Freelance invoice software: Benefits, features, and which should you choose?

With freelancing on the rise globally, many workers have taken the plunge to set up their own freelance business. 

But when you’re self-employed, you’ll have a new set of obligations to consider — building a steady client base, understanding taxes, and managing your finances. In fact, managing freelance income because crucial as delayed payments or non-payment can lead to cash flow issues and a whole lot of stress.

One of the most common pain points for freelancers is invoicing. Freelancers handle all aspects of invoicing, from creating and sending invoices to following up on overdue payments. 

 In fact, did you know? 71% of freelancers experience late payments, with delays averaging 21 days.

A reliable freelance invoice software can simplify the payments process for you and help you keep track of your earnings and get paid on time. These tools can help you create professional invoices, automate payment reminders, and simplify billing. 

With so many platforms available, choosing the right one for your needs is important. This article will guide you through understanding what to look for in freelance invoice software and how to choose the best one for your needs.

Why do freelancers need invoicing software?

Freelancers often juggle multiple roles — ‌accountant, project manager, and marketer‌ — ‌alongside their actual work. When it comes to invoicing, the manual process can be time-consuming and prone to errors. Common challenges include:

• Manual tracking: keeping tabs on which clients have paid and which haven't can become overwhelming, especially with multiple clients.

• Delayed payments: forgetting to follow up on overdue invoices that can hurt cash flow.

• Lack of professionalism: sending out amateur-looking invoices can damage the client’s trust.

What are the benefits of freelance invoice software for freelancers?

For freelancers, time is money. You need to focus on delivering quality work to clients, not spending hours creating invoices manually. Using invoicing software tailored to freelancers offers several benefits:

• Time-saving: automated invoice generation saves time compared to creating invoices manually.

• Professional appearance: invoice templates give your business a polished, consistent look.

• Expense tracking: many platforms offer features to track expenses, so you have a clearer picture of your earnings.

• Payment reminders: some software can automatically send reminders to clients who haven’t paid on time.

• Tax preparation: with income and expense tracking, your software can simplify tax filing.

Accuracy, professionalism, and timeliness are key when managing freelance invoices. Software that automates and streamlines these tasks can help build trust with clients while speeding up the payment process, ensuring freelancers are paid promptly.

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What features to look for in freelance invoice software?

When selecting freelance invoice software, it’s important to find a tool that meets your specific needs. Here are the top features you should look for:

Easy to use 

Freelancers often don’t have time to learn complex software, so a user-friendly interface is a must. Look for platforms that allow you to create and send invoices in just a few clicks. Most of the top options also offer drag-and-drop features and intuitive templates, making the setup process easy.

Automation capabilities

The right platform should allow you to set up recurring invoices for regular clients, automatic payment reminders, and notifications for when an invoice is viewed or paid. This reduces the time spent following up and ensures that you can focus on your core work.

Expense and time tracking 

For freelancers, billing by the hour or managing project expenses, software with integrated time tracking and expense tracking can be invaluable. This ensures that every minute and cost is accounted for when invoicing clients. Many platforms sync with time-tracking tools or offer built-in tracking to streamline the billing process.

Payment gateways 

Getting paid should be as easy as possible for both you and your clients. Ensure that the invoicing software supports multiple payment options, such as credit card payments, PayPal, Stripe, and direct bank transfers. Having a range of payment options ensures faster payments and minimizes issues with clients who may prefer different methods.

Reporting and insights 

Financial management goes beyond just invoicing. Good software will give you access to reports and insights on your income, outstanding invoices, and overall financial health. These reports can help you track your cash flow and ensure that you are meeting your financial goals. Additionally, having clear records helps during tax season, as you can easily export your data for your accountant.

Cloud-based and mobile access 

As a freelancer, you might not always be working from your desk. Choosing a cloud-based invoicing solution ensures that you can manage your invoices from anywhere — on your computer, tablet, or smartphone. Mobile apps for invoice management give you flexibility, allowing you to send invoices, check payment status, or send reminders while on the go.

Security 

Your financial information and that of your clients should be secure. Look for platforms that offer data encryption, secure payment processing, and regular software updates. Many invoice software platforms are compliant with GDPR and other data protection regulations, providing an added layer of trust and safety.

Integrations 

Many freelancers use different tools to manage their businesses, from project management apps to accounting software. Check if your invoicing platform integrates with the tools you already use. This can reduce the time spent entering data in multiple places and ensure everything works smoothly together.

Pricing 

While it’s tempting to go for free invoicing software, consider the features you’re getting. Many free versions are limited in terms of the number of invoices or clients you can manage and may lack important features like customization, automation, or payment integration. Paid versions, often on a subscription basis, may offer more value if invoicing is a key part of your business

Customization options 

Every freelancer has unique needs, and your invoices should reflect your brand. The ability to customize your invoices‌ — ‌adding logos, choosing colors, and adjusting layout‌ — ‌is key to making a professional impression. Also, you might need flexibility with things like currency, tax rates, and due dates, especially if you work with international clients.

Make sure to take advantage of free trials, which many platforms offer. This allows you to test out the software and see if it fits your workflow before committing. With the right invoice software in place, you’ll save time, reduce stress, and ensure you get paid on time‌ — ‌helping you grow your freelance business with confidence.

Top freelance invoice software options

There are plenty of freelance invoice software options available, but which ones stand out?

Here are five popular tools to consider:

1. Remote Freelancer Hub. Offering an all-in-one solution for invoicing and contractor payments, Remote combines invoicing features with global compliance and contractor management. This makes it ideal for freelancers working internationally or managing multiple clients. 

2. FreshBooks. Known for its user-friendly interface, FreshBooks offers customizable templates, automatic reminders, and time tracking features.

3. QuickBooks: A solid option for freelancers looking for a more comprehensive accounting tool. QuickBooks offers invoicing, expense tracking, and tax management, making it a good fit for freelancers managing more complex financials.

4. Wave: A free option for freelancers, Wave offers invoicing, accounting, and receipt tracking, ideal for freelancers looking for a budget-friendly yet powerful tool.

5. Zoho Invoice: Another affordable solution with global payment support and tax compliance features. Zoho integrates with popular payment gateways, making it easy for freelancers to manage payments globally.

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Why Remote’s Freelancer Hub is the ultimate invoicing solution

Freelancers need a tool that does more than just send invoices. Remote’s Freelancer Hub is a comprehensive solution that simplifies both freelance billing and contractor management. 

Here are some features that make Remote a top choice.

• Customizable templates allow personalization to give a professional touch to your business while helping you save time. 

• Automated reminders ensure clients are notified about upcoming or overdue payments without freelancers lifting a finger.

• Recurring billing simplifies the invoicing process by automating repeat payments — this is specially useful for freelancers working with long-term clients.

• Global currency and language support allows you to bill in local currencies and languages, making it easier to expand your client base worldwide.

• Tax software and payment platform integration. Software that integrates with popular payment platforms like PayPal or Stripe makes it easy for clients to pay. Integration with tax software helps freelancers manage VAT or GST compliance across different regions.

Freelancers working with international clients will appreciate Remote’s ability to handle global payments seamlessly. You can invoice clients in their local currency and ensure compliance with tax regulations across borders. Remote ensures you’re fully compliant with international employment laws, saving you the headache of managing compliance on your own.

By signing up for Remote’s Freelancer Hub, freelancers can automate invoicing, manage contractor payments, and stay compliant globally‌ — ‌all in one place.

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Streamline payments and compliance with Remote Contractor Management

As a freelancer, you can also encourage your clients to use Remote Contractor Management to streamline payments and ensure compliance. By onboarding through Remote, clients can:

• Handle freelancer payments compliantly and on time.

• Access global payroll options, ensuring smoother payment experiences for freelancers.

• Benefit from simplified workflows and contractor onboarding, allowing freelancers to focus on their work rather than administrative tasks.

Encourage your clients to sign up with Remote Contractor Management for a smooth, hassle-free freelance experience.

Choosing the right invoice software 

Managing invoices doesn’t have to be a headache. With freelance invoice software, you can ensure timely payments, maintain professionalism, and save time. 

Tools like Remote’s Freelancer Hub take invoicing to the next level, offering freelancers an all-in-one platform for global payments, compliance, and contractor management.

Ready to make your life easier and grow your freelance business? Sign up for Remote’s Freelancer Hub today and explore their contractor management solution to manage your freelance billing effortlessly and take your business to new heights.