Simple Invoice Software

Free Invoicing Software: All You Need To Know

Free invoicing software is a free product which is designed to enable and facilitate small businesses as well as startups and freelancers to manage their billing and payment collection processes. It enables them to create and send invoices and also use basic features without having to pay any charges.

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Free invoice software

For the free invoicing software, it may be limited or restricted in terms of the usage or the number of days, however, for businesses and start-ups where their invoicing needs and operations are limited, it may be seen as a blessing and a helpful product.

Next, we will explore further why using free invoicing software to manage revenue and collection processes can be beneficial.

Why Should you Use a Free Invoice Software?

Following are the reasons for a business to opt for free invoicing software:

Types of Invoicing Software

Following are the types of free invoicing software:

Following, is a comparison table that assesses the functional aspect of the free invoicing software:

Aspects Completely free Limited features Free trial Limited usage Open Source
Simplicity High High High High Low
Features Low Low High High High
Scalability Low Medium Medium Medium High
Customer support Low Medium High Medium Low
Customization Low Medium Medium Medium High

Next will be a discussion on how to choose the free invoicing software.

Choosing the Best Invoicing Software for your Business

It is clear that each and every business has different needs. However, it is recommended to consider the following general aspects when opting for free invoicing software:

  1. Value proposition

    It is wise to take a look at the value proposition of the features that are provided by the free invoicing software. Compare the resources to be invested, with the usage of the software, so that you can assess if the proposed values are greater than the associated input. For example, the cost of training personnel and opting for the paid version must be compared with the operational and strategic facilities that are expected from the software implementation. So, if you assess that the value proposition is higher than the resources that are required, then opt for the solution and vice versa.

  2. Simplicity

    This requires you to consider the intensity of the efforts that are required to execute the operations when using the free invoicing software. For instance, there is a need to assess if personnel can use the system, or whether the business will need to incur implementation costs, in terms of training.

  3. Features

    Features refers to the characteristics of the software that enable the users to perform specific actions. When comparing the different invoicing solutions that are on the market, it is a good idea to consider the features that are offered by the different service providers. Let us now discuss some of the essential features that are expected from invoicing software:

    1. Generate and send invoices

      Just by using invoicing software, the business will be able to directly send the invoice to the customer. The software is efficient as there is no need to download the invoice to attach it to the email-sending platform. The business is also able to set or modify the invoicing template on the software screen, which can also be used in the future.

      In short, free invoicing software saves time, increases operational efficiency and also leads to efficient revenue operations. Not only that, but in addition, the payment status of the invoice can be monitored in real-time, which helps to enhance business liquidity.

    2. Manage customers

      The customer database helps in the organization of customer records. It also helps to streamline the invoicing process via integrated modules.

      Integrated modules are the components of the software that are connected to provide a seamless invoicing experience. For example, the customer database is one component that is connected to the invoice creation screen when selecting the customer to be invoiced. Likewise, the interconnectivity of all the different modules enhances the overall working efficiency and flexibility of the invoicing software.

    3. Manage products and services

      Invoicing software should be able to interconnect the invoice making screens with the products and services that are offered by the business. There still can be separate modules and functionalities for the products and services, however, they should be connected with the invoice making screen in order to enhance the billing experience and efficiency.

    4. Payment reminders

      The business will be able to send payment reminders on specific dates. For instance, the business can send payment reminders for overdue invoices on the due date or any other desired date. This feature helps to sort and organize the information and data which in turn helps to receive timely payments.

    5. Process payments

      The business is able to integrate a free invoicing tool with the payment gateway. By doing this, the customer will receive an invoice with a payment link that can be used to make instant payments. The customer will be able to use a debit or credit card or pay via cash or check. It is worthwhile to note that using a debit or credit card to pay the invoice, is often higher than paying by cash or check.

      1. Payment tracking

        The software will automatically track payments received from customers. This means that there will be no necessity to do manual invoice reconciliations. (Manual reconciliation is the process of manually comparing the amount of the payment received, with the invoiced amount.). This is a beneficial feature as manual reconciliations take serious effort and time, especially when there are a large volume of invoices.

      2. Digital sales receipts

        The business can opt to send back the sales receipt or confirmation once the payment is received from the customer. Again, this process is automated and does not require manual input. For these reasons, implementing a free invoicing system is a worthwhile step towards automation and efficiency.

      NB: It is important to note that even though invoicing software requires no cost, a commission fee is taken for online payment processing by a 3rd party gateway provider. This commission fee is approximately 2 to 4% of the total received.

    6. Recurring invoices

      The software will be highly useful especially for businesses that send periodic invoices to their customers. All that has to be done is to set up the information such as the invoice credentials as well as the time or day that it should be sent. The system will take care of the rest. Therefore opting for a free invoicing solution results in less responsibility for sending the recurring invoices.

    7. Revenue and receivable analytics

      The invoice sent, the payment received and all other activities are logged in the system and stored on cloud servers. Based on these details, a free invoicing software is able to generate reports such as receivable aging, revenue trend, customer transactions, receivable summaries, payment summaries as well as others. This will surely help in strategic decision-making and managing operations.

    A perfect billing experience will eventuate as the free invoicing software enables the sending of estimates, invoices, and payment reminders and payment collection all by incorporating automation elements. This means that the software’s implementation takes the overall billing experience to the next level.

  4. Scalability

    The free invoicing software should be able to meet the growing demands of the business. So, if in your business, you are expecting business growth, it is necessary to make sure that the software to be implemented will be able to sustain the pace. You may even need to subscribe to a paid version, depending on the software chosen.

  5. Portability

    In regards to access, the invoicing software must be portable. There needs to be some flexibility and must provide an ease of access for the users to execute their work. That is why the users should be able to access data from different platforms such as computers on Windows / Linux / MacOS as well as smartphones or tablets (Android and iOS).

  6. Customer support

    Another essential consideration is to see if the service provider has professional support that can assess the situation in the event of any questions or problems. Professional assistance may be necessary for technical or development issues, feature navigation, integration concerns, data import and export, customization problems, or just to generally understand how specific tasks can be performed. So, ensuring that the invoicing software is backed and supported by professional assistance or customer service, is important.

    Customer support may not be available in the free versions, however, most of the service providers will ensure the provision of solution-oriented customer support.

    It may be a good idea to research the public reviews and ratings of the software provider to assess if the customer service assistance is up to the mark.

  7. Customization

    Free invoicing software enables the business to generate customized invoices. The business can use its logo, update or modify item descriptions, enter product values and taxes, include invoice notes and other relevant information. In addition, the invoice formatting, theme and design can all be customized. Also, the business can add a customs field in the invoice, which may be a requirement of the business.

    These features will enable the invoice to look professional as well as being in line with the business requirements. It will be a wise choice to opt for the tools that serve the creation of the professional invoices without any cost.

  8. Accessibility

    All the invoicing information can be readily reached by using free invoicing software. All that is required is an Internet connection and a computer to access and manage the invoicing information. This makes it highly useful, especially in the case of where a business operates from remote locations. It is also handy when the team needs to collaborate from different areas.


Free invoicing software allows small businesses, startups and freelancers to manage their billing. The functions and features that are offered by free invoicing software are often limited in usage or time. However, most of these kinds of software enables the users to opt and upgrade to a paid version which have more full-scale functions.

There are various benefits of using the free invoicing software. There is no need to incur the cost of software implementation. It also comes with the ability to create and send the invoice, automate payment reminders, and also integrates payment gateways with the software, to get paid instantly. In addition, other advantages are that it enhances accessibility, allows the sending of recurring invoices and also has advanced analytics.

There are different types of free invoicing software. Some are completely free, others are limited in terms of usage, and some are free for a limited time only. Before opting for the appropriate invoicing solution, you will need to understand your business requirements. It is worthwhile to note that service providers often require debit or credit card details as a preventative measure. This will serve as a protective measure to control usage abuse as well as ensuring a smooth transmission from the free to the paid version.

When choosing the invoicing solution, it is important to assess aspects such as, value proposition, simplicity, portability, customer services, integration of modules with product and services and the customer database with the invoice-making screen to ensure an efficient and smooth flow of the invoicing processes.

Furthermore, when the business receives payment using free invoicing software and integrated gateways, a commission fee of approximately 2 to 4% is applicable. This is irrespective of whether a free or paid version is being used. It is the third-party payment gateway provider that collects this fee.

Frequently Asked Questions

Is free invoicing software really free?

The answer to this question is that “yes”, the free invoicing software is free. However, there may be some limitations in terms of usage and duration. Also, some features may not be available on the free versions. In addition, customer support is usually only offered as part of a paid version.

Is it safe to use free invoicing software?

Reputable service providers ensure the implementation of strong security controls such as data encryption, compliance, certification, disaster recovery, backup, physical security, access controls, monitoring, log maintenance, as well as others. This means that it is secure enough to store and access data using free invoicing software. However, it is prudent to vet the options, based on the service provider's credibility and market reputation.

Looking for a free invoice software? Try it:

Looking for a free invoice software? Try it