TLDR (Summary)
The best invoicing software for writers is Plutio ($19/month).
Standalone invoicing sends bills but doesn't track the work. Plutio connects invoices to word counts, assignments delivered, and retainer terms... so billing reflects actual work and clients see value received.
Writers get per-piece billing, retainer management, milestone invoicing, and multiple payment methods. Clients pay through branded portals with delivery history.
Writers using connected invoicing get paid faster through accurate billing and professional presentation.
For additional strategies, read our freelance pricing guide.
What is invoicing software for writers?
Invoicing software for writers is software that creates professional invoices, tracks payment status, sends automated reminders, accepts online payments, and connects billing directly to article work.
The distinction matters: billing software tracks what editors owe, invoicing software generates the documents and handles collection, and payment processing handles the actual money transfer. Writer-focused invoicing software combines all three while connecting to project management, time tracking, and client records.
What writer invoicing software actually does
Core functions include creating branded invoices with your name and contact info, setting up recurring billing for retainer clients, converting tracked time into line items, handling deposits and milestone payments for larger projects, sending payment reminders at intervals you choose, and accepting payments through Stripe, PayPal, or bank transfer. Advanced platforms add article-to-invoice workflows where completed assignments automatically generate billing.
Standalone invoicing vs integrated platforms
standalone applications, Legacy invoicing apps, or accounting software handle invoicing as an isolated function. You enter editor details manually, create invoices from scratch, and track payments in a separate system from your article work. Integrated platforms like Plutio connect invoicing with proposals, contracts, projects, time tracking, and client communication. When you finish a feature article, the invoicing already knows the scope, the tracked hours, and the editor's payment history.
What makes writer invoicing different
Writers face unique billing scenarios that generic invoicing tools struggle with: per-word rates that vary by publication, kill fees when articles get cancelled, multiple payment terms across different editors (some pay on acceptance, others on publication), and invoice timing that depends on editorial calendars rather than project completion. Without invoicing that connects to article status, billing becomes disconnected from the work itself.
Writing projects also range dramatically in value. A 500-word blog post at $150 and a 3,000-word feature at $2,500 both need invoicing, but the billing structure, follow-up sequence, and client relationship differ completely. Invoicing software built for writers 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 writers need invoicing software
Writers who grow beyond a handful of active editors face a compounding problem: every new publication adds admin work that does not scale, and invoicing is where that admin tends to pile up.
Pitch tracking, quoting, invoicing, payment follow-ups, and editor communication multiply with each assignment. Without a system that connects these functions, details fall through cracks, invoicing tasks accumulate during busy writing phases, and Spending evenings catching up on billing instead of pitching or resting.
The late payment epidemic
According to industry research, 71% of, with the average invoice paid 20 days. For writers, this creates cash flow gaps that force uncomfortable choices: taking on rush assignments you would otherwise decline, delaying your own payments to vendors, or dipping into savings to cover rent while waiting for a $1,500 feature payment to clear.
The issue compounds because writers often work with multiple publications on different payment schedules. A magazine paying Net-60, a content marketing client paying Net-30, and a retainer blog 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 4-6 disconnected tools: Google Docs for drafts, task boards or note-taking software for assignment tracking, Standard billing software or Legacy invoicing apps for invoicing, a spreadsheet for pitches, 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 an editor's history, copying invoice details from one system to another, manually cross-referencing time entries with article scope, and hoping that the rate you quoted matches 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 writers specifically, that means 10-15 hours per week spent on non-billable tasks: sending pitches, creating invoices, following up on late payments, updating assignment status, responding to editor questions about billing, and reconciling payments with bank statements.
If you bill at $0.50/word and write 5,000 words per week, those 10 hours of admin represent significant opportunity cost, not counting the mental energy spent on context switching between creative work and administrative tasks.
Connected invoicing software absorbs the admin work that would otherwise scale linearly with each new editor. Plutio handles routine invoicing, payment tracking, and follow-ups automatically, leaving writers to focus on the work that actually generates revenue.
Invoicing features writers need
The essential invoicing features for writers connect billing with article delivery, time tracking, and editor communication while handling the unique billing patterns that writing work requires.
Core invoicing features
- Custom invoice templates: Add your name, contact info, and payment terms. Create different templates for per-article work, retainers, and rush assignments. 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 editors 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 article 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 editor invoices at cost or with markup. Research costs, interview transcription fees, and subcontractor payments all track in one place.
Writer-specific billing features
- Per-word rate support: Configure billing by word count. Track 2,500 words at $0.50/word and the invoice calculates automatically.
- Kill fee handling: When articles get cancelled, invoice for the agreed kill fee (typically 25-50% of full rate). Track which assignments resulted in kill fees for tax and planning purposes.
- Publication-based templates: Different publications have different rates and terms. Create templates per publication so invoicing matches their requirements without reconfiguration.
- Retainer billing: Monthly content retainers with automatic invoicing and clear scope definitions for what's included versus out-of-scope additions.
Platform features that multiply value
- White-label branding: Custom domain (invoices.yourname.com), logo, and colors. Invoices, portals, and communications all show your professional identity.
- Unified inbox: All editor messages, project comments, and payment notifications arrive in one place. Reply without switching to email. Conversation history stays attached to the editor record for context.
- Permissions: Control who sees what. Editors see their portal and invoices, not your internal notes, rates with other publications, or other editor data.
- Mobile apps: iOS and Android apps for full functionality on the go. Send invoices from a coffee shop, track time during research, check payment status 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.
The deciding factor for writers is integration depth. Invoicing software that connects with proposals, contracts, projects, time tracking, and editor communication eliminates the duplicate data entry that eats hours every week.
Invoicing software pricing for writers
Invoicing software for writers typically costs $0-50 per month for separate tools, with the actual cost depending on feature depth, client volume, and whether you need additional tools for a complete workflow.
What writers typically pay for stacked tools
You piece together multiple subscriptions to cover their needs. A typical stack includes:
- Invoicing software: Standard billing software ($17-55/month), Legacy invoicing apps (free, limited), accounting software ($30-90/month)
- Project management: note-taking software ($8-15/month), task boards ($5-10/month), General project client management software ($10.99-24.99/month)
- Time tracking: time tracking software ($9-18/month), standalone timers ($12/month)
- Client communication: Often email + various inboxes
Combined, this stack costs $40-120/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.
- Max: $199/month: Unlimited team, white-label, single sign-on.
All 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.
The ROI calculation for writers
If you currently spend $80/month on separate tools and 8 hours/week on admin that could be automated, the math looks like this:
- Tool savings: $80/month to $19/month = $61/month saved
- Time recovered: 8 hours/week at $50/hour equivalent = $400/week in potential writing time
- Monthly impact: $61 direct savings + significant recovered capacity
Even if you only convert 2 of those 8 hours into actual paid writing, that's substantial 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 $1,500 invoice, that's $44 (Stripe) vs $12 (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 2-3 hours for initial setup and 1-2 weeks to reach full comfort. Setup cost is a one-time investment that pays off over years of use.
- Annual vs monthly: You 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 $40/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 writers
Plutio handles invoicing as part of a complete platform where proposals, contracts, projects, time tracking, and editor communication work together rather than as separate tools that need manual connection.
Complete workflow integration
When a content marketing client accepts your proposal, Plutio can automatically create the project, set up the invoicing schedule based on agreed terms, and prepare the contract for signing. When they sign, the project activates. When you track time on research and writing, those hours attach to the project. When the article delivers, the invoice sends. Every step connects to the next without copying data between systems.
White-label everything
Use your own domain (invoices.yourname.com instead of plutio.com/yourusername). Upload your logo, set your brand colors. Every editor-facing touchpoint shows your professional identity: proposals, contracts, invoices, portals, emails, payment receipts. Editors never see "Plutio" or any indication you're using third-party software. Brand perception matters for writers because professional appearance affects perceived value and justifies premium rates.
Unified inbox for all editor communication
When an editor messages about an article, responds to a pitch, approves a draft, 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 editor's record, so six months later when they return for a new assignment, you have full context. No searching through email threads to piece together what happened.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. If you work with a researcher or VA, they see only their assigned tasks. Editors see their portal and invoices, not your internal notes, rates with other publications, or business metrics. If you work with a bookkeeper, they can access financial data without seeing article details.
No-code automations
Create rules that trigger actions without your involvement. Common writer automations include: send payment reminder 3 days before invoice due date, notify you when an editor views a proposal, create follow-up task when invoice goes unpaid after 14 days, send thank-you email when payment clears. Set up once during initial configuration, runs continuously without attention.
Native integrations for writer workflows
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for deadline tracking. 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.
Everything runs from one app with your branding, your terminology, and your workflow logic. Instead of switching between 4-6 different tools to manage one editor relationship, you operate from a single platform designed to handle the complete freelance writing lifecycle.
How to set up invoicing for writers in Plutio
Setting up invoicing in Plutio takes 2-3 hours for initial configuration, then 5-10 minutes per invoice after your templates, rates, and integrations are in place.
Step 1: Configure default settings (20-30 mins)
Set your default word rate or 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 editors. Consider setting your kill fee policy and late fee terms (1-1.5% monthly is common).
Step 2: Create invoice templates (1-2 hours)
Build 3-4 templates covering your common writing types. For writers, recommended templates include:
- Feature Article: Per-word billing with word count field, standard payment terms, kill fee clause noted.
- Blog Post: Per-piece billing for shorter content, faster turnaround expectations.
- Content Marketing Retainer: Monthly recurring with automatic invoicing. Specify included word count and how additional content is billed.
- Rush Assignment: Standard structure with 25-50% rate increase and expedited timeline notation.
Step 3: Connect payment processing (15-20 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 editors prefer lower fees. Test each payment method with a small invoice to yourself before using with editors.
Step 4: Set up integrations (20 mins)
Connect your calendar (Google Calendar or Outlook) for deadline tracking, your accounting software (accounting software or Leading bookkeeping tools) for financial sync, and any separate apps in your workflow. If you have specialized needs, explore Zapier for additional connections.
Step 5: Import existing editors (20-30 mins)
Upload existing editor data via CSV export from your current system. Plutio maps common fields automatically. For active editors, create their records and any in-progress assignments. For historical contacts, decide how much to migrate vs archive elsewhere.
Step 6: Test with one real invoice
Run through the complete workflow with an actual editor rather than a test account. Create 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 editors.
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 make sure 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 your writing. Handle the other 20% by customizing the closest template per situation rather than trying to create templates for every possible scenario.
Invoicing templates for writers
Different writing 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 writers
- Feature Article: For in-depth pieces (1,500-5,000 words, $500-3,000). Structure: Invoice on delivery with Net-30 terms. Include word count, per-word rate calculation, and publication name. Note kill fee terms for reference.
- Blog Post: For shorter web content (500-1,500 words, $150-750). Structure: Invoice on delivery with Net-15 or Net-30 terms. Simpler format, per-piece pricing, faster turnaround expectation.
- Content Marketing Package: For bundled content (multiple pieces per month, $1,500-5,000). Structure: Monthly invoicing on set date. Specify deliverables included, word count limits, and overage rates for additional content.
- Ghostwriting Project: For uncredited work (varies widely). Structure: 50% deposit on signing, 50% on delivery. Include confidentiality acknowledgment and clear scope definition.
- Monthly Retainer: For ongoing relationships ($1,000-4,000/month). Structure: Automatic monthly invoicing. Specify included hours or word count, scope of work covered, and how out-of-scope requests are handled.
- Rush Assignment: For expedited timelines. Use the appropriate base template with 25-50% rate increase and compressed timeline. Document the rush fee clearly so editors understand the pricing difference.
Template naming proven methods
Use clear, descriptive names that help you fast identify the right template: "Feature Article - Magazine" rather than "Template 1". Include project type and publication type. Add notes about when to use each template so future-you can select appropriately.
Template components to standardize
- Payment terms: Due dates (Net-15, Net-30, Net-60), late fees if applicable
- Rate structure: Per-word, per-piece, hourly, or project-based
- Scope definition: Word count range, revision limits, what's included vs extra
- Kill fee: Percentage owed if assignment is cancelled after work begins
- Line items: Pre-configured service descriptions with your standard rates
The specificity of each template determines how often manual adjustments happen later. Detailed templates with clear scope, payment terms, and rates prevent the repetitive customization that wastes time on every new invoice.
Client portals for editors: share invoicing with clients
A client portal gives your editors one branded location to view assignment status, access invoices, pay bills, and communicate without emailing you for every update.
What editors see in their portal
The portal displays everything relevant to that editor's engagement: active assignments with current status, pending proposals waiting for approval, contracts requiring signature if applicable, outstanding invoices with payment buttons, completed invoices and payment receipts, shared files and deliverables, and message history with you. Editors log in with their email address and see only their own data, never other editors' information or your rates with other publications.
Why portals matter for writer workflows
Writers typically manage 5-15 active editor relationships simultaneously. Without a portal, each editor emails when they have questions: "Can you resend the invoice?", "What's the assignment status?", "Did you receive my payment?". These questions interrupt your writing flow and add up across many editors.
With a portal, editors answer these questions themselves. You send the portal link once during your initial engagement, and they access everything from there. Self-service access typically reduces "where is it?" emails by 70-80%, freeing you to focus on billable writing work instead of administrative responses.
White-label portal branding
The portal displays your professional identity, not the software vendor's. Use your own domain (portal.yourname.com), display your name, apply your brand colors. Editors experience a direct extension of your professional presence rather than logging into third-party software. Brand perception matters for writers because professional appearance directly affects perceived value and willingness to pay premium rates.
Controlling editor visibility
Configure exactly what editors can see at the global or individual level:
- Full transparency: Show everything including assignment progress, time tracking if relevant, all documents, complete message history
- Document-focused: Show contracts, invoices, and deliverables. Hide internal notes and detailed tracking
- Minimal: Show only invoices and payment options. Keep assignment details private
Different editor relationships may warrant different visibility settings. A retainer client might see more detail about ongoing work, while a one-off assignment might only need invoice access.
Self-service benefits for both sides
Editors 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 editor communication from reactive (responding to requests) to proactive (providing access). Editors 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 2-4 hours of active work spread over a weekend, with the best time to switch being between assignments rather than mid-article when you have active editorial commitments.
Step 1: Export from your current tool
You tools 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 any 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
- Spreadsheet tracking: Export or save your current tracking spreadsheet as CSV for client/rate information
Step 2: Build templates in Plutio (1-2 hours)
Use your exported content as reference to create new templates. Start with the invoice type you use most frequently (probably per-article or retainer). 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 (20-30 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 make sure data flows correctly before relying on it for real editor work.
Step 4: Import editor data (20-30 mins)
Upload your editor CSV to Plutio. Map fields appropriately (name, email, publication, phone). For active editors with ongoing assignments, create their project records. For historical editors 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 editor engagements while keeping the old system active for assignments already in progress. Running parallel avoids the complexity of migrating mid-article work and gives you time to learn the new system on fresh assignments. As active projects on the old system complete, those editors transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active assignments 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 invoices locally for tax records.
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 editor interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from connected workflows going forward.
