6 best billing solutions 2025

What is a billing solution?

Billing tools allow businesses to create invoices, accept payments, and track key financial activity. These platforms help reduce the amount of manual work needed to manage subscriptions, log billable time, and handle taxes.

Most of these tools work alongside accounting and CRM systems, so your records stay up to date. Whether you’re sending one-off or recurring invoices, local or global, billing software helps keep everything in order.

Key features to look for in a billing solution

🔄 Automation

Manual invoicing can slow things down and lead to mistakes. Look for software that can handle recurring billing, send invoices automatically, and issue payment reminders without you lifting a finger. The more it does on its own, the more time your team saves.

⚙️ Customization options

Your invoices should reflect your brand. A good billing system lets you tweak layouts, add your logo, adjust tax settings, and include any custom fields you need. The flexibility to tailor invoices makes a difference.

💳 Built-in invoicing

A strong billing solution should let you handle invoicing without needing extra tools. With built-in invoicing, you can create, send, and track invoices all in one place. It saves time and keeps everything organized. Look for platforms that let you customize your invoices, like adding your logo, setting tax rules, or including discounts, so they fit your brand and billing needs.

💱 Multi-currency and multi-language support

If you work with international clients, this feature is essential. The right tool should let you bill in different currencies and communicate in multiple languages, helping you avoid confusion and simplify global transactions.

💲 Integrated payment processing

Getting paid should be easy for both sides. Billing software that connects with popular payment gateways allows customers to pay online, securely, and quickly. For example, integration with QuickBooks helps shorten the payment cycle and improves the customer experience.

📊 Reporting and analytics

You‘ll want insight into how your billing is performing. Look for software that provides clear reports and dashboards on revenue, outstanding payments, payment history, and more. These insights can help you spot trends and improve cash flow.

🛡 Security and compliance

Billing involves sensitive financial data, so your software should follow current security standards and comply with regulations like GDPR and PCI DSS. This protects your business and builds trust with clients.

📈 Scalability

As your business grows, your billing software should be able to keep up. Whether it‘s managing a higher volume of invoices or offering more advanced features, make sure the solution can support your future needs without friction.

Why service teams need project management software with a built-in billing solution

For service-based teams in design, IT, consulting, and more, projects are more than just to-do lists. They involve time tracking, budget management, and client billing. Platforms like Birdview PSA, which combine project delivery and billing, can simplify how teams manage all of this.

• Bringing projects and billing together

One of the biggest pain points for service teams is juggling separate tools for project work and billing. When these systems don‘t talk to each other, it opens the door to errors and billing delays. With an integrated project management platform, invoices can be created automatically based on tracked hours, expenses, or project milestones.

• Saving time and reducing admin work

Built-in billing cuts down on repetitive tasks. Time logs, expenses, and invoices can be generated within the same system, helping teams spend less time on admin and more on client work. This not only boosts productivity but also reduces the overhead of maintaining multiple tools.

• Ensuring accurate billable tracking

When you bill based on time or expenses, accuracy matters. A system that tracks this data as work happens makes it easier to create clear, complete invoices. Nothing gets lost in the shuffle if you‘re billing by the hour, per milestone, or by reimbursable costs.

• Improving cash flow and client trust

Fast, accurate invoicing helps you get paid on time. A built-in billing system keeps the invoicing process on track, which helps with cash flow. It also gives your clients confidence. Detailed, timely invoices make billing easier to understand and reduce the chance of disputes.

• Flexible billing for different project types

Not every project is billed the same way. Whether you‘re working on fixed-price contracts, hourly projects, or monthly retainers, built-in billing tools can support the model that works best for your client and your team, without requiring extra software.

• Clearer reporting and financial insights

Having everything in one place means better visibility. You can track revenue, unpaid invoices, and billing performance alongside project progress. This helps teams make smarter decisions about budgets, resources, and overall project profitability.

7 best billing solutions 2025

1. Birdview PSA

Birdview PSA is an all-in-one professional services automation tool designed to streamline operations for service-based businesses, particularly those in project management and consulting. Born from the need to simplify project management and billing processes, Birdview PSA combines powerful invoicing tools with robust project and resource management capabilities, making it ideal for growing businesses. It helps teams manage project costs, track time, and automate invoicing, ensuring smooth billing cycles and better financial control.

Key features:

• Invoice creation and customization:
  Birdview PSA invoicing feature allows you to create and customize professional invoices with ease. You can adjust layouts, add logos, modify tax settings, and set up recurring billing for ongoing services, ensuring timely and accurate invoicing.

• Time tracking and expense management:
  With built-in time tracking and expense management, Birdview PSA lets you easily capture billable hours and log project expenses. This ensures accurate invoicing and helps keep track of project profitability.

• Customizable reporting and financial dashboards:
  Birdview PSA offers customizable reports and dashboards to track key financial metrics like revenue, billable hours, and overdue invoices, helping teams make informed business decisions.

• Multi-currency support:
  Birdview PSA supports multi-currency billing, making it easy to manage international projects and generate invoices in different currencies, simplifying global financial operations.

• Integration with CRM and accounting software, including QuickBooks:
  With integrations to CRM and accounting systems like QuickBooks, Birdview PSA syncs your project and financial data, reducing manual work and ensuring accurate invoicing and reporting.

Trial: A free 14-day trial is available, which may be extended to 28 days.

2. Paymo

Founded in 2008, Paymo is a project management and billing solution built to help teams track time, bill clients, and manage projects. Paymo is especially popular among freelancers and small businesses, offering simple yet powerful invoicing tools alongside project management features.

Key features:

• Time tracking with timesheet management
• Recurring billing
• Customizable invoices and estimates
• Client collaboration features
• Integration with various tools (e.g., Slack, Google Calendar)

Trial: A free 15-day trial is available.

3. Zoho Billing

Zoho Billing is a cloud-based billing solution designed for small to medium-sized businesses. Part of the Zoho suite of products, it originated from the need to provide affordable and scalable billing and invoicing tools to growing businesses. Zoho Billing allows users to create professional invoices, set up subscription billing, and automate their billing process.

Key features:

• Subscription billing and recurring invoicing
• Multi-currency and multi-language support
• Payment gateway integrations
• Automated reminders and late fee handling
• Customizable invoices and reporting tools

Trial: A 14-day free trial is available.

4. QuickBooks Online

QuickBooks Online, developed by Intuit, is one of the most well-known accounting and billing solutions globally. Launched in 2001, QuickBooks Online is designed to help businesses of all sizes manage their finances, from invoicing to payroll, with ease. Its billing features are robust and suitable for both small businesses and larger enterprises.

Key features:

• Customizable invoices
• Automated payment reminders
• Recurring billing
• Integration with bank accounts for automatic transaction import
• Powerful financial reporting

Trial: A free 30-day trial is available.

5. FreshBooks

FreshBooks is a cloud-based accounting and billing solution designed specifically for small businesses and freelancers. Founded in 2003, it focuses on simplifying invoicing and time tracking, making it a go-to for service-based industries. FreshBooks has grown to offer an easy-to-use, mobile-friendly platform for managing finances on the go.

Key features:

• Time tracking and automatic invoicing
• Recurring billing and payment reminders
• Expense tracking and reporting
• Client collaboration and project management tools
• Mobile app for billing on the go

Trial: A free 30-day trial is available.

6. Xero

Xero, founded in New Zealand in 2006, is an award-winning accounting platform designed for small and medium-sized businesses. Xero‘s billing features are integrated with its accounting tools, making it a comprehensive solution for managing finances, invoicing, and payments in one platform. It’s known for its intuitive interface and powerful functionality, often recommended for growing businesses.

Key features:

• Customizable invoices and quotes
• Recurring billing and payment reminders
• Integration with over 800 apps
• Multi-currency support
• Bank reconciliation and financial reporting

Trial: A free 30-day trial is available.

How to choose the right billing solution

Choosing the right billing solution is a critical decision that can impact your business‘s cash flow, operational efficiency, and client relationships. With so many billing software options on the market, it‘s essential to consider what features align best with your business goals and processes. To help you navigate the selection process, here are four key factors to consider when choosing the ideal billing software for your needs:

1. Start with your actual needs: Think about what you need the software to handle, whether that‘s recurring billing, support for multiple currencies, or integrations with tools you already use. A solution that matches your workflow will make everything easier from the start.
2. Look for ease of use: The platform should be simple for your team to navigate and easy for your clients to interact with. A clean, intuitive interface means fewer mistakes and less time spent figuring things out.
3. Make sure it can grow with you: As your business evolves, your billing needs will too. Choose a system that‘s flexible enough to scale, whether that means handling more invoices, offering new features, or adapting to different workflows over time.
4. Check support and pricing: Reliable customer service is a must, especially when dealing with payments. Look for clear pricing, no hidden costs, and support that‘s responsive when you need help.

Unify project delivery and billing with Birdview PSA

Birdview PSA helps service teams streamline both project delivery and billing in one connected platform. Track time, manage budgets, and generate accurate invoices without switching tools. Eliminate manual work, reduce errors, and get paid faster, all while keeping your projects on schedule and under control.

Pick the best billing solutions for your team

Check out Birdview PSA to see how it can manage your invoicing processes and improve your team‘s efficiency.

Schedule a demo

Start for free