TLDR (Summary)
The best invoicing software for solopreneurs is Plutio ($19/month).
Standalone invoicing sends bills but doesn't track project delivery. Plutio connects invoices to time tracked, milestones delivered, and contract terms... so billing reflects actual work and clients see the value received.
Solopreneurs get recurring billing, milestone invoicing, automatic time-to-invoice conversion, multiple payment methods, and branded client portals for payment.
Solopreneurs using connected invoicing get paid faster through accurate billing, professional presentation, and automatic payment reminders.
For additional strategies, read our invoicing guide in Freelancer Magazine.
What is invoicing software for solopreneurs?
Invoicing software for solopreneurs is software that creates professional invoices, tracks payments, sends reminders, and connects billing to the work being invoiced.
The distinction matters: basic invoicing creates standalone documents, solopreneur invoicing connects to time tracking, projects, and contracts. Data connection eliminates duplicate entry and keeps billing accurate without manual reconciliation.
What solopreneur invoicing software actually does
Core functions include creating branded invoice documents, converting tracked time to line items, accepting multiple payment methods, sending automatic payment reminders, tracking outstanding balances, and connecting invoices to client and project records.
Accounting software vs invoicing software
QuickBooks and Xero handle full accounting but treat invoicing as one of many features. Solopreneur invoicing software prioritizes the billing workflow: fast creation, easy payment, and automatic follow-up while integrating with accounting systems for records.
What makes solopreneur invoicing different
Solopreneurs combine fixed-fee projects, hourly work, retainer agreements, and productized services. Invoicing must handle this variety while being fast enough that billing doesn't eat into the time you should spend on actual work or business growth.
Consider a freelance marketing consultant billing three clients: one on a monthly retainer of $3,000, one on an hourly project at $150/hour, and one on a fixed-fee website audit at $5,000. Each client requires a different invoice format, different payment terms, and different line item structures. Invoicing software that handles all three billing models from one dashboard eliminates the need to maintain separate templates or switch between billing tools for each engagement type.
When invoicing connects to time tracking and projects, billing becomes accurate and fast. Hours tracked become invoiced revenue without manual recreation.
Why solopreneurs need invoicing software
Solopreneurs who bill manually lose revenue in three ways: late invoices delay payment, forgotten hours go unbilled, and tedious creation makes billing the task that always gets postponed.
The late payment drain
According to industry research, the average invoice gets paid 20 days after sending. But when invoice creation itself takes 30-60 minutes of manual work, sending gets delayed by days or weeks. A solopreneur who finishes a project on Friday but doesn't send the invoice until the following Thursday has already added a week to the payment timeline before the 20-day clock even starts.
The leaked revenue problem
When time tracking and invoicing live in separate tools, billable hours disappear between them. A 20-minute client call, a quick email revision, a scope clarification meeting, all tracked in one app but never added to the invoice. Research suggests 50-70% of invoices arrive late, partly because manual creation is tedious enough to postpone. Across 10-15 active clients, forgotten line items and delayed billing add up to 5-15% of annual revenue quietly going unbilled.
The multi-format billing challenge
Most solopreneurs juggle three or four billing structures simultaneously: hourly projects, fixed-fee engagements, monthly retainers, and productized packages. Each structure requires different invoice formats, different line item calculations, and different payment schedules. A standalone invoicing tool handles one format well but forces manual workarounds for the others. Connected invoicing handles all billing types from the same dashboard, converting tracked hours for one client while auto-generating retainer invoices for another.
The follow-up avoidance trap
Chasing overdue payments feels uncomfortable, so manual follow-up gets delayed or skipped entirely. Meanwhile, outstanding balances quietly accumulate. Automatic payment reminders at 3, 7, and 14 days overdue handle the uncomfortable conversation without human involvement, and solopreneurs collect faster without straining client relationships. A solopreneur with 10 outstanding invoices would otherwise spend 30-60 minutes per week drafting and sending individual follow-up messages, time that automatic reminders reclaim entirely.
Solopreneurs who switch from manual to connected invoicing typically recover 10-20% more billable revenue through captured hours and faster payment collection, according to industry research.
Invoicing features solopreneurs need
The essential invoicing features for solopreneurs connect billing and payment collection with project delivery, time tracking, and client communication while handling the varied billing structures that one-person businesses require.
Core invoicing features
- Custom templates: Add your logo, brand colors, typography, and payment terms. Create different templates for fixed-fee projects, hourly billing, and retainer invoices. Set up once and apply with one click.
- 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.
- Automated reminders: Configure reminders before due dates, on due dates, and after. Follow-ups send automatically without you drafting messages or checking payment status manually.
- Recurring automation: Schedule recurring invoices for retainer clients that send automatically on set dates. Pair with auto-charge for completely hands-off billing cycles.
- Time-to-billing conversion: Select tracked time entries and convert directly to invoice line items. No copying hours from a time tracker. Description, duration, and rate pull automatically.
- Expense tracking: Log project expenses with receipts attached. Add to client billing at cost or with markup.
Solopreneur-specific features
- Deposit collection: Request upfront payment before work begins. Industry standard is 25-50% deposit. Plutio connects deposits to final billing automatically.
- Milestone billing: Split project payment across phases. Each milestone triggers its own invoice when you mark that phase complete.
- Productized service billing: Recurring packages with fixed pricing for productized offerings. Automatic billing supports scaling without proportional admin increase.
- Proposal-to-invoice flow: When a client accepts a proposal, the payment schedule creates automatically based on terms defined. No manual invoice creation for agreed work.
Platform features that multiply value
- Branded payment experience: Invoices carry your logo, colors, and custom domain, so clients pay through a page that looks like your business rather than a third-party billing service.
- Portal self-service payments: Clients open their portal, see outstanding invoices, and pay with one click. You stop chasing payment links in email and clients stop asking for invoice copies.
- Overdue escalation rules: Automations send a friendly nudge at 3 days overdue, a firmer reminder at 7, and apply late fees at 14, handling the uncomfortable follow-up conversation without your involvement.
One-click time-to-invoice conversion in Plutio turns 30-60 minutes of manual billing into a 10-second action, and automatic payment reminders collect revenue without the awkward follow-up emails.
Invoicing software pricing for solopreneurs
Invoicing software for solopreneurs typically costs $15-55 per month for standalone tools, with integrated platforms providing complete functionality at lower total cost.
What solopreneurs typically pay for invoicing tools
- FreshBooks: $17-55/month
- QuickBooks: $30-200/month (full accounting)
- Wave: Free (limited features, transaction fees)
- Zoho Invoice: $9-29/month
Standalone tools handle invoicing but require separate subscriptions for time tracking, project management, contracts, and scheduling.
Plutio pricing (January 2026)
- Core: $19/month: Unlimited invoicing plus time tracking, projects, contracts, scheduling, and client portals.
- Pro: $49/month: Unlimited clients, team features, advanced permissions.
- Max: $199/month: Unlimited team, advanced reporting, full white-labeling.
The ROI calculation for solopreneurs
- Faster payment: Reduced days-to-payment improves cash flow predictability
- Recovered revenue: Accurate time-to-invoice captures all billable hours
- Time savings: Minutes per invoice instead of 30-60 minutes of manual creation
Invoicing software ROI comes through faster payment and recovered revenue. The time saved and accuracy gained pay for the platform many times over.
Why Plutio is the best invoicing software for solopreneurs
Plutio turns invoicing from a manual chore into something that mostly happens on its own. Tracked hours convert to line items with one click, retainer clients get billed on schedule without reminders, and clients pay through their branded portal instead of hunting for a payment link in email.
Connected invoicing
Invoices link to tracked time, projects, and client records. Convert hours to line items with one click. All billing context is immediately accessible without switching between tools. Open any invoice and see the project it belongs to, the contract that defined the terms, and the time entries that generated the line items. The connection runs both ways: open a project and see all invoices associated with it, with payment status visible at a glance.
Professional presentation
Branded templates with your logo, colors, and payment terms. Professional formatting reinforces the brand identity that solopreneurs build to command premium pricing.
Easy payment
Accept credit cards through Stripe, bank transfers, and PayPal. Clients pay directly from the invoice or through their portal. Payment status updates automatically without manual reconciliation. Offering multiple payment methods matters because different clients prefer different options. A corporate client might prefer bank transfer to avoid credit card processing fees, while a startup founder prefers the speed of credit card payment. When both options appear on the invoice, clients choose their preferred method and pay faster than when forced into a single payment channel.
Automatic reminders
Configure reminder schedules for unpaid invoices. Professional follow-up without personal attention required. Customize messaging per client relationship. Set reminders at 3 days, 7 days, and 14 days past due, each with progressively firmer but still professional messaging. Plutio handles the uncomfortable task of chasing payment so you maintain positive client relationships while still getting paid on time. Solopreneurs often delay manual follow-ups because the conversation feels awkward. Automated reminders remove that emotional friction entirely.
Recurring billing
Automatic invoices for retainer clients and productized services. Monthly billing on your schedule. Pair with auto-charge for hands-off revenue collection that supports scaling. Set a retainer invoice to send on the 1st of each month, and Plutio handles creation, delivery, and payment collection without any manual action. Clients receive the same professional invoice at the same time each month, building billing consistency that reduces late payments.
Time-to-invoice workflow
Select tracked time entries, click to create invoice, send. Rates, descriptions, and totals transfer automatically. Accurate invoices in seconds rather than the 30-60 minutes manual creation takes. The line items on each invoice show exactly what work was performed, with descriptions pulled directly from time entries. Clients receive detailed documentation of work without you needing to compile summaries manually, and the accuracy eliminates billing disputes before they start.
Client portal payment
Clients view and pay invoices through branded portals. Payment history accessible without email requests. Professional self-service experience that builds brand trust.
Invoicing becomes effortless rather than administrative. Every invoice connects to the work it represents, and payment collection happens automatically through professional client portals.
How to set up invoicing in Plutio
Setting up invoicing in Plutio takes 1-2 hours for initial configuration, with each additional invoice taking minutes using templates.
Step 1: Configure payment processing (15 mins)
- Connect Stripe for credit card payments
- Set up PayPal if used
- Configure bank transfer details
Step 2: Create invoice templates (30-60 mins)
- Design branded template with logo and colors
- Set default payment terms and due dates
- Configure footer with legal and business details
Step 3: Set up reminder schedules (15 mins)
- Configure automatic reminder timing and frequency
- Customize reminder messaging tone
- Set late fee policies if applicable
Step 4: Configure recurring templates (15 mins)
- Create templates for retainer and productized service clients
- Set billing schedule and amounts
- Configure auto-send and auto-charge preferences
Step 5: Test with a real invoice
Send an actual invoice to a client. Verify payment processing works correctly. Refine templates based on real usage and client feedback.
Ongoing optimization
After the first month of using connected invoicing, review your average days-to-payment metric. Compare against your pre-Plutio baseline. Most solopreneurs see a measurable improvement within 30 days because automatic reminders and easy online payment reduce the friction that causes delays. Track which payment methods clients prefer and adjust default options accordingly. Clients who receive invoices with their preferred payment option prominently displayed tend to pay faster than those who need to navigate multiple payment choices.
Common setup mistakes to avoid
- Not connecting payment processing first: Set up Stripe or PayPal before creating your first invoice. Sending an invoice without a working payment link delays the entire collection cycle.
- Creating too many invoice templates: Start with one or two templates covering your primary billing structures. Add specialized formats only when a real client engagement requires them.
- Skipping automated reminders: Configure payment reminders during initial setup. Overdue invoices without automated follow-up sit unpaid longer because manual chasing always gets deprioritized.
Initial setup supports all future invoicing efficiency. Well-configured templates reduce each invoice to a few clicks.
Invoice templates for solopreneurs
Invoice templates define billing structures for different solopreneur service types and client arrangements.
Essential invoice types for solopreneurs
- Hourly project: Time tracked converted to line items with descriptions
- Fixed-fee project: Milestone-based billing schedule tied to deliverables
- Monthly retainer: Recurring set amount for ongoing services
- Productized service: Standardized packages with fixed pricing
Invoice section structure
- Header: Your branding, client details, invoice number and date
- Line items: Services rendered with clear descriptions
- Subtotal: Before any adjustments
- Adjustments: Deposits credited, discounts applied
- Total: Amount due with payment terms prominently stated
- Footer: Payment instructions, late fee policy, legal notices
Template proven methods
- Use clear descriptions clients recognize from project scope
- Include reference to project or service agreement name
- State payment terms prominently
- Provide multiple payment options for convenience
Invoice numbering and organization
Consistent invoice numbering matters for both accounting records and client confidence. Plutio auto-generates sequential invoice numbers, and custom prefixes help organize invoices by year or client. A numbering system like INV-2026-001 keeps records clean for tax preparation and makes locating specific invoices straightforward during end-of-year accounting. Clients receiving consistently numbered invoices also perceive greater organizational maturity, which reinforces the professional positioning that solopreneurs depend on for premium pricing.
Well-designed invoice templates reduce billing questions. Clear, professional invoices get paid faster than ambiguous documents.
Client portals for solopreneurs: invoice access
Client portals provide self-service invoice access, reducing administrative questions while improving payment speed for solopreneur businesses.
Invoice access through portals
Clients view current and past invoices through branded portals. No email requests for copies. Payment status visible to clients without inquiry.
Payment through portals
Clients pay directly from the portal invoice view. Convenient one-click payment increases payment speed. No friction searching for payment links in email.
Payment history
Complete payment history accessible to clients for their records. Receipt access without requesting copies from you. Reduces administrative back-and-forth.
Professional presentation
Branded portal experience reinforces your solopreneur brand. Clients see your brand throughout the payment interaction. Consistency builds confidence and trust. From the moment a client opens their portal to the moment they click pay, every element carries your visual identity. The professional experience positions your solopreneur business alongside larger agencies in the client's perception, justifying rates that reflect the quality of your work rather than the size of your team.
Reduced administrative load
Self-service access eliminates invoice copy requests and payment status questions. Clients find information themselves. Time saved goes to billable work or business growth.
Multi-currency and international billing
Solopreneurs with international clients need invoicing that handles multiple currencies. Plutio supports multi-currency invoicing, so a US-based designer can send invoices in GBP to UK clients and EUR to European clients without manual conversion calculations. Clients see amounts in their local currency, which reduces confusion and speeds up payment processing.
Portal invoice access transforms billing administration. Self-service convenience improves client experience while reducing your workload as a one-person business.
How to migrate invoicing to Plutio
Migration from another invoicing tool typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between billing cycles.
Step 1: Export from your current tool
Most invoicing software provides CSV export for client data and invoice history. Here's what to export from common tools:
- FreshBooks: Export clients and invoice data from Settings or Reports. Download important records manually.
- QuickBooks: Export contacts and transaction history from Reports section.
- Wave: Export client list and invoice data using the data export feature.
Step 2: Build templates in Plutio (1-2 hours)
Use your exported content as reference to create new invoice templates. Start with the billing type you use most frequently. Recreate 2-3 core templates initially.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), and accounting software (QuickBooks, Xero). Test each integration with a sample transaction before relying on it.
Step 4: Import client data (30 mins)
Upload your client CSV to Plutio. Map fields appropriately. For active clients with outstanding invoices, create their records with current billing context.
Step 5: Run parallel for new invoices
Use Plutio for all new invoices while keeping the old system accessible for outstanding payments. As old invoices clear, those clients transition fully to Plutio.
Step 6: Phase out the old tool
Once all outstanding invoices on your old system are collected (typically 30-60 days), cancel that subscription. Export final records before cancellation.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking billing.
- Not testing payment processing: Verify Stripe and PayPal work before sending real invoices.
- Switching mid-billing cycle: Complete current billing cycle on old system before transitioning.
After switching, tracked hours convert to invoice line items in seconds instead of 30 minutes, and automatic reminders collect overdue payments without a single awkward follow-up email from you.
