Best invoicing software for agencies in 2026: 8 tools compared
Written by Bilal Azhar, Co-Founder & CEO, AgencyPro | October 13, 2026
The best invoicing software for an agency depends on what else it has to do. Some agencies only need to send invoices and track time. Others need full accounting, and others want invoices inside the client portal where work is requested and approved. This guide compares 8 tools across those needs, with what a 5- and 10-person team pays.
AgencyPro is our product. It is not accounting software, and if invoicing is your only need, a dedicated tool such as FreshBooks, Wave or Zoho Invoice will cost less. The comparison is based on each vendor's published pricing and features, checked October 13, 2026.
How we compared these tools
This is a criteria-based comparison, not a hands-on test or a scored ranking. For each tool we recorded:
- Price and pricing model: per user, per client tier or flat, and the cost for 5 and 10 people.
- Recurring billing: recurring invoices, subscriptions or retainer invoices.
- Getting paid: online payments, reminders and late fees.
- Time and projects: time tracking and project profitability, and which plan includes them.
- Accounting: whether the tool keeps full books or connects to an accounting system.
- Plan limits: caps on invoices, clients or users.
Regular monthly prices, before promotions. Confirm current prices on each vendor's pricing page.
Quick picks
Time tracking on every plan. From $23/mo.
Xero includes unlimited users on every plan.
Unlimited invoices on Wave Starter.
Our product. Invoicing on every plan; seats extra.
From $25/user/mo for proposals and contracts.
Invoice from tracked time. Free for 1 seat.
Invoicing software compared
| Tool | Starting price | Pricing model | Best for |
|---|---|---|---|
1FreshBooks | $23/mo (Lite, 5 billable clients) | Tiers by billable clients; extra users $11/mo | Invoicing-first agencies that bill clients and track time |
2QuickBooks Online | $38/mo (Simple Start, 1 user) | Tiers by users included (1, 3, 5, 25) | Agencies that need full accounting with invoicing |
3Xero | $27/mo (Early, 20 invoices/mo) | Tiers; unlimited users on every plan | Agencies that want unlimited users and multi-currency on one plan |
4AgencyPro Our Product | $39/mo (Basic, 1 seat) | Plan + extra seats ($15-$30/mo); unlimited clients | Agencies that want invoicing inside a client portal with requests and projects |
5Wave | Free; Pro $19/mo | Flat plans | Solo operators who need free invoicing |
6Bonsai | $15/user/mo ($9 annual); proposals from $25 ($19 annual) | Per user | Freelancers and small studios that want proposals, contracts and invoices |
7Harvest | Free (1 seat); Teams $11/seat/mo ($9 annual) | Per seat | Agencies that bill from tracked hours |
8Zoho Invoice | Free | Free product, capped at 2 users and 500 invoices a year | Very small teams that want free invoicing |
What a 5- and 10-person agency pays per month
Invoicing tools price by user, by client count or by plan. This table shows the monthly price for a whole team, assuming everyone needs a login.
| Plan | 5 people | 10 people | How it is calculated |
|---|---|---|---|
| Wave Pro | $19 | $19 | Flat price with multi-user access. |
| Xero Growing | $59 | $59 | Unlimited users on every plan. Multi-currency and project tracking need Established ($97). |
| Harvest Teams | $55 | $110 | $11 per seat, monthly. |
| FreshBooks Plus | $87 | $142 | $43 + $11 per extra team member. Plus covers 50 billable clients. |
| AgencyPro Basic | $99 | $174 | $39 + $15 per extra seat. Pro ($79 + $20 per seat) adds time tracking: $159 and $259. |
| Bonsai Essentials | $125 | $250 | $25 per user, monthly ($19 billed annually). |
| QuickBooks Online | $140 | $340 | Plus includes 5 users; 10 users needs Advanced (25 users). |
Payment processing fees are extra on every tool. Many agencies only give invoicing access to one or two people, which lowers the per-user totals.
The 8 invoicing tools in detail
FreshBooks
Best for: Invoicing-first agencies that bill clients and track time
Pricing: Lite $23/mo (5 billable clients), Plus $43/mo (50), Premium $70/mo (unlimited), Select custom. Extra team members $11/mo. 30-day trial.
FreshBooks is invoicing and accounting software for service businesses. Every plan includes unlimited time tracking. Plus adds double-entry accounting reports, bank reconciliation and receipt scanning, and Premium adds project profitability.
Plans are sized by billable clients rather than users, and each extra team member costs $11/mo. Check the client cap before choosing Lite.
Pros
- - Time tracking on every plan
- - Accounting reports from Plus
- - Project profitability on Premium
- - Unlimited billable clients on Premium
Cons
- - Lite allows only 5 billable clients
- - Extra team members cost $11/mo each
- - No client request portal
Verdict: A strong choice when invoicing and time tracking are the main job. AgencyPro vs FreshBooks.
QuickBooks Online
Best for: Agencies that need full accounting with invoicing
Pricing: Simple Start $38/mo (1 user), Essentials $85/mo (3 users), Plus $140/mo (5 users), Advanced $340/mo (25 users), before promotions. A $0 plan covers 1 user and 2 invoices a month.
QuickBooks Online is accounting software with invoicing, payments, bill pay and reporting. Plus adds project profitability tracking, and Advanced adds deeper project financials.
Pricing steps up with the number of users included, so a 6-person team needs Advanced unless only some people use it.
Pros
- - Full accounting and invoicing in one system
- - Project profitability on Plus
- - Familiar to most US accountants
Cons
- - Price jumps between user tiers
- - No client request portal
Verdict: The default when your accountant needs full books. Pair it with a delivery tool if clients need a portal. Connect AgencyPro to QuickBooks via Zapier.
Xero
Best for: Agencies that want unlimited users and multi-currency on one plan
Pricing: Early $27/mo (20 invoices, 5 bills a month), Growing $59/mo, Established $97/mo, before promotions. Unlimited users on every plan.
Xero is accounting software with no per-user fees. Early limits you to 20 invoices a month; Growing and Established remove the invoice and bill limits.
Multi-currency and project time and cost tracking are on Established only, so agencies billing international clients should price that plan.
Pros
- - Unlimited users on every plan
- - Unlimited invoices from Growing
- - Hubdoc included
Cons
- - Early caps invoices at 20 a month
- - Multi-currency and projects only on Established
Verdict: Good value for a growing team, especially if several people need access. Connect AgencyPro to Xero via Zapier.
AgencyPro
Best for: Agencies that want invoicing inside a client portal with requests and projects
Pricing: Basic $39/mo, Pro $79/mo, Plus $149/mo, each with 1 seat. Extra seats $15, $20 or $30/mo. Unlimited clients.
Invoicing is on every AgencyPro plan. Invoices support PO numbers, taxes, discounts and PDF export, and clients pay online through Stripe or PayPal from the portal. You can schedule reminders before and after the due date, apply late fees, record partial or offline payments, and run recurring subscriptions and prepaid credit packs.
Time tracking is on Pro. AgencyPro is not accounting software: it has no general ledger or bank reconciliation, and connecting to QuickBooks, Xero or FreshBooks goes through Zapier on Plus.
Pros
- - Invoices, subscriptions and credits in the client portal
- - Automatic reminders and late fees
- - Unlimited clients, no per-client fees
- - Custom domain and branding on every plan
Cons
- - Not a replacement for accounting software
- - Accounting sync only through Zapier on Plus
- - Seats cost extra
- - Time tracking needs Pro
Verdict: A fit when clients should find invoices next to their requests and deliverables. If you only need invoicing, a dedicated tool costs less. See AgencyPro billing.
Wave
Best for: Solo operators who need free invoicing
Pricing: Starter free. Pro $19/mo ($190/yr). Card payments 2.9% + $0.60 on Starter.
Wave Starter includes unlimited estimates, invoices, bills and bookkeeping records at no cost. Pro adds automatic bank imports, unlimited receipt capture, automated late-payment reminders, removal of the Wave footer and multi-user access.
Pros
- - Free unlimited invoicing on Starter
- - Multi-user access on Pro at a flat price
- - Late-payment reminders on Pro
Cons
- - Reminders and multi-user access need Pro
- - No time tracking or client portal
Verdict: Hard to beat for a solo operator on a budget. Free invoice generator.
Bonsai
Best for: Freelancers and small studios that want proposals, contracts and invoices together
Pricing: Basic $15/user/mo ($9 annual), Essentials $25 ($19), Premium $39 ($29), Elite $59 ($49, 3-user minimum).
Bonsai combines CRM, time tracking, proposals, contracts and invoicing. Proposals and contracts start on Essentials, which also includes a client portal. Its pricing page lists retainer invoices, subscription invoices and multi-currency billing.
Pros
- - Proposals, contracts and invoices in one tool
- - Retainer and subscription invoices
- - Client portal from Essentials
Cons
- - Per-user pricing on every plan
- - Proposals and contracts not on Basic
Verdict: A fit for freelancers and small studios that sell with proposals and contracts. AgencyPro vs Bonsai.
Harvest
Best for: Agencies that bill from tracked hours
Pricing: Free for 1 seat and 2 projects. Teams $11/seat/mo ($9 annual). Enterprise $17.50 ($14 annual).
Harvest is time tracking with invoicing and expenses. The workflow is simple: track time against projects, then invoice from those hours.
Pros
- - Free plan for one person
- - Invoices from tracked time
- - Low per-seat price
Cons
- - Per-seat pricing
- - No client portal
- - Retainer rules not listed on the pricing page
Verdict: A good fit for hourly billing. AgencyPro vs Harvest.
Zoho Invoice
Best for: Very small teams that want free invoicing
Pricing: Free: up to 2 users, 3 projects and 500 invoices a year, with "Powered by Zoho Invoice" branding (checked October 14, 2026).
Zoho Invoice is free. Its pricing page caps the free product at 2 users, 3 projects and 500 invoices a year, and invoices carry "Powered by Zoho Invoice" branding. For subscription billing, Zoho Billing is a separate paid product from $25 per organization per month billed annually. For full accounting, Zoho Books has a free tier for businesses under $50,000 in yearly revenue.
Pros
- - Free invoicing
- - Part of the wider Zoho suite
Cons
- - 2 users, 3 projects and 500 invoices a year
- - "Powered by Zoho Invoice" branding on documents
- - Subscription billing needs the paid Zoho Billing product
Verdict: Worth a look if you already use Zoho products. Invoice templates.
Which invoicing tool fits your agency
When AgencyPro is not the right fit
- - You only need invoicing. Wave, Zoho Invoice or FreshBooks Lite cost less than a client-delivery platform.
- - You want one system for books and invoices. AgencyPro has no general ledger, bank reconciliation or payroll. Use QuickBooks Online or Xero.
- - You need a native accounting sync. AgencyPro connects to QuickBooks, Xero and FreshBooks through Zapier, available on Plus ($149/mo).
- - A large team needs billing access. AgencyPro charges per seat; Xero and Wave Pro do not.
How to choose: 5 questions to ask
Sources and date checked
Vendor prices, plan limits and features on this page come from each vendor's own pricing or product page, checked October 13 and 14, 2026. AgencyPro plans and features come from our pricing page. If a vendor has changed its pricing since then, its own page is the current source.
Frequently asked questions
What is the best invoicing software for agencies?
It depends on what else the tool has to do. If you only need to send invoices and track time, FreshBooks or Harvest are focused choices. If you need full accounting, QuickBooks Online or Xero. If you are solo and want free, Wave or Zoho Invoice. If invoices should live in the same client portal where clients submit requests and approve work, AgencyPro (our product) or a similar portal tool.
Is QuickBooks an invoicing software?
QuickBooks Online is accounting software that includes invoicing. You can send invoices, accept card and bank payments through QuickBooks Payments and send reminders. Plans are priced by the number of users included: Simple Start ($38/mo, 1 user), Essentials ($85/mo, 3 users), Plus ($140/mo, 5 users) and Advanced ($340/mo, 25 users), before promotions.
Is there free invoicing software for agencies?
Yes. Wave Starter includes unlimited invoices and estimates for free, with fees on card payments. Zoho Invoice is free for up to 2 users and 500 invoices a year. Harvest has a free plan for 1 seat and 2 projects, and QuickBooks lists a $0 plan for 1 user that sends up to 2 invoices a month unless you enable QuickBooks Payments. Free tools fit solo operators; teams usually need paid plans for multiple users.
Is FreshBooks or QuickBooks better for agencies?
FreshBooks is built around invoicing and time tracking, with plans sized by the number of billable clients (5, 50 or unlimited) and $11/mo per extra team member. QuickBooks Online is full accounting with plans sized by users. Choose FreshBooks if invoicing and time are the main job; choose QuickBooks if your accountant needs full books, payroll or detailed reporting in the same system.
What invoicing features should agencies prioritize?
Recurring invoices or subscriptions for retainers, online card and bank payments, automatic reminders before and after the due date, PO numbers and custom terms for larger clients, tax handling for your location, and partial payments. If you bill hourly, add time tracking that feeds invoices. If any client pays in another currency, check which plan supports multi-currency.
Can AgencyPro replace QuickBooks or Xero?
No. AgencyPro handles client-facing billing: invoices, recurring subscriptions, credit packs, online payments through Stripe or PayPal, reminders and late fees. It does not keep a general ledger, reconcile bank accounts or run payroll. Most agencies keep accounting software alongside it. Sending AgencyPro invoices and payments to QuickBooks, Xero or FreshBooks is done through Zapier, which is a Plus-plan feature.
Is Zoho Billing free?
No, but Zoho Invoice is. Zoho Invoice is listed as a free invoicing product. Zoho Billing, Zoho's subscription billing product, is priced per organization, starting at $25/mo billed annually ($29 monthly) as of October 2026.
How do I switch invoicing tools?
Switch at a month-end. Export clients and open invoices from the old tool, set up clients, services, tax rates and payment providers in the new one, and finish collecting open invoices in the old system so you do not double-bill. Tell clients about the new payment link in one short email. In AgencyPro, clients and services can be imported by CSV; past invoices stay in your old tool or accounting system.
Put invoices next to the work
In AgencyPro, clients see invoices, pay online and check their subscriptions in the same portal where they request work. Keep your accounting software for the books.
14-day free trial. No credit card required.