Best Billing Software for Small Business in 2025

Billing software programs are highly variable as they cater to different vertical markets. Some companies bill by the hour, while others may do so after project completion. The billing process allows companies to show their image to clients, which involves online relationship management as well. Other factors that need to be considered include the method of sending bills, size of the customer base, timeframe for payment collection, and processing of late or delayed payments. All these make it hard to select the best billing software platforms for enterprises and SMBs. This buyer’s guide about the  best billing software for small business should make it easy for you to choose the best billing software tools for your business needs.

Before jumping the gun and signing up for a business billing software, it is prudent to take advantage of free trials first. If those are not available, then take the opportunity to check the free demo of billing solutions. By taking time to do this step, you can get a feel of the platforms you are considering and figure out what components matter most to you. During this process, you will also get to have a more in-depth understanding of what is invoicing software. However, there are plenty of billing tools in the market and it can be overwhelming to figure out where to start. To help you, we have shortlisted a number of services that have the highest rankings currently in our SmartScore and Customer Satisfaction Rating. There are comprehensive reviews available for these as well: Melio, QuickBooks Online, NetSuite ERP, FreshBooks, Salesforce CPQ, Sage Business Cloud Accounting, vcita, Zola Suite, Easy Busy Pets, Zoho Books, Zoho Invoice, HoneyBook and Hiveage.

Billing software for small business buyers can differ in different ways. But these are the main categories:

• Stand-alone buyers – Some businesses require flexibility when it comes to their billing tools. This is why they prefer stand-alone solutions that allow for the customization they require.
• Buyers of integrated systems – On the other hand, there are organizations that prefer their billing software to be a part of a more comprehensive accounting platform. With the feature being a part of a whole, it can automatically record payments in the general ledger. This is advisable for users who highly value particular billing features. However, these features are also available in other software suites. For example, you can find these bundled with daycare management software, salon applications, and medical practice management software as well as EHR solutions.
• Unique purchasers – Buyers of this type are those who have specific requirements for billing, such as utility companies. They either build their own software or partner with a billing solution provider for custom work.

• Melio – This is a simple and free web-based accounts payable solution. But it does have a strong suite of accounts receivable tools that is easy to set up. With this, you can issue payment requests and enable customers to pay online with a click.
• QuickBooks Online – A powerful online accounting solution for small businesses. It offers a whole accounting suite, with a variety of payment options. Customers can even pay directly from bills.
• Freshbooks – One of the most reliable billing software for small business. It has streamlined client billing and includes a time tracking feature. The latter assists in making certain that bills are accurate.
• Salesforce CPQ – Coming from a SaaS giant, Salesforce CPQ is a solution that removes the stress of creating custom quotes. Its proposal generator helps in coming up with precise quotes. Plus, it accommodates multiple pricing and discounting choices that allow you to customize estimates for each customer.
• Sage Business Cloud Accounting – This excellent tool saves you more time with its recurring bills feature. In this way, you do not have to generate bills regularly for the same products or services for the same clients. On the same platform, you have access to estimates and price quotations, too.

Though there are many software under the billing umbrella, they can vary widely. The difference lies not only in the costs but also in the features they bring to the table. For example, there are solutions that focus only on creating customer records along with bills. Meanwhile, there are those that are more robust and offer multi-currency options, custom branding, and click-to-pay features. Apart from these, they can differ according to their deployment.

• On-premise billing systems. These are hosted on a client’s own server. They are single license but also expensive. This is mainly due to their complex deployment process, which can include the installation of additional hardware.
• Software-as-a-Service (SaaS) billing systems. Businesses have the option to pay for these monthly or annually. Other payment terms are also available depending on the vendor. These are less costly because the software vendors host them on their own servers. Therefore, organizations do not have to worry about installation, updates, and maintenance themselves.
• Cloud-hosted billing systems. Many cloud-hosted solutions provide free basic packages. There are affordable pricing tiers for those who want more than just the basic tool set as well. For small businesses, these are the most attractive, owing to their price points and their ease of use.

These features are some of the common ones that you are likely to encounter in many billing software for small business:

• Creating new bills. This feature enables you to generate professional bills. In some cases, solutions allow you to customize or brand bills. The process can be automatic, as the system should get the relevant information from customer records, the time tracking tool, and the project management component.
• Creating customer records. This feature lets you create detailed records of customers’ contact and transaction information. There are also billing suites that let you attach relevant files, such as bills, to customer records. The database is usually searchable and would have filters to make it easier to find a particular client’s records.
• Multiple payment options. A billing solution typically processes payments via debit or credit card. There are also those who have native capabilities of accepting payments via PayPal or Stripe. If these are not native, then they are integrated. Other solutions even make it possible to auto-bill clients’ cards to make payments seamless.
• Currency setting. If you are dealing with clients from different countries, then you will find this feature beneficial. It lets you set your preferred currency or currencies to make issuing bills and receipts a smooth process.
• Import/export customers. Sending bills to customers in a few minutes is possible because it pulls information from the contacts database.
• Billing, payment, and tax report. A reliable billing platform provides you with ad-hoc or regular reports regarding bills, payments made, and taxes accrued. It should take you only a few clicks and minutes, as the system summarizes the information from existing data.
• Paperless transactions. Paper, printers, and printer inks can be expensive. You can do away with that expense by utilizing billing software. Everything you need can be digitized and you can issue the same document repeatedly as needed without wasting paper.

After delving through various billing solutions, we found that the best solution provides the following benefits:

• Minimize late payments – The right software lets you create bills with just a few clicks and send them to clients in a jiffy. They come with buttons that make it possible for customers to pay bills securely as soon as they receive them. Plus, they keep your data organized so you can see at a glance which patrons are nearing their payment deadlines.
• Minimize missed bill payments – Missed bill payments by clients can hurt a business’s cash flow. Billing tools help avoid that scenario by letting users see who is behind their payments. There are solutions, as well, that send automatic reminders to customers who have not yet paid their bills.
• Maintain a professional image – An exceptional billing solution helps you maintain a professional image through your bills. They should allow you to customize your billswith your logo, your colors, and maybe other design elements. By utilizing this feature, you can be consistent in your presentation to clients.
• Manage subscriptions – If your business provides subscription services, then you will benefit from a billing tool. It helps you provide customers the option to be billed automatically for their subscriptions. In this way, clients can avoid missing the goods and services you offer and you can prevent non-payments.
• Reduced overhead – Billing is a tedious task. It takes time, thus they take a lot of manpower and that means money, too. By automating billing, redundant tasks are taken from workers’ plates, so they can focus on other tasks. On top of that, this reduces the occurrences of errors.
• Promote transparency – Data is always available in billing software solutions. This means that you can produce reports on demand to keep clients and upper management happy.

There are times when it cannot be avoided that a business has concerns regarding its billing tool. A few of those can be fixed effortlessly while others may require fixing underlying problems.

• Missing the big picture – Billing software can help streamline the whole process, yes. But client relationships are more than timely payment of billing. That would include loyalty, customer interactions, purchase orders, knowing what products or services they avail mostly, etc.
• Integration concerns – Automating the whole account management procedure would be a dream. However, if you only have a billing tool, this may not be possible. A solution would be integrating with an account management suite. Or you can consider transitioning to a complete system with billing as a component.

Billing software remain a necessity, with many startups and small businesses appearing in the market. It is, however, pushed to innovate, just like other kinds of software, by differing trends.

• Feature-rich platforms for small businesses – Not all businesses require a whole suite of accounting tools when they are just starting out. This is true for small businesses and similar operations. So, software vendors have to struggle to create economical packages that are attractive to small enterprises. But, of course, they have to ensure that those have enough features that business operations need.
• More payment options – Credit and debit cards, as well as checks and cash, used to be the primary modes of bill payments. Nowadays, though, there are platforms that offer security that is preferable to protect transactions. That is why software developers are adding more payment options like PayPal, Stripe, Alipay, and even cryptocurrency.