Accounting Tools

Best software for sending out invoices for small businesses

Most small businesses are not in the position to have a dedicated accounts department or a payroll team. Yet they also can’t afford to spend hours at the end of each month sending out invoices by hand, totalling up work done, looking up addresses and chasing payments. Luckily, over the past few years, a whole new range of services have emerged that allow you to take control of your invoicing process in an automated way.

Using one of the many software programmes, you can set up a solid invoicing system to create and send invoices to all your relevant clients. You can even use some of these systems to manage staff wages and see reporting in real time. So, if it’s time you took control of your finances, then it might be a good idea to invest in one of the following systems.

Freshbooks

This is a cloud-based accounting software that offers small businesses a reliable way of invoicing and managing payments. You can track payments and see detailed financial reports in real time using a simple dashboard. Multi-device login is really easy as all you will need is your login information and the data stored within Freshbooks is backed up regularly.

The four pricing structures offer unlimited invoices and expenses tracking and all invoice templates are totally customisable.

Receipt Bank

This is a British start-up that set out to modernise invoicing software. Rather than sending your information to your accountants for them to process using an Excel spreadsheet, the software automatically extracts the data and delivers downloadable spreadsheets. By integrating with your existing software, it can save small businesses a huge amount of time.

To use it, all you have to do is get your clients to send their invoices and expenses to a Receipt Bank email address that you will be provided with when you register. There are various price packages available depending on the nature and size of your business, with sole trader options a possibility.

QuickBooks

This is a whole suite of accounting, invoicing and financial software that works for small and large businesses. If you subscribe to QuickBooks then you get access to a real time dashboard on multiple devices, including your phone. That means you can keep on top of your financial management even when you’re on the move.

You can estimate tax payments, track deductibles such as mileage, as well as easily create and send invoices. Manage your VAT, take care of payroll and monitor stock levels, all from the same dashboard function.

Making full of use of the cloud, users have access to all the QuickBooks features wherever they are. You don’t need to download any files to keep on top of your finances.

Xero

This New Zealand-based software offers cloud-based accounting software specifically aimed at small and medium sized businesses. You can log in anytime and anywhere on a range of devices including your PC, tablet and phone to get a real time view of your cash flow. Xero is small business accounting software made simple.

You can send invoices to your customers online, and get updated when they’re opened, all of which helps you to get paid faster. You can also create professional and easy to use recurring invoices for regular clients, so it’s one less thing to worry about at the end of the month.

Zoho Invoice

This is a powerful invoicing tool that offers a professional service with automatic payment reminders and allows you to create pathways for online payments. There is a free version of Zoho available although it might be better to go for one of the more comprehensive paid options.

You get a big choice of invoice templates, email templates, estimates and automated reminders to help keep all your finances on track. There is an easy to use dashboard and it comes with a Google Analytics style tab system. Some businesses do find that the limited amount of integrated support options can be an issue as they grow.

BeeBills

This is a very simple interface system that lets you create custom invoices and automatically send out payment reminders. As any small business knows, chasing unpaid invoices can take up a whole lot of time. BeeBills might be slightly less packed with features than some of the other invoicing software options, but if you are a small business with a regular routine of invoices, then it is more than satisfactory.

If you have recurring invoices, then choose a date for invoices to be sent and create a log to make sure staff are paid for the hours they work. And BeeBills is also very affordable, costing just a few pounds each month.

OnlineInvoices

This online management system lets you quickly create estimates and invoices, keeping you updated about when payments are received and tracking any transactions. Choose from a range of templates in the invoice builder, and add your company logo and information for a customised option. You can also monitor employee performance and get a closer look at sales, profit and loss information. You can also use it to monitor stock, receiving messages when you are running low.

OnlineInvoices is available for free for a maximum of 15 clients and up to 15 invoices a month. If you need a larger capacity, then you can use the paid for options which come in different sizes for smaller and larger businesses.

Invoice Berry

This is a dedicated invoicing service which lets you create customised invoices and multiple currency invoices. You can send out reminders for late payers and add credit notes. Plus you can send out thank you notes after payment is received.

It is designed exclusively for small businesses, so the dashboard is quick and easy to use. And with more than 15 invoice templates on offer, there is plenty to work with for small operations. The free payment tier is well suited to freelancers but organisations may want to upgrade to one of the paid platforms.

All these service providers can make invoicing for payments incredibly easy. Just imagine no more scrabbling around for written notes and printed invoices. It’s all done online and with a minimum of fuss. Automated invoices, payroll and financial reporting give you back control over the financial reins of your business. And if you still need help, there are plenty more options working in tandem with this software and dedicated accountants like us here at Together Accounting. Get in touch with a member of our team to find out more about how we could help you to save time and money on your invoicing systems.

Robert Marjoram

About Robert Marjoram

What is your role at Together?
I deal with clients, new business and the development and strategy of the business. I recruit the staff and I suppose you could say set the agenda and vision.

What do you enjoy most in your day to day role?
Dealing with clients. There's such a variety of characters and each business can be completely different even within the same business sector. The principles for accounts, and tax are the same for all businesses. Its the client advice, how they want us to work with and for them that's at the core of everything we do.

What do you find most rewarding in your role?
Its great to take on a new client, start-up or current business, and see them go from good to great. I don't take credit for that because its down to the client but I do see my role as a enabling the client to get the most from their business.

And finally what do you do when your not at Together?
I spend time with my family and have keen interest in Norwich City and other sports. A new interest is walking, visiting the Lakes on the encouragement of friends and next year I am walking The Dolomite's in Northern Italy with my son Alex