How To Choose An Invoice Or Billing Software For Your Needs

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How To Choose An Invoice Or Billing Software For Your Needs

Opting for the correct accounting and invoicing software is a big decision for businesses. It is a good sign if you are taking the bottom line seriously. It is seen that around 18% of the small businesses don’t use accounting software and only 21% of them have invoicing integrated. 

If it is up to you to select the software to manage the finances, you need to make sure you opt for the correct software package. The following are the top tips to opt for the correct software for your business. 

Know your needs

  1. The first requirement of finding the software is understanding your needs and seek for what you want in your billing software. Do you wish to perform simple tasks of tracking the time and sending invoices or need software that can integrate with accounting software or any other system such as a scheduling system?
  2. There is a lot to see. There is software that is hosted in the cloud and others are installed on desktop computers. To evaluate the needs, you need to think about how many people will require access to the billing information. Also, you need to think about how the billing software will be used. Depending on the size of your unit, you will even need to get others involved in the process as they’ll be the ones using the software. Top Free and Open Source Invoicing and Billing Software

Decide budget

  1. You need to decide the budget for the invoicing software. There are a lot of different payment models that can influence purchasing decisions. Billing Software that is based on the cloud has a monthly fee. If you pay yearly, there is some discount for the same. Billing software hosted by you and installed on your system will require more money upfront but also you won’t have to pay again till it is time to upgrade. 
  2. Never be afraid of spending money on the required resource. If you can invest in a full suite of services including accounting and billing, it is better as these can help you save money in the long run as they can also fix the tax deductions. 

Industry-specific invoicing software

  1. Your business is unique and the software package you select must be unique for your business. A one-size-fits-all package may not work well for you. 
  2. Different units have different needs and hence you have to opt accordingly. The general contractors have specific needs where they might need to consider something that focuses on job costing and big management integrating with their accounting software. 

Comparing features of different packages

  1. You need to carefully examine what every billing software package has to offer you and that is usually listed in the features. The first thing you need to look for is what type of information and data you will be able to include on the invoices. Some basic software keeps its logo, instead of the company logo. At such a point, you will have to upgrade the billing software in order to have your logo on the invoices. 
  2. Also, think about whether you will be able to have your own invoice codes and different items including start and end dates. 

Check for integrations

  1. Your business might be using multiple systems such as payroll, HR, accounting, billing, and invoicing. In an ideal situation, these systems must be able to communicate with each other and should have all the required information on the dashboard. 
  2. This helps to save a lot of time going from one system to another to find the information. Not only does it save time, but also the integration with other systems saves the time spent on the data entry work and results in reduced errors. 

Ask for other companies

  1. Your accountant and colleagues may have ideas about which invoicing software can be used in your business unit. You can ask around to check what others are using to get ideas. You can later investigate all the solutions for yourself and check if they match your needs. A great option is also to look at user opinions and choose the best invoicing app based on them.

Ask questions

When you evaluate the invoice and billing software, you must prepare a list of questions that you and your team come up with to make sure that you are purchasing the correct solution for your office. There are a few common questions to ask yourself, you can alter the questions depending on your situation. 

  • Is the billing software easy to use? 

  • Are there any hidden costs such as fees to set up or other monthly costs? 

  • Is there any kind of security included? 

  • Can you customize the billing software for business? 

  • The manner in which data is backed up and restored

  • Is there any kind of support? If yes, are there any additional costs for the technical support? 

These are a few sample questions. You can prepare the list of questions as per your business and requirement. 


  1. The statistics show that most of small businesses shut down due to cash flow issues. And you must not be one of them due to the sending invoice problems. 
  2. The invoicing software is designed to take the pressure of sending the invoices. Hence, when you opt for the package, make sure to check if the package is correct for you, analyze your needs, and decide accordingly. You can also find industry-specific software for your unit. You may find that the software integrating with the HR system will be better for your business.

Also Related Article: 

Top 10 Accounting Software in India for Small Business

8 Benefits of Online Accounting Software in Your Small Business

Accounting Software Has Become A Necessary Need For Any Business.

How Cloud Accounting Software Can Take Your Business To The Next Level

Why Accounting Software Is More Important Than You Think


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