Best Invoicing Software for Small Businesses in Australia (2025 Guide)

Managing invoices can be one of the most time-consuming tasks for small business owners. According to recent data, Australian businesses handle over 1.2 billion invoices annually.

Almost 90% of those invoices are processed manually. This creates payment delays and inefficiency. The right invoicing software for small business can change everything.

Modern online billing software helps businesses get paid faster. It reduces invoice errors and saves countless hours each week. Many Australian small businesses also streamline their financial operations through outsourcing payroll, which, much like digital invoicing, improves accuracy and frees up time for core business activities. Together, using invoicing tools and reliable outsourced payroll services can reduce administrative burden significantly.

This guide explores the best software for billing and invoicing available in Australia for 2025.

We will cover:

• Challenges of manual invoicing and benefits of switching to invoicing software for small business, including time savings and reduced errors.
• Major benefits of automated billing software: faster payments invoicing, professional invoices, better cash flow, compliance and security.
• Key factors: ease of use, mobile access, payment options, automation, integration, pricing and data security.
• Top rated invoice software in Australia with features and users: QuickBooks invoice software, Xero invoicing features, MYOB invoicing capabilities, Zoho Invoice Australia, Sage invoicing solutions, FreshBooks, Square, Zeller, SoleApp, Reckon.
• Automation benefits: reduce manual data entry, reduce invoice errors using templates, validation and approval workflows.
• Speed up payments through instant payment links, multiple payment options, automated reminders and mobile apps.
• Mobile app benefits: create invoices and accept payments on the go with real-time updates.

Why your Small Business needs Invoicing Software?

Traditional invoicing methods create unnecessary problems. It is accompanied by many errors and unwanted delays.

• Manual invoicing creates errors and wastes time.
• Paper invoices may be delayed or lost.
• Invoicing software tracks payments quickly.
• Automates payment reminders for customers.
• Maintains a professional business brand.
• Essential for small businesses in a competitive market.

Key Benefits of Automated Billing Software

There are numerous benefits of automated billing software, some of them can be spotted below:

• Faster payments: Cloud invoicing software enables instant payment processing. Customers can pay directly through secure payment gateway integration. Businesses using online invoice payments receive funds within 24 hours typically.
• Professional image: Top rated invoice software creates polished, branded invoices. You can add your logo, select colours and customise templates. These builds trust with clients immediately.
• Time savings: Invoice programs for small business automate recurring invoices and reminders. This eliminates manual follow-ups entirely. Business owners save hours every single week, especially when administrative tasks are outsourced for additional efficiency.
• Better cash flow: Invoice tracking and management provides real-time visibility. You know exactly who has paid and who hasn’t. This helps manage working capital effectively.
• Reduced errors: Automated systems eliminate manual data entry mistakes. Invoice reconciliation software catches discrepancies before they become problems. This saves money and prevents disputes.
• Data security: Billing software keeps your business and customer data safe by using encryption and secure backups.
• Financial insights: It helps you see your income, expenses and payment trends, making it easier to understand your business finances.
• Scalability: The software can handle more clients and transactions as your business grows, with no extra effort needed.
• Integration with accounting tool: It connects easily with your accounting software, so your financial information stays organised and saves you from entering data twice.
• Local payment integration: Connects with Australian payment systems like BPAY and direct debit for familiar payment options. Local processing offers lower fees and faster settlements than international alternatives.

Consider how outsourced payroll can streamline your invoicing workflows by reducing administrative work and giving you more time to focus on business growth.

Want to see these benefits in action? Watch our quick video below breaking down top invoicing software for Australian small businesses in 2025.

Ready to simplify your financial operations with reliable payroll services in Australia?

Top factors to consider when choosing Invoicing Software

Selecting the best small business invoicing software requires careful evaluation. Not all platforms offer the same features or value. Consider these critical factors before making your decision.

Usability and interface

Your invoice management software Australia should be intuitive. Even without accounting experience, you should create invoices easily. Look for clean designs and straightforward navigation.

Mobile access is equally important nowadays. The best free invoicing software Australia options offer mobile apps. You can send invoices from anywhere instantly.

Payment processing options

Modern customers expect multiple payment methods. Your software should support credit card payment processing seamlessly. Integration with PayPal, Stripe and other gateways is essential.

Consider payment settlement speed as well. Some platforms deposit funds within one business day. Others take several days to process payments.

Automation features

Recurring invoices save significant time for ongoing clients. Automated reminders reduce late payments without manual intervention. The best invoice software handles these tasks effortlessly.

Look for invoice approval workflow features too. These prevent errors and ensure accuracy before sending. Automation is what separates basic and excellent software.

Integration capabilities

Your billing programs for small business should connect with existing tools. Integration with Xero, MYOB, or QuickBooks is often necessary. This creates seamless data flow between systems.

Consider ecosystem benefits as well. Some providers offer complete financial management solutions. This includes terminals, business accounts and reporting tools.

Pricing and value

Many platforms advertise free plans with limited features. Understand what’s included before committing. The best invoicing software balances cost with functionality.

Watch for hidden fees carefully. Some charge monthly subscriptions regardless of usage. Others only charge when customers make payments.

Australian tax adherence

Compliance adherence is mandatory for Australian businesses. Your invoice management system must handle local tax requirements. This includes automatic calculations and reporting features.

Choose software designed for Australian guidelines specifically. International platforms may lack critical local features.

Security and data protection

Invoices contain sensitive business and customer information. Choose software that uses advanced encryption, secure cloud storage and role-based access controls to safeguard data integrity.

Analytics and reporting

Advanced reporting tools provide insights into payment trends, outstanding invoices and revenue growth. These analytics help businesses forecast cash flow and manage credit control efficiently.

Scalability

Consider how the invoicing system will grow with your business. Scalable platforms can handle additional clients, staff users and higher invoice volumes without loss of performance.

Outsourcing accounting and bookkeeping can further enhance your financial management by reducing administrative burdens and improving accuracy, allowing you to focus more on growing your business.

Best Invoicing Software for small businesses in Australia

Here are the top-rated invoice software options for Australian businesses. Each offers unique strengths for different business needs.

Software	Starting price	Best for	Key features	FInance/ Tax/ GST compliance
QuickBooks	$29.00/month ($14.50 with 50% off for first 3 months)	Small to medium businesses needing comprehensive accounting	Automated reminders, PayPal integration, mobile app, recurring invoices	Yes
Xero	$35/month (Ignite plan)	Growing teams prioritising automation and real-time insights	E-invoicing, “Pay Now” button, invoice tracking, multiple payment methods	Yes
MYOB	$12/year (Solo), $61.20/year (Lite)	Established Australian businesses needing integrated accounting	Fast payment links, recurring invoices, customisable templates	Yes
Zoho Invoice Australia	Free (unlimited)	Freelancers and startups seeking no-cost solutions	Unlimited invoices, multi-currency support, client portal	Yes
Sage	$31/month approximately	Mid-sized businesses requiring scalable solutions	Real-time dashboard, integrated accounting, customisable workflows	Yes
FreshBooks	$12/month (50% off first 3 months)	Service-based freelancers and consultants	Time tracking, expense management, mobile invoicing	Yes
Square Invoices	Free (processing fees apply)	Mobile businesses and tradies needing on-the-go invoicing	Auto-billing, batch invoices, multiple payment methods	Yes
Zeller Invoices	Free (1.7% + 25¢ card fee)	Businesses wanting integrated payment ecosystems	Mobile-first, overnight settlements, unlimited invoices	Yes
SoleApp	Free forever plan available	Australian sole traders and small businesses	Smart reminders, scheduled invoices, local adherence focus	Yes
Reckon	Pricing varies	Growing businesses needing flexibility	Customisable invoices, automatic financial, mobile and web access	Yes

1. QuickBooks Invoice Software: Comprehensive Accounting Solution

• Combines invoicing and accounting for small businesses, listed among top 5 accounting softwares.
• Custom templates with “Pay Now” button for instant online payments.
• Progress invoicing supports project work and cash flow management.
• Starts at $14.50 AUD monthly (50% off first three months).
• Integrates with QuickBooks bookkeeping services.

2. Xero Invoicing Features: User Friendly Cloud Solution

• Clean interface with professional branded templates.
• “Pay Now” works with Stripe and GoCardless.
• See when customers open invoices for better follow-ups.
• Plans from $35 to $130 monthly.
• Integrates with Xero bookkeeping services.

3. MYOB Invoicing Capabilities: Australian Market Leader

• Strong compliance features for Australian businesses.
• Accepts credit cards, PayPal, Apple Pay, Google Pay, AMEX and BPAY.
• From $12 yearly (Solo) to $75 monthly (AccountRight Plus).

4. Zoho Invoice Australia: Best Free Option

• Free unlimited invoices, clients and users forever.
• Accepts credit cards, net banking and UPI at no extra cost.
• Online portal for clients to view and pay invoices.
• Paid Zoho Books start at $16.50 monthly.

5. Sage Invoicing Solutions: Scalable Enterprise Option

• Payments via PayPal or eWay.
• Quotes convert to invoices with one click.
• Real-time dashboards track cash flow and invoice status.
• Sage 50 starts at $31 monthly; Sage 300 pricing varies.

6. FreshBooks: Service Business Specialist

• Built-in time tracking adds project hours directly to invoices.
• Expense tracking attaches costs to invoices automatically.
• Lite plan starts at $12 monthly (50% off first three months).

7. Square Invoices: Mobile First Approach

• Send via text, email or links.
• Accepts cards, bank transfers, Google Pay, Apple Pay and Afterpay.
• Electronic signatures for approvals; payments arrive in one business day.
• Free plan available; Plus around $30 monthly.

8. Zeller Invoices: Australian Mobile Innovation

• Create and send invoices in 30 seconds.
• No monthly fees: just 1.7% plus 25 cents per card payment.
• Payments settle overnight, most within 24 hours.

9. SoleApp: Australian Focused Innovation

• Built for Australian sole traders with built-in BAS preparation.
• Simple interface for users without accounting experience.
• Free forever plan; paid tiers for advanced features.

10. Reckon: Streamlined accounting for growth

• Combines invoicing with accounting for growing companies.
• Real-time updates and banking system integration.
• Built-in financial insights guide business decisions.
• Pricing varies by business size and tier.

For bookkeepers, automated bookkeeping softwares complement invoicing software by streamlining data entry, reconciliation and reporting.

What is the best Invoice Software for your business?

Choosing the best invoice software depends on your specific needs:

• For Freelancers: Zoho Invoice Australia or FreshBooks offer free or low-cost options with automation for recurring billing and reminders.
• For Tradies: Zeller Invoices or Square Invoices work best with mobile-first designs create invoices from job sites and accept card payments instantly.
• For Growing Businesses: QuickBooks invoice software or Xero invoicing features scale with your business, offering advanced reporting, multi-user access and accounting integration.
• For Australian-Focused Needs: MYOB invoicing capabilities or SoleApp provide strong local compliance with Australian regulations and business culture.
• For Budget-Conscious Users: Zoho and Zeller offer substantial functionality without monthly fees.
• For Complete Integration: Xero or QuickBooks connect smoothly with CRM, POS and payment gateways for real-time tracking across all operations.

Essential Features in Modern Invoice Management Software Australia

Today’s invoice management system must include several critical capabilities. These features separate average platforms from excellent ones.

Payment gateway integration

Seamless payment gateway integration is non-negotiable. Customers expect to pay invoices with a single click. Support for multiple payment methods increases payment rates significantly.

Credit card payment processing should be secure and fast. Integration with PayPal, Stripe and local Australian gateways matters. The more payment options available, the better.

Invoice approval workflow

Larger teams need invoice approval workflow functionality. This ensures accuracy before sending to customers. Multiple approval levels prevent costly mistakes.

The workflow should be customisable to your business structure. Notifications alert appropriate team members automatically. This maintains efficiency while ensuring quality control.

Invoice reconciliation software

Invoice reconciliation software matches payments to invoices automatically. This reduces manual data entry significantly. It also catches discrepancies quickly.

Integration with banking systems streamlines the reconciliation process. Real-time updates provide accurate financial pictures. This is essential for maintaining healthy cash flow.

Invoice tracking and management

Effective invoice tracking and management visibility is essential. Instantly see invoice status: sent, viewed, paid, or overdue. Real-time notifications keep you updated on payment activity. Customisable reports reveal payment trends to inform business decisions.

• Automation of Recurring Billing: The best invoicing software for small business automates recurring invoices for repeat clients, reducing manual work and ensuring timely sending. Auto-reminders minimise late payments and improve cash flow with consistent billing.
• Mobile Accessibility: Top rated invoice software offers cloud invoicing software with mobile apps, enabling invoice creation, approval and tracking anytime. This boosts productivity for on-the-go professionals.
• Australian Regulatory Compliance: Invoice management software Australia must include compliance reporting and tax calculations for accurate submissions, ensuring smooth financial management.
• Data Security and Backup: Small business billing and invoicing software must secure sensitive financial data with encryption, multi-factor authentication and secure cloud backup to protect business and customer information.

How to reduce invoice errors with automation?

Mistakes in invoices damage professional reputation. They also delay payments and create disputes. Automated billing software helps reduce invoice errors effectively.

• Template standardisation: Pre-designed templates ensure consistent formatting. Critical information never gets missed. Branding remains professional on every invoice.
• Automatic calculations: All the totals are calculated automatically. Mathematical errors are eliminated completely. Tax compliance is maintained effortlessly.
• Data validation: Systems check for missing or incorrect information. Warnings appear before sending invoices. This catches problems before they reach customers.
• Recurring invoice accuracy: Once set up correctly, recurring invoices maintain accuracy. No need to recreate invoices monthly. Information remains consistent automatically.
• Integration accuracy checks: Automated invoicing platforms sync data from accounting and CRM systems. This prevents mismatches between customer details, service items, or amounts owed. All records stay aligned across connected tools.
• Approval workflow control: Invoice approval workflows help ensure all invoices are reviewed before dispatch. This step prevents incorrect pricing, duplicate charges, or unauthorised billing.
• Audit trails and version history: Modern systems store change logs for each invoice. If an edit or adjustment occurs, you can trace who made it and when. This transparency reduces error risks and improves accountability.

Conclusion

Choosing the right billing programs for small business transforms financial operations by saving time, accelerating payments and reducing errors.

Australian businesses benefit from local compliance and support offered by MYOB invoicing capabilities, Xero invoicing features and QuickBooks invoice software. Budget-conscious users may prefer Zoho Invoice Australia or Zeller Invoices, while mobile-first businesses favour Square or Zeller’s apps.

Ready to simplify invoicing? Contact Outbooks Australia at info@outbooks.com.au or call 0451 320 102 for expert help today.

FAQs

What is invoicing software?

Invoicing software is a digital tool that creates, sends and tracks invoices electronically. The best software for billing and invoicing automates billing processes, payment tracking and reminders, replacing manual paper-based systems.

What is the best invoicing software for small businesses in Australia?

The best small business invoicing software depends on your needs. QuickBooks and Xero offer comprehensive automation, MYOB provides strong Australian compliance, Zoho Invoice Australia suits budget-conscious freelancers and Zeller excels for mobile-first businesses.

Is free invoicing software good enough?

The best free invoicing software Australia options like Zoho Invoice and Zeller meet basic needs well. However, growing businesses often need advanced features like better automation, reporting and integration capabilities available in paid platforms.

How does invoicing software help reduce late payments?

Automated billing software sends scheduled reminders automatically, while online invoice payments let customers pay immediately. Real-time tracking and multiple payment options combine to significantly reduce late payments and improve faster payments invoicing.

What is invoice reconciliation software?

Invoice reconciliation software automatically matches payments received to invoices sent, ensuring accurate accounts receivable records. It identifies discrepancies quickly, maintains financial accuracy and significantly reduces manual data entry time.

Do I need accounting software or just invoicing software?

Small businesses or freelancers may only need invoice programs for small business. Growing companies benefit from integrated solutions like QuickBooks invoice software, Xero and MYOB that provide both invoicing and accounting.

How quickly can I get paid with online invoicing?

With online invoice payments, customers can pay immediately. Many systems process payments within 24 hours. Zeller settles funds overnight, while Square deposits within one business day dramatically faster than traditional methods.

What’s the difference between cloud invoicing software and desktop software?

Cloud invoicing software runs online and is accessible anywhere with automatic updates. Desktop software requires installation, manual updates and only works on specific computers. Cloud solutions offer superior flexibility and convenience.

How does invoicing software reduce manual data entry?

Small business billing and invoicing software automatically saves and reuses customer details, product descriptions and prices. Integration with other systems and OCR features scan receipts directly, while automated reconciliation matches payments instantly.

Can I customise invoices with my business branding?

Yes, all quality small business invoice software allows customisation. You can add your logo, select brand colours and customise layouts with professional templates for consistent branding on every invoice.

How do payment gateway integrations work?

Payment gateway integration connects your invoicing software for small business to payment processors like PayPal, Stripe, Square and Australian bank gateways, enabling credit card payment processing directly from invoices with automatic secure transaction handling.

What are the typical costs for invoicing software in Australia?

Costs vary based on features. Some top rated invoice software offers free plans, while paid plans typically range from $15 to $150 monthly. Processing fees apply for credit card payment processing, so compare total costs carefully.

Is my financial data secure with online invoicing software?

Reputable invoice management software Australia providers use encryption, secure servers and regular security audits. Cloud providers often offer better security than small businesses can manage independently with strong certifications and proven track records.

Can invoicing software integrate with my existing tools?

Most modern invoice management system platforms offer extensive integrations with accounting software, CRM systems and payment platforms. Check integration options before selecting software as seamless data flow saves time and reduces errors.

What is an invoice approval workflow?

An invoice approval workflow routes invoices through approval steps before sending, allowing manager review or accuracy verification. Multiple team members can review at different stages, ensuring accuracy and preventing mistakes particularly valuable for larger teams.