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Cash flow keeps your business running, and without a solid invoicing system, things can get messy–late payments, lost invoices, time wasted chasing clients, and revenue slipping through the cracks. If you’ve ever felt frustrated by clunky spreadsheets, outdated templates, or invoicing software that feels like it was designed in another era, you‘re not alone. The right invoicing software can take a huge weight off your shoulders, automating your billing, tracking payments, and making sure you get paid on time–without the headache. In this guide, we‘ll walk you through the key features to look for and explore some of the best invoicing software options for professional services in 2025.
6 features your invoicing software should include
Choosing invoicing software isn‘t just about sending PDFs with your logo on them. It‘s about making sure your billing process is smooth, professional, and–most importantly–gets you paid faster. Here are the must-have features to look for:
Easy invoice creation
You need an invoicing tool that lets you create professional, branded invoices in minutes–not something that forces you to fight with formatting. Look for software that offers customizable templates so your invoices reflect your brand while keeping things simple.
Time tracking and billable hours integration
For consultants, agencies, and service providers who charge by the hour, invoicing and time tracking should go hand in hand. The best invoicing software connects directly with your time-tracking tools, so every billable hour is accounted for–no more guessing or undercharging.
Expense tracking and reimbursement
Projects come with expenses–whether it‘s software subscriptions, travel costs, or client-related purchases. Your invoicing software should allow you to add reimbursable expenses to your invoices effortlessly, so you‘re not leaving money on the table.
Multiple billable models support
Every professional services business has its own way of charging clients, so your invoicing software should be flexible enough to handle different billing models. Whether you bill based on time and materials, charge a fixed project fee, or use a hybrid approach that combines both, your software should make it easy to generate accurate invoices without manual adjustments.
Integration with accounting software
Your invoices should sync seamlessly with your accounting software (like QuickBooks, Xero, or FreshBooks). This saves time on bookkeeping and ensures your financial records stay accurate.
Detailed reporting and analytics
How much are you billing each month? Which clients take the longest to pay? Invoicing software with built-in reporting tools gives you insights into your cash flow, helping you make smarter business decisions.
Top 10 invoicing software in 2025
Here are ten top billing software solutions for professional services teams, designed to simplify your invoicing process so you can concentrate on providing outstanding services to your clients.
1. Birdview PSA
Birdview PSA is a Professional Services Automation (PSA) tool that provides robust financial management, invoicing, and billing features. Birdview PSA bridges the gap between project execution and financial management by giving you a clear view of both. With comprehensive resource management, you can allocate your team effectively, set custom rates, and create rate cards that fit different clients or projects. The platform also lets you track both billable and non-billable hours, ensuring accurate invoicing while giving you insights into overall team productivity. Expense tracking is built in, so reimbursable costs are never missed, and every dollar spent is accounted for.
Key features: Project management, time tracking, billing and invoicing, resource planning, rate cards, and custom rates, billable and non-billable hours tracking, expense tracking, reporting, and analytics
Trial: A free 14-day trial is available, possibly extending the trial period to 28 days. Sign up for a trial today to learn more about Birdview PSA.
👍 Pros:
- All-in-one platform for project and financial management
- Flexible billing models with rate customization
- Detailed resource and expense tracking
👎 Cons:
- Can take time to fully set up
2. FreshBooks
FreshBooks transforms the daunting task of accounting into a user-friendly experience, especially for small businesses and freelancers. Its intuitive design makes managing finances less intimidating.
Key features: Invoicing, expense tracking, time tracking, project management, reporting
Trial: A free 30-day trial is available.
👍 Pros:
- User-friendly interface
- Strong invoicing capabilities
- Responsive customer support
👎 Cons:
- Higher pricing tiers
- Limited advanced accounting features
3. QuickBooks Online
QuickBooks Online is a comprehensive accounting solution that adapts to businesses of various sizes, offering a range of features to manage finances effectively.
Key features: Expense tracking, invoicing, payroll management, inventory tracking, financial reporting
Trial: A free 30-day trial is available.
👍 Pros:
- Comprehensive feature set
- Extensive third-party integrations
- Robust reporting tools
👎 Cons:
- Steeper learning curve
- Higher cost for advanced features
4. Xero
Xero offers a cloud-based accounting experience, providing flexibility and a suite of tools tailored for small to medium-sized businesses.
Key features: Bank reconciliation, invoicing, expense claims, inventory management, financial reporting
Trial: A free 30-day trial is available.
👍 Pros:
- Unlimited users
- Strong integration capabilities
- User-friendly interface
👎 Cons:
- Customer support response times
- Some features require additional fees
5. Zoho Invoice
Zoho Invoice provides a straightforward invoicing solution, ideal for small businesses seeking simplicity without compromising on essential features.
Key features: Customizable invoicing, expense tracking, time tracking, client portal, reporting
Trial: A free plan is available with limited features.
👍 Pros:
- Cost-effective solution
- Easy to use
- Integration with other Zoho products
👎 Cons:
- Limited advanced features
- Customization options could be expanded
6. Bonsai
Bonsai is designed with freelancers in mind, offering tools that streamline contract management, invoicing, and task tracking in one cohesive platform.
Key features: Proposal and contract creation, time tracking, invoicing, expense tracking, task management
Trial: A free 7-day trial is available.
👍 Pros:
- All-in-one solution for freelancers
- Professional templates for contracts and proposals
- Integrated time tracking
👎 Cons:
- Higher cost compared to some competitors
- Occasional app performance issues
7. Harvest
Harvest focuses on time tracking and integrates it seamlessly with invoicing, making it a valuable tool for businesses that bill by the hour.
Key features: Time tracking, invoicing, expense tracking, project management, reporting
Trial: A free 30-day trial is available.
👍 Pros:
- Intuitive time tracking
- Detailed reporting
- Integrates with various tools
👎 Cons:
- Limited invoice customization
- Pricing can add up with multiple users
8. Wave
Wave offers a free, user-friendly accounting platform, making it accessible for small businesses and freelancers looking to manage finances without incurring additional costs.
Key features: Invoicing, expense tracking, accounting reports, receipt scanning, payroll (paid feature)
Trial: No free trial is available.
👍 Pros:
- Simple and intuitive interface
- No transaction or billing limits
👎 Cons:
- Limited advanced features
- Customer support is limited for free users
9. Bill.com
Bill.com is designed to handle both accounts payable and receivable, converting paper-based processes into efficient digital workflows.
Key features: Automated invoicing, ACH payments, accounts payable and receivable, approval workflows, document storage, integration with accounting software
Trial: A free trial is available.
👍 Pros:
- Centralizes payment processes
- Automates financial workflows
- Integrates with major accounting platforms
👎 Cons:
- Customer support responsiveness
- Complexity for smaller businesses
- Pricing considerations
10. Paymo
Paymo combines project management with time tracking, offering a unified platform for teams to collaborate and monitor their work. It provides various task views, including Kanban boards and Gantt charts, to visualize project progress. With integrated invoicing and expense tracking, Paymo ensures that billable hours and project costs are accurately captured and billed.
Key features: Project management, time tracking, invoicing, task management, expense tracking, team collaboration
Trial: A free 15-day trial is available.
👍 Pros:
- User-friendly interface
- Comprehensive-time tracking
- Integrated invoicing features
👎 Cons:
- Limited mobile app functionality
- Some advanced features behind paywalls
- The learning curve for new users
Manage invoicing alongside projects, resources, and team productivity
Birdview PSA simplifies this by bringing everything into one place–ensuring your billing is accurate, your resource allocation is optimized, and your financials stay on track. Whether you need to track billable and non-billable hours, manage expenses, or customize rate cards, Birdview PSA helps professional services teams keep projects profitable without extra hassle.
Sign up for a free trial to explore all the features Birdview PSA has to offer, or schedule a demo with our team to get a personalized walkthrough.
