TLDR (Summary)
The best invoicing software is Plutio ($19/month).
Standalone invoicing tools send bills but do not know projects. Plutio connects invoicing to time tracking, project milestones, and client records... so invoices reflect actual work and get paid faster.
You get automated billing, recurring invoices, payment reminders, and margin tracking. Clients pay through branded portals with complete visibility into what they are paying for.
TeamStage reports 36% of professional time goes to admin. Connected invoicing removes the manual handoff between work completion and billing.
For additional strategies, read our freelance pricing guide.
What is invoicing software for accountants?
Invoicing software is software that creates professional invoices, tracks payment status, sends automated reminders, accepts online payments, and connects billing directly to project work.
The distinction matters: billing software tracks what clients owe, invoicing software generates the documents and handles collection, and payment processing handles the actual money transfer. focused on you invoicing software combines all three while connecting to project management, time tracking, and contract signing.
What accountant invoicing software actually does
Core functions include creating branded invoices with your logo and colors, setting up recurring billing for retainer clients, converting tracked time into line items, handling deposits and milestone payments, sending payment reminders at intervals you choose, and accepting payments through Stripe, PayPal, or bank transfer. Advanced platforms add proposal-to-invoice workflows where accepted proposals automatically generate invoicing schedules.
Standalone invoicing vs integrated platforms
standalone applications like other tools, Legacy invoicing apps, or accounting software handle invoicing as an isolated function. You enter client details manually, create invoices from scratch, and track payments in a separate system from your project work. Integrated platforms like Plutio connect invoicing with proposals, contracts, projects, time tracking, and client communication. When you finish a brand identity project, the invoicing already knows the scope, the tracked hours, and the client's payment history.
What makes invoicing different
accountants face unique billing scenarios that generic invoicing software for accountants struggle with: milestone-based payments split across discovery, design, and delivery phases; revision tracking that affects billing; deposit collection before work begins (industry standard is 25-50% upfront); and project scope that can shift mid-project. Without invoicing that connects to project status, billing becomes disconnected from the work itself.
projects also range dramatically in value. A logo-only project at $500 and a full brand identity at $15,000 both need invoicing, but the billing structure, milestone schedule, and follow-up sequence differ completely. Invoicing software built for accountants handles these variations through templates rather than manual setup each time.
When invoicing connects to projects, contracts, and time tracking, the manual copying between apps disappears. Changes update everywhere automatically, and invoicing reflects what actually happened instead of what you remember to enter.
Why you need invoicing software
accountants who grow beyond a handful of active clients face a compounding problem: every new client adds admin work that does not scale, and invoicing is where that admin tends to pile up.
Lead tracking, quoting, invoicing, payment follow-ups, and client communication multiply with each project. Without a system that connects these functions, details fall through cracks, invoicing tasks accumulate during busy project phases, and Spending evenings catching up on billing instead of resting or doing client work.
The late payment epidemic
According to industry research, 50-70% experience late payments, with the average invoice paid 20 days late. For accountants, this creates cash flow gaps that force uncomfortable choices: taking on rush work you would otherwise decline, delaying your own payments to vendors, or dipping into savings to cover rent while waiting for a $5,000 invoice to clear.
The issue compounds because accountants often work on multiple projects with different payment schedules. A brand identity client paying Net-30, a website client paying milestone-based, and a retainer client paying monthly all have different billing rhythms. Manual tracking across spreadsheets or disconnected tools leads to missed invoices, forgotten follow-ups, and money left on the table.
The fragmentation problem
You stack 4-7 disconnected tools: Figma or Adobe Creative Cloud for client work, General project management software or notes apps for task management, Standard billing software or Legacy invoicing apps for invoicing, e-signature software or HelloSign for contracts, a booking app for scheduling, Dropbox or Google Drive for file delivery, and email for client communication. Each tool handles one function, but none share data automatically.
Automated reports create daily friction: logging into multiple platforms to piece together a client's history, copying invoice details from one system to another, manually cross-referencing time entries with project scope, and hoping that the contract terms you quoted match what you're actually billing. The cognitive admin work adds up, and the risk of errors increases with every manual handoff.
The admin drain
According to industry research, 36% goes. For accountants specifically, that means 10-15 hours per week spent on non-billable tasks: sending quotes, creating invoices, following up on late payments, updating project status, responding to client questions about billing, and reconciling payments with bank statements.
Those 10 hours of admin every week add up, time that could go to client work instead. And that's not counting the mental energy spent context switching between admin tasks and actual work.
The scaling tipping point
You hit a threshold around 8-12 active clients where the manual approach breaks down. At this point, you're either spending more time on admin than design, or you're dropping balls. Invoices go out late, follow-ups get missed, and you start turning down good work because you can't imagine adding more complexity to an already chaotic system.
Connected invoicing software absorbs the admin work that would otherwise scale linearly with each new client. The tool handles routine invoicing, payment tracking, and follow-ups automatically, leaving accountants to focus on the work that actually generates revenue.
Invoicing features accountants need
The essential invoicing features for accountants connect billing with project delivery, time tracking, and client communication while handling the unique billing patterns that client work requires.
Core invoicing features
- Custom invoice templates: Add your logo, brand colors, typography, and payment terms. Create different templates for project-based work, retainers, and rush jobs. Set up once and apply with one click for each new invoice.
- Multiple payment methods: Accept credit cards through Stripe (2.9% + $0.30 per transaction), bank transfers via ACH (typically 0.8%), or PayPal. Offering multiple options increases payment speed since clients can pay using their preferred method immediately.
- Automated payment reminders: Configure reminders before due date (3 days), on due date, and after (7, 14, 30 days past due). Follow-ups send automatically without you drafting emails or remembering to check payment status. Research shows that 6 days.
- Recurring invoices: Schedule monthly invoices for retainer clients that send automatically on the 1st, 15th, or any date you choose. Pair with auto-charge to collect payment without either party taking action.
- Time-to-invoice conversion: Select tracked time entries from project work and convert directly to invoice line items. No copying hours from a time tracker to an invoice. The description, duration, and rate pull from your time entries automatically.
- Expense passthrough: Log project expenses with receipt photos attached. Add to client invoices at cost or with markup (common practice is 10-15%). Stock photos, fonts, printing costs, and subcontractor fees all track in one place.
Accountant-specific billing features
- Deposit collection: Request upfront payment before work begins. Industry standard is 25-50% deposit. The invoice system should connect this deposit to the final invoice, showing the remaining balance automatically.
- Milestone billing: Split project payment across phases: deposit on signing, payment at first draft, balance on delivery. Each milestone triggers its own invoice when you mark that phase complete.
- Revision tracking: When scope expands beyond contracted revisions, the invoicing should reflect additional billable work. Connect revision logs to billing so extra rounds generate accurate invoices.
- Proposal-to-invoice flow: When a client accepts a proposal, the invoicing schedule should generate automatically based on the payment terms defined in that proposal. No re-entering dates, amounts, or scope.
Platform features that multiply value
- White-label branding: Custom domain (clients.yourstudio.com), logo, colors, and fonts. Invoices, portals, and client communications all show your brand. Clients never see the software vendor's name.
- Unified inbox: All client messages, project comments, and payment notifications arrive in one place. Reply without switching to email. Conversation history stays attached to the client record for context.
- Permissions: Control who sees what. Contractors see only their assigned work and billable hours. Clients see their portal and invoices, not your internal notes, profit margins, or other client data.
- Customizable navigation: Rename menu items to match how you talk about your work. "Projects" becomes "Jobs", "Clients" becomes "Accounts". Hide features you don't use to reduce clutter.
- Mobile apps: iOS and Android apps for full functionality on the go. Send invoices from a client meeting, track time on-site, approve payments while traveling.
- Automations: Create rules that trigger actions without your involvement: send payment reminders 3 days before due dates, notify you when invoices are viewed, create follow-up tasks when payments clear. Set up once, runs continuously.
The deciding factor is integration depth. Invoicing software that connects with proposals, contracts, projects, time tracking, and client communication eliminates the duplicate data entry that eats hours every week.
Invoicing software pricing for accountants
Invoicing software for you typically costs $15-60 per month for standalone tools, with the actual cost depending on feature depth, team size, and whether you need additional tools for a complete workflow.
What you typically pay for stacked tools
- Invoicing software: Standard billing software ($17-55/month), Legacy invoicing apps (free, limited), accounting software ($30-90/month)
- Project management: General project management software ($10.99-24.99/month), Legacy collaboration tools ($15/month), notes apps ($8-15/month)
- Contract signing: e-signature software ($10-25/month), HelloSign ($15-25/month)
- Scheduling: a booking app ($10-16/month), a scheduling app ($16-45/month)
- Client communication: Often email + Slack ($12.50/month)
- CRM: a CRM ($20-50/month), Client-focused software ($40-80/month)
Combined, this stack costs $75-200/month before counting the time lost switching between disconnected tools and the cognitive admin work of maintaining separate logins, data, and workflows.
Plutio pricing (February 2026)
- Core: $19/month: Up to 9 active clients, unlimited projects, proposals, contracts, invoicing, time tracking, client portal, white-label branding, automations, and mobile apps.
- Pro: $49/month: Unlimited clients, 30 team contributors, advanced permissions, priority support, API access, and custom integrations.
Both plans include the full suite of features: proposals, contracts, invoicing, projects, time tracking, scheduling, client portals, and communication. There are no feature gates that lock invoicing behind higher tiers.
Your ROI calculation
If you currently spend $120/month on separate tools and 10 hours/week on admin that could be automated, the math looks like this:
- Tool savings: $120/month to $19/month = $101/month saved
- Time recovered: 10 hours/week of admin that could go back to client work
- Monthly impact: $101 in direct savings, plus the hours you reclaim for billable work
Even if you only convert 2 of those 10 hours into actual billable work, that's $600/month in additional revenue, paid for by a $19 subscription.
Hidden costs to consider
- Payment processing fees: Stripe charges 2.9% + $0.30 per transaction. PayPal charges 2.9% + $0.30. Bank transfers via ACH typically cost 0.8%. On a $5,000 invoice, that's $145 (Stripe) vs $40 (ACH). The invoicing tool doesn't change these fees, but integrated platforms make it easier to offer multiple payment options.
- Learning curve: Switching tools has a time cost. Budget 30-60 minutes for initial setup and 2-3 weeks to reach full comfort. Setup cost is a one-time investment that pays off over years of use.
- Annual vs monthly: Most tools offer 15-20% discount for annual billing. Plutio's annual plan works out to about $15/month, saving $48/year on Core.
When comparing invoicing software, add up what you currently pay for all the tools you'd replace. If stacked subscriptions exceed $50/month and Spending hours on manual data transfer between apps, brought together platforms typically offer both cost savings and time recovery.
Why Plutio is the best invoicing software for accountants
Plutio handles invoicing as part of a complete platform where proposals, contracts, projects, time tracking, and client communication work together rather than as separate tools that need manual connection.
Complete workflow integration
When a brand identity client accepts your proposal, Plutio can automatically create the project, set up the invoicing schedule based on milestone payments, and prepare the contract for signing. When they sign, setup tasks generate. When you track time on logo exploration, those hours attach to the project. When the first milestone completes, the invoice sends. Every step connects to the next without copying data between tools.
White-label everything
Use your own domain (clients.yourstudio.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals, contracts, invoices, portals, emails, payment receipts. Clients never see "Plutio" or any indication you're using third-party software. Brand perception matters for accountants because professional appearance affects perceived value and justifies premium pricing.
Unified inbox for all client communication
When a client messages about a project, responds to a proposal, approves a design, or asks about an invoice, the message appears in one inbox. Reply directly without opening email or switching to another app. The conversation history stays attached to that client's record, so six months later when they return for a new project, you have full context. No searching through email threads or Slack channels to piece together what happened.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. Contractors see only their assigned work, their billable hours, and their payment history. Clients see their portal, their projects, their documents. Neither sees your internal notes, profit margins, other client data, or business metrics. If you work with a bookkeeper, they can access financial data without seeing project details.
Customizable navigation and terminology
Rename menu items to match how you talk about your work. "Projects" becomes "Jobs", "Clients" becomes "Accounts", "Proposals" becomes "Quotes". Hide features you don't use to reduce clutter. Pin frequently accessed items for quick navigation. The software adapts to your vocabulary instead of forcing you to learn generic terms.
No-code automations
Create rules that trigger actions without your involvement. Common accountant automations include: send payment reminder 3 days before invoice due date, notify you when a client views a proposal, create follow-up task when invoice goes unpaid after 14 days, send welcome email when contract is signed, update project status when milestone payment clears. Set up once during initial configuration, runs continuously without attention.
Native integrations for accountant workflows
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for scheduling. Add Zoom links to booked calls automatically. Push financial data to accounting software or Leading bookkeeping tools for accounting. Use Zapier to connect 3,000+ other apps for specialized needs. Plutio handles the core workflow while integrating with specialized tools where deeper functionality is needed.
Mobile apps for work anywhere
iOS and Android apps provide full functionality on the go. Send invoices from a client presentation. Track time on-site during a photo shoot. Approve a contract signature while traveling. Respond to client questions without returning to your desk. The mobile experience mirrors desktop functionality rather than offering a stripped-down version.
Rush fee application
Urgent work costs more. Rush fees add automatically to expedited projects... keeping fast turnarounds get compensated appropriately.
Revision billing beyond scope
Included revisions are defined in scope. Additional revisions bill separately... so extra work without extra pay becomes billable work, not free labor.
Everything runs from one app with your branding, your terminology, and your workflow logic. Instead of switching between 5-8 different tools to manage one client, you operate from a single platform designed to handle the complete service business lifecycle.
How to set up invoicing for accountants in Plutio
Setting up invoicing in Plutio takes 30-60 minutes for initial configuration, then 5-15 minutes per client after your templates, rates, and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your default hourly rate, standard payment terms (Net-15, Net-30), preferred currency, and tax settings. These defaults apply automatically to new invoices unless overridden for specific clients. Consider setting your deposit requirement (25-50% is standard for accountants) and late fee policy (1-1.5% monthly is common).
Step 2: Create invoice templates (1-2 hours)
Build 3-5 templates covering your common project types. For accountants, recommended templates include:
- Brand Identity - Full Package: 50% deposit, 25% at first draft, 25% on delivery. Includes scope for logo, color palette, typography, and brand guidelines.
- Website Design: 30% deposit, 35% at design approval, 35% on launch. Includes revision limits and scope boundaries.
- Logo Only: 50% deposit, 50% on delivery. Simpler structure for smaller projects.
- Retainer: Monthly recurring with automatic invoicing. Specify included hours and scope for ongoing work.
- Rush Project: Standard structure with 25-50% rate increase and expedited timeline.
Step 3: Connect payment processing (20 mins)
Link Stripe and/or PayPal to accept online payments. Both take 2.9% + $0.30 per transaction. Consider offering ACH bank transfer (typically 0.8%) for larger invoices where clients prefer lower fees. Test each payment method with a small invoice to yourself before using with clients.
Step 4: Set up integrations (30 mins)
Connect your calendar (Google Calendar or Outlook) for scheduling, your accounting software (accounting software or Leading bookkeeping tools) for financial sync, and any other tools in your workflow. If you have specialized needs, explore Zapier for additional connections.
Step 5: Import existing clients (30 mins)
Upload existing client data via CSV export from your current system. Plutio maps common fields automatically. For active clients, create their records and any in-progress projects. For historical data, decide how much to migrate vs. archive in the old system.
Step 6: Test with one real project
Run through the complete workflow with an actual client rather than a test account. Create the proposal, convert to project, track time, generate the invoice, send it, and confirm payment receipt. Real interaction reveals friction that test scenarios miss. Adjust templates and settings based on this experience before scaling to all clients.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal templates and refine based on actual use rather than imagining every possible scenario upfront.
- Ignoring mobile: Download the mobile apps during setup and test key workflows to keeps you can work when away from your desk.
- Skipping automation setup: Payment reminders and status notifications save significant time. Configure these during initial setup, not months later.
Build templates for the 80% cases that cover most of projects. Handle the other 20% by customizing the closest template per situation rather than trying to create templates for every possible scenario.
Invoicing templates for accountants
Different project types require different invoicing approaches, and the most efficient method is building templates for each common scenario so you can apply proven structures with one click rather than rebuilding from scratch.
Recommended invoice templates for accountants
- Brand Identity - Full Package: For full-scope branding projects ($5,000-25,000). Structure: 50% deposit on signing, 25% at concept presentation, 25% on final delivery. Scope includes logo design, color palette, typography selection, and brand guidelines document. Include revision limits (typically 2-3 rounds) and specify what constitutes a revision vs. scope change.
- Logo Only: For standalone logo projects ($500-3,000). Structure: 50% deposit, 50% on delivery. Simpler scope with deliverables: logo in vector format (AI, EPS, SVG), PNG exports at standard sizes, basic usage guidelines. Works for clients who have existing brand elements or simpler needs.
- Website Design: For web projects ($3,000-15,000). Structure: 30% deposit, 35% at wireframe/design approval, 35% on launch. Include scope boundaries: number of pages, responsive breakpoints, revision limits per phase. Clearly separate design from development if you're not handling both.
- Packaging Design: For product packaging ($2,000-10,000). Structure: 40% deposit, 30% at design approval, 30% on print-ready files. Include specifications for dielines, print preparation, and how many product SKUs are included.
- Monthly Retainer: For ongoing client relationships ($1,500-5,000/month). Structure: automatic monthly invoicing on a set date. Specify included hours, scope of work covered, and how out-of-scope requests are handled (usually billed separately at hourly rate).
- Rush Project: For expedited timelines. Use the appropriate base template (brand, logo, web) with 25-50% rate increase and compressed milestone schedule. Document the rush fee clearly so clients understand the pricing difference.
Template naming best practices
Use clear, descriptive names that help you fast identify the right template: "Brand Identity - Full Package" rather than "Template 1". Include project type and scope level. Add notes about when to use each template so future-you (or team members) can select appropriately.
Template components to standardize
- Payment structure: Deposit percentage, milestone schedule, final payment timing
- Scope definition: What's included, what's excluded, revision limits
- Terms: Payment due dates (Net-15, Net-30), late fees, kill fee clause
- Deliverables: File formats, sizes, handoff method
- Line items: Pre-configured service descriptions with your standard rates
When to customize vs. create new templates
Start with templates that cover your 80% cases. When a project doesn't fit, customize the closest template rather than creating a new one from scratch. Only create new templates when you encounter a genuinely new project type that you expect to repeat. Too many templates creates decision paralysis; too few means excessive customization per project.
The specificity of each template determines how often manual adjustments happen later. Detailed templates with clear scope, payment milestones, and deliverables prevent the repetitive customization that wastes time on every new project.
Client portals for accountants: share invoicing with clients
A client portal gives your clients one branded location to view project status, access documents, approve deliverables, pay invoices, and communicate without emailing you for every update.
What clients see in their portal
The portal displays everything relevant to that client's project: active projects with current status, pending proposals waiting for approval, contracts requiring signature, outstanding invoices with payment buttons, completed invoices and payment receipts, shared files and deliverables, and message history with your team. Clients log in with their email address and see only their own data, never other clients' information.
Why portals matter for accountant workflows
you typically manage 8-20 active projects simultaneously. Without a portal, each client emails when they have questions: "Where's the contract I need to sign?", "Can you resend the invoice?", "What's the project status?", "Did you receive my payment?". These questions interrupt your client work and add up across many clients.
With a portal, clients answer these questions themselves. You send the portal link once during setup, and they access everything from there. Self-service access typically reduces "where is it?" emails by 70-80%, freeing you to focus on billable client work instead of administrative responses.
White-label portal branding
The portal displays your brand, not the software vendor's. Use your own domain (clients.yourstudio.com), upload your logo, apply your brand colors using the theme builder - a few clicks and your entire brand is applied everywhere and typography. Clients experience a direct extension of your design studio rather than logging into third-party software. Brand perception matters for accountants because professional appearance directly affects perceived value and willingness to pay premium rates.
Controlling client visibility
Configure exactly what clients can see at the global, project, or individual level:
- Full transparency: Show everything including project tasks, time tracking, all documents, complete message history
- Document-focused: Show contracts, invoices, and deliverables. Hide internal tasks and time tracking
- Minimal: Show only invoices and payment options. Keep project details private
Different project types may warrant different visibility settings. A retainer client might see more detail about ongoing work, while a one-off logo project might only need invoice access.
Self-service benefits for both sides
Clients get faster answers because they can look things up immediately rather than waiting for your email response. They can access their documents at 10pm without expecting you to be available. They can download invoices for their own accounting without requesting copies. The portal shifts the support burden from your inbox to an automated system that's always available.
The portal transforms client communication from reactive (responding to requests) to proactive (providing access). Clients get what they need instantly, and you reclaim the time previously spent on administrative email responses.
How to migrate invoicing to Plutio
Migration from another invoicing tool typically takes 1-2 hours of active work spread over a weekend, with the best time to switch being between projects rather than mid-delivery when you have active client commitments.
Step 1: Export from your current tool
Most invoicing software for accountants provide CSV export for client data and document archives. Here's what to export from common tools:
- Standard billing software: Export clients (Settings → Export), invoices (Reports → Invoices → Export), and download proposal/contract PDFs manually
- Legacy invoicing apps: Export contacts and invoices from Reports section. Download transaction history for accounting reference
- accounting software: Export customer list and invoice history from Reports. Use the data export feature for complete financial records
- management software: Export client list and project data. Download individual contracts and invoices as needed
- Client-focused software: Export client data from Contacts. Download forms, contracts, and invoices individually
Step 2: Build templates in Plutio (45-60 minutes)
Use your exported content as reference to create new templates. Start with the proposal or invoice type you use most frequently. Recreate 2-3 core templates initially rather than trying to migrate every document you've ever created. Focus on forward-looking workflows, not historical archives.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and accounting software (accounting software, Leading bookkeeping tools). Test each integration with a sample transaction to keeps data flows correctly before relying on it for real client work.
Step 4: Import client data (30 mins)
Upload your client CSV to Plutio. Map fields appropriately (name, email, company, phone, address). For active clients with ongoing projects, create their project records. For historical clients you may never work with again, consider whether import is necessary or if the old system archive suffices.
Step 5: Run parallel for new work
Use Plutio for all new client projects while keeping the old system active for client projects already in progress. Running parallel avoids the complexity of migrating mid-project work and gives you time to learn the new system on fresh projects. As active projects on the old system complete, those clients transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active projects on your old system complete (typically 30-60 days), cancel that subscription. Maintain read-only access to historical records if the tool allows, or export final archives before cancellation. Keep PDF copies of important historical documents locally.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking workflows. Historical data can remain in archives.
- Switching mid-project: Finish in-progress work on the old system. Start new clients on Plutio.
- Not testing integrations: Verify payment processing works with a real (small) transaction before relying on it.
- Skipping the learning curve: Use the first 2-3 projects as deliberate learning opportunities. Don't expect full efficiency on day one.
Migration timeline expectations
You complete the core setup over a single weekend. Full comfort with all features typically takes 2-3 weeks of active use. By the end of the first month, workflows should feel faster than the old system as templates, automations, and integrations reduce repetitive work.
The investment in migration pays back in time saved on every future invoice, proposal, and client interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
