billable hours and expenses seamlessly for accurate invoicing.
• Customizable Invoices and Proposals: Create professional, branded invoices and project proposals.
• Client Collaboration: Clients can view, comment on, and pay invoices online with ease.
• Automated Payment Reminders and Late Fees: Maintain a steady cash flow by reducing overdue payments.
• Multi-Device Access: Can be used on desktop, tablet, or mobile devices.

Best For:

• Time Tracking Integration: Perfect for freelancers and consultants who bill hourly and need easy expense management.
• Client Collaboration: Suitable for small businesses that prioritize communication and proposal management.
• Cloud-Based Users: Great for professionals comfortable with online platforms focused on project billing.

Pricing:

• Lite Plan: $8.40/month
• Plus Plan: $15.20/month
• Premium Plan: $26/month

Xero is a cloud-based accounting platform that combines invoicing, bank reconciliation, and financial reporting in one system. It offers solid accounting integration and a variety of invoicing tools to simplify managing your finances.

Xero works well for small to medium-sized businesses with office-based finance teams. However, its invoicing features may not be the best fit for field service professionals who need quick, mobile-friendly billing.

Key Features:

• Full Accounting Suite: Combines invoicing with bookkeeping, bank feeds, payroll, and tax management.
• Customizable Invoices: Create branded, professional invoices with flexible templates.
• Automatic Payment Reminders: Reduce overdue payments with scheduled reminders.
• Multi-Currency and Multi-User Support: Ideal for businesses with international clients or multiple team members managing finances.
• Mobile and Desktop Access: Manage invoices and accounting data across devices.

Best For:

• Comprehensive Accounting: Best for growing businesses needing combined invoicing and full financial management.
• Finance Teams: Ideal for companies with in-house accountants requiring detailed reporting.
• Complex Business Needs: Suited for businesses with multi-currency and tax complexity.

Pricing:

• Starter Plan: $29/month
• Standard Plan: $46/month
• Premium Plan: $69/month

Harvest is a time tracking tool that includes built-in invoicing features designed for businesses that bill clients by the hour. It simplifies the process of tracking work hours and converting them into accurate invoices.

Harvest is a great fit for service providers and consultants who need precise time-based billing. However, it may not be ideal for field service professionals who require quick, on-the-go invoicing.

Key Features:

• Integrated Time Tracking: Easily record billable hours across projects and clients.
• Seamless Invoice Creation: Generate invoices directly from tracked time entries, reducing manual input.
• Expense Tracking: Monitor project expenses alongside time for comprehensive billing.
• Reporting and Analytics: Gain insights into project profitability and time allocation.
• Cross-Device Access: Use Harvest on desktop and mobile devices for flexibility.

Best For:

• Hourly Billing: Perfect for freelancers and consultants who need accurate time tracking linked to invoices.
• Project-Based Billing: Suitable for teams wanting detailed reports on time and expenses per client.
• Collaboration Focused: Good for small teams requiring simple tools to track time and bill clients efficiently.

Pricing:

• Pro Start Plan: $13.75/month
• Premium Plan: $17.50/month

The table below compares the top invoicing software tools we’ve reviewed in this guide, making it easier to evaluate features, pricing, and customization side by side.

For small businesses, managing invoicing efficiently is essential to staying profitable and organized. The right invoicing and field service management software simplifies your workflow by reducing manual errors, speeding up invoice creation, and keeping all your billing and payment information in one easy-to-access place.

Using the right invoicing software can improve how you manage your billing and payments, offering several advantages that enhance your business’s efficiency:

• Create Professional Invoices Quickly: Send branded, accurate invoices in seconds, whether you're in the office or out in the field.
• Get Paid Faster: Accept online payments, automate reminders for overdue invoices, and track payments in real time.
• Save Admin Time: Automate recurring billing and reduce manual data entry.
• Improve Cash Flow: Know what’s paid, pending, or overdue at a glance.
• Eliminate Errors: Reduce paperwork and minimize mistakes with digital records.
• Manage Field Operations: With integrated field service management software for small businesses, you can schedule jobs, track time, and invoice all in one place.

Choosing the right solution means fewer headaches, more hours spent serving customers, and better control over your bottom line.

Not all invoicing software for small businesses is created equal. The best tools do more than just send bills; they save time, reduce errors, and improve cash flow.

Manual invoicing takes up more time than you might expect. In fact, 40% of small business owners spend over four hours each week on it. Plus, 88% of small businesses face billing errors, costing them up to $7,500 a year. Using the right invoicing tool can cut these problems and make your business run more smoothly.

When selecting a solution, look for features that support your day-to-day operations and scale with your growth. These include features like:

• Customizable Invoices: Add your logo, brand colors, contact info, and line-item details to create polished, professional invoices that reflect your business identity.
• Mobile Access: Manage invoicing from anywhere with a mobile-friendly app or web platform, essential for contractors and field service pros who work on the move.
• Payment Integration: Enable clients to pay directly from the invoice using credit cards, ACH, or other methods, speeding up payment and simplifying cash flow.
• Estimates and Approvals: Create professional estimates that clients can approve quickly, turning them into invoices with just one tap.

The right invoicing tool should fit your workflow, not force you to change it. Prioritize features that solve real problems, and let your business run smarter, not harder.

Finding the right invoicing software isn’t just about flashy features; it’s about picking a tool that fits how you run your business. A good app should support your daily tasks, speed up payments, and grow with your business.

When choosing invoicing software, consider these key factors to ensure the tool fits your business needs and supports your growth.

Finding the right invoicing software isn’t just about simplifying paperwork, it’s about building a more efficient, professional, and scalable business. The right tool can accelerate payments, cut admin time, and present a more polished brand to your clients.

As we move through 2025, small businesses, especially contractors, freelancers, and field service pros, need invoicing solutions that are mobile, flexible, and built to keep up with the pace of work.

If you’re tired of tools built for desk jobs, Tofu offers a smarter way to handle invoicing in the field. Designed specifically for service pros who work on-site, Tofu simplifies your day without the complexity of traditional accounting platforms.

Ready to simplify your invoicing process? Get started with the Tofu Invoicing App on your phone or try the web version by visiting our pricing page to sign up and start billing professionally, no matter where you work.

What is the best invoice system for small business?

The best invoice system for a small business depends on your workflow, team size, and industry. If you’re a contractor, freelancer, or field service professional who needs simple, fast invoicing on the go, tools like Tofu are ideal.

How to manage invoices for a small business?

Managing invoices for a small business starts with choosing the right invoicing software that fits your workflow. A good tool helps you create and send professional invoices, organize client and job information, and track what’s been paid or is still pending. You should also make it easy for clients to pay by offering online payment options. Sending estimates before a job begins and converting approved estimates into invoices can streamline your process even further. Tools like Tofu make this easier by giving you everything you need to handle invoicing in one place, whether you're in the office or out in the field.

How does invoicing software make it easier to manage billing?

Modern invoicing software makes it easy to create invoices, send them fast, and track payments, all from one place. Tools like Tofu automate these tasks, saving you time and cutting down on errors when managing your business.

Can I customize my invoices with these tools?

Yes. Most platforms let you personalize your invoices with your logo, business details, and terms. These customization options not only make your brand look professional, but also make things clearer for your clients.

Do invoicing apps support card payments and payment processing?

Many invoicing tools support card payments and other forms of payment processing, allowing clients to pay directly through the invoice. This improves cash flow and reduces time spent chasing payments.

Is it possible to set up recurring invoices automatically?

Absolutely. Many tools let you set up recurring invoices, perfect for subscriptions or repeat clients. This feature automates the invoicing process, so you don’t need to manually create invoices each time.