How to choose the best invoicing software

Invoicing software is an important tool for businesses to issue legally valid invoices, as well as keep track of their finances and accounting.

As you may have noticed, there is an abundance of invoicing software available. There is free invoicing software, paid subscriptions, apps for iPad and mobile devices, and software designed for Mac and PC’s. It can be overwhelming to find the right solution for your business. 

When choosing invoicing software, you should determine which features you require. Each software will differ in price and capabilities. Do you need free software? Do you require accounting reports such as the balance sheet? Maybe you need software that can help you submit VAT Returns directly to HMRC? 

Before diving straight in, it’s a good idea to note down everything you require from your invoicing software. You can then use this list to determine which approach to invoicing is best suited for you.

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Multi-device invoicing software

Whether you are looking for invoicing software for Mac, PC, iPad, Android, or iPhone, there will be a variety of choices available to you. There are also several multi-device software, like SumUp Invoices, in which you can access your invoicing app from anywhere, on any device with an internet connection. 

Let’s say you work in an office but have colleagues who work in the field. Using software that is available on multiple devices means that you can issue invoices from the office computer, but your colleagues can also issue invoices from their phone or tablet while on the road. 

If you have multiple people issuing invoices, this allows the flexibility to conduct your business from anywhere, and from any device. This would also be useful if you are not always near a computer.

Online invoicing software

Another feature worth considering in your quest for the best invoicing software is its online accessibility. Some software requires you to install a program to your computer, and others run entirely online. This means that you can access your data from any device with an internet connection rather than being limited to the one device with the installed software. 

With online invoicing software, everything is backed up to the cloud rather than your computer hard drive, so you can access your invoices from anywhere. This also means that you will never lose your data, even if your computer crashes.

If you travel frequently on business or regularly need to make invoices while away from your office, choosing online invoicing software will come in handy.

Offline invoicing software

Offline invoicing software refers to programs that need to be installed on a device and does not save your data in the cloud. Offline invoicing software may or may not connect to the internet, but the main difference from online software is that you will need to save your invoices to your computer or mobile hard drive.

The most common offline software used to create invoices are Word and Excel. This software is convenient, easy to use, and customisable. However, you will need to either print the invoice or download it to email to your customer.

If your invoices are saved in Word or Excel formats, you can always save them to the cloud using programs likes Google Drive or Dropbox for easy access.

If you prefer to use offline software, you can download our free invoice templates in Word, Excel, and PDF formats.

Simple invoicing software

If you’re a sole trader or freelancer, you most likely don’t have a lot of accounting experience. Finding simple and intuitive software will help you manage your sales with ease. 

Ideally, invoicing software should allow you to issue invoices quickly without having to read an instruction manual first. For this reason, it is essential to choose simple invoicing software that has an intuitive design that automatically inputs the legal invoice requirements for you.

In order to find the best solution for your business, you should experiment with different invoicing software. Many programs are free to use or offer free trial periods to test it out. 

Another useful tip is to check what resources the software vendor has to offer. If they provide online tutorials or have the option to chat with their dedicated customer support team, it may help you get more out of software than you expect and swiftly resolve any problems you may have.

Free invoicing software

Price is usually one of the most important considerations when choosing invoicing software. There are several free programs available, but they can often be limited in functionality. 

You should determine if it is more important to use free software with limited features, or a paid software with an abundance of features. If you are a sole trader or freelancer, you will likely not require complex accounting features, but just need to send the occasional invoice. 

Regardless, there is something for every budget, including some good free invoicing software. Don't hesitate to browse the web and compare the different prices of invoicing software that would suit your business.

Invoicing software for VAT invoices

If your business is VAT registered in the UK, you will need to issue VAT invoices and submit VAT Returns to HMRC on a regular basis. You will require invoicing software that can issue VAT compliant invoices. 

Some invoicing software can also connect directly to your HMRC account so you can submit your VAT Return directly from the software. 

Therefore, you should ensure that the invoicing software you choose has the relevant VAT features your business requires. 

SumUp Invoices: free invoicing software

If you're looking for free invoicing software that lets you easily create invoices and match payments, then SumUp Invoices might be a good fit for your business.

With our free invoicing software, SumUp Invoices, you can create unlimited professional invoices, and send them directly to your customers’ email. A SumUp payment link will automatically be added to the invoice so your customer can pay quickly and effortlessly online. You can also create credit notes to cancel or change invoices as needed.

By using SumUp Invoices, all of your invoices and data are securely stored in the cloud. SumUp Invoices is available from the SumUp Dashboard on a computer, and also from the SumUp mobile app on your smartphone or tablet.

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*Price excluding VAT. 30-day-money-back-guarantee from date of delivery. Further conditions apply.