Best Invoicing Software for Writers

What to look for
Worked example: a writer's monthly invoice

The right invoicing software for a freelance writer handles the way you bill: per piece, by the hour, or on a monthly retainer. It lets you add one-off lines like kill fees and rush fees, and it sends payment reminders so you don't have to chase editors yourself. Below is what to look for, a sample writer's invoice, and what five tools say about themselves on their own pages.

Billed publishes this page. Billed is listed first, and the other tools follow in alphabetical order. The order isn't a ranking, and we didn't test these products. Each description and price comes from the vendor's own pages, opened on October 29, 2026. Prices change, so check each pricing page before you buy.

What to look for

Retainers and recurring invoices: for monthly newsletters, blog packages or content retainers.
Saved line items: for your standard per-piece rates, rush fees and kill fees.
Estimates or quotes you can turn into invoices: for books, white papers and other long projects.
Payment reminders: so overdue invoices get followed up without you writing every email.
Time tracking: for hourly editing and research.
Online payments: so clients can pay by card or bank transfer from the invoice.

Worked example: a writer's monthly invoice

The figures here are a sample. A freelance writer bills a magazine at the end of the month. The contract sets $450 per article, a $75 fee for a 48-hour turnaround, and a kill fee of 25% of the agreed fee if an accepted assignment is canceled.

Three published articles: 3 × $450 = $1,350.
One rush turnaround: $75.
One canceled $600 feature: kill fee 25% × $600 = $150.
Invoice total: $1,350 + $75 + $150 = $1,575.
Due date: with Net 30 terms, an invoice dated October 31 is due November 30.

Put the article titles and the contract's kill fee clause on the invoice lines, so the client's accounts payable team can match them to the assignment. See invoice payment terms explained for Net 30 and other terms.

What each tool says it does

Billed

Billed's invoice software page says you can "convert an approved estimate into an invoice, and bill for time you have tracked." For retainers: "For clients you bill on a schedule, set up a recurring profile once." It also says "Payment reminders can be customized," and that you can "Invoice customers in multiple currencies, choosing a different currency for each invoice or customer."

Billed's pricing page lists a Free plan with 3 invoices and 3 clients, Pro at $99.99 a year with unlimited invoices and 15 clients, and Premium at $250 a year with unlimited clients and 3 team members.

FreshBooks

FreshBooks' invoicing page says you can "Request deposits on estimates" and "Automate your entire billing workflow, from recurring invoices and card-on-file payments to sending reminders and charging late fees." For retainers, it says you can "Dedicate a specific number of hours to your client's retainer and schedule work against that amount."

On October 29, 2026, FreshBooks' pricing page showed a limited-time discount on its Lite, Plus and Premium plans, so see that page for current prices.

QuickBooks Online

QuickBooks' invoicing page says you can "Go from quoting a job to invoicing for it without re-entering data" and "Collect deposits ahead of time, so you don't have to front the cost of a job." It describes QuickBooks as handling invoicing alongside bookkeeping, with customers' payments recorded and matched: "When customers pay through QuickBooks, we'll record and match it for you."

QuickBooks' pricing page listed "QuickBooks Free" at "$0/mo" on October 29, 2026. Its paid plans showed "50% off for 3 months," so see that page for current prices.

Wave

Wave's invoicing page says you can "Set up recurring invoices and automatic credit card payments for your repeat customers," and "Set up late payment reminders to automatically email your customers when payment is due (with Wave's online payments feature or the Pro Plan)."

Wave's pricing page lists the Starter plan at $0 and the Pro plan at $190 USD a year, billed annually.

Zoho Invoice

Zoho Invoice's home page says you can create "custom quotes outlining your payment terms, deliverables, and terms of sale. Once approved, automatically convert them into invoices." It also says you can "Track billable hours, invoice timesheets, and charge customers accurately," and "Send payment reminders using Zoho Invoice and get paid on time."

Zoho Invoice's pricing page says: "Zoho Invoice has been made free to cater to the needs of small business owners, freelancers, and entrepreneurs."

How to choose

If you bill retainers, check that the tool sends recurring invoices on your schedule, and whether it can charge a saved card.
If you write long projects, check for estimates or quotes that convert to invoices, and for deposits if you take them.
If you also want full bookkeeping, QuickBooks and Wave describe accounting features on their pages. Ask your accountant what your books need.
If you bill hourly, check for time tracking that turns hours into invoice lines.
Check the price at your volume. Plan limits on clients or invoices matter more than the headline price.

Frequently Asked Questions

What should freelance writers look for in invoicing software?

Recurring invoices for retainers, saved line items for per-piece rates and extra fees, estimates you can turn into invoices, payment reminders, time tracking if you bill hourly, and online payments so clients can pay from the invoice.

How do you put a kill fee on an invoice?

Add it as its own line, name the canceled assignment, and refer to the kill fee clause in your contract. In the sample, a 25% kill fee on a $600 feature is a $150 line.

Is there free invoicing software for writers?

Some of the tools here list a free option on their own pricing pages: Billed's Free plan (3 invoices and 3 clients), QuickBooks Free, Wave's Starter plan at $0, and Zoho Invoice, which says it "has been made free." Check each page for current limits.

How do I invoice a monthly content retainer?

Set up a recurring invoice for the retainer amount, so it's created and sent on the same day each month. Billed, FreshBooks, Wave and Zoho Invoice each describe recurring invoices on their own pages.

Is this page a ranking of the tools?

No. Billed publishes this page, Billed is listed first, and the other tools are in alphabetical order. The descriptions come from each vendor's own pages, opened on October 29, 2026, and we didn't test the products.

Was this article helpful?

Best Invoicing Software for Writers in 2026