Manage Payments Reliably: Top 9 Contractor Invoice Software in 2023
Regardless of the sphere of your construction activity, as a contractor, you will have to deal with invoicing. Creating accurate invoices can be as time-consuming and frustrating as dealing with clients who don’t pay on time. Documentation management and automation are crucial to streamlining the workflow so that you can focus on your business goals. That’s why finding the right tools will help you to save time, optimize your workflow and get paid faster. Without further ado, let’s shift to exploring the top 9 contractor invoice software that will become your go-to choice in 2023.
With a brief introduction to the topic out of the way, we can move on to the detail that everyone is interested in the most – automated invoicing features. Contractors need these because they provide them with the following:
One of the most precious commodities for contractors is time. Wasting your or your employees’ time on busy work like creating invoices is a valuable opportunity cost. Using that time more productively on billable tasks or seeking new clients is better.
Accuracy and reliability is vital, especially when you’re dealing with money. With automated contractor invoice software, business owners and contractors can rest assured their invoices will always be accurate. This is crucial when maintaining a good relationship with your clients.
Gone are the days when you would search your desk for old invoices or search your email inbox for attachments. Contractor invoicing software lets you keep everything organized in one place, so it’s always easy to find what you’re looking for. Moreover, an automated workflow means less paperwork and more time to focus on the actual job.
The 9 Best Contractor Invoice Software in 2023
Starting from $199/month
- Provides users with a centralized system of advanced project management tools, invoicing and estimation solutions
- Fully customizable and flexible
- Integrates with leading accounting software Xero and QuickBooks
- Lacks banking integrations
Buildern is a construction management platform ideal for small to medium-sized businesses. Minimizing cost overruns while improving workflow automation makes Buildern one of the most popular tools in its niche.
The platform comes with precisely developed subscription plans to suit every user’s particular needs and expectations:
- Starter: $199/month
- Professional: $399/month
The best part about Buildern is it offers a comprehensive all-in-one solution to an array of construction project management issues, including but not limited to invoicing. Although the market is full of other, not less professional platforms, the majority offers a single-functionality. Whereas, Buildern concentrates on integrating with advanced invoicing tools and has built-in workflow management modules to help general contractors get the most out of their projects.
The Starter plan is best for more advanced projects that require creating and sending customized customer invoices, issuing bid requests and developing project schedules with the help of Gantt charts.
The invoicing feature is an excellent help for contractors, as it allows them to save time by automating the process. Each invoice created via Buildern has its unique ID and can be customized according to the client’s needs. Use it to set the start and due dates for approvals and payments. This helps contractors gain total control over the project’s finances.
Not all platforms have fields for client notes, but Buildern allows you to add both internal and external notes to invoices for a more transparent workflow. The internal notes are hidden from the client, meaning you can add additional information for the team members only. External notes will help the clients understand better why they are being invoiced.
Invoicing Dashboard in Buildern
The Professional plan is a great choice for businesses looking for professional integrations with leading accounting platforms like Xero and QuickBooks (find more detailed reviews below). From daily logs to detailed to-do list management, Buildern has it all to monitor employee activity and optimize the construction workflow.
The service offers a centralized system for construction companies that need help with project management, estimation, invoicing, scheduling, and more.
While most platforms focus on a specific area, Buildern covers the entire construction process from start to finish.
Starting from $25/month
- Countless integrations with third-party applications and banks
- Automating the process of the bank reconciliation
- Pricing changes depending on the region
- Limited quotes and invoices
- Requires integration with a project management platform for smoother work
An accounting system designed for small and medium-sized growing businesses, Xero is a cloud-based platform offering accounting features for companies around the globe. Nevertheless, it is more popular among businesses operating in Australia and New Zealand. The platform grants companies instant cash flow visibility and allows them to efficiently manage their taxes, bills, and expenses.
Xero comes with three subscription plans, each with its own set of features and price tag. Nevertheless, pay close attention to the price tag, as some regional variations may affect the monthly fee.
- Starter: $25/month
- Standard: $40/month
- Premium: $54/month
All three plans have the advantage of activating an optional add-on for payroll with Gusto. It’s a platform designed to automate payroll filing and viewing pay stubs and W-2s online. The integration is a convenient solution for businesses that don’t want to deal with the hassle of managing payroll internally. This and other integrations with third-party applications and banks make Xero a worthy competitor on the market. Moreover, Xero makes it possible to get real-time insights upon which businesses can base their strategic decisions.
Paying bills is easy with Xero, as the software has all the tools for controlling vendor communication and payment history. Users can repeat and replicate bills from a supplier by reviewing, adding, and editing them on the go.
Despite its many features, Xero still has some drawbacks. The interface is not as user-friendly as expected and can be hard to navigate. Another thing is that Xero is general software for businesses, so, it’s somewhat limited in functionality. As a result, importing data into the system can be problematic and time-consuming. Users should integrate it with their project management software to avoid double data entry. For instance, integrating Xero with Buildern will ensure a seamless data flow from one project to the other. Keeping everything synched in a single cloud helps prevent discrepancies and ensures businesses have the most up-to-date information.
Starting from $15/month
- Widely used by accountants
- User-friendly and easy-to-learn interface
- Limited support
- Requires integration with a project management platform
The next on the list of the best contractor invoice software is QuickBooks, a web-based accounting platform suitable for small and medium-sized businesses. Users love it due to its multiple features, including invoicing, tracking expenses, and managing bills.
The software is available in four custom-tailored subscription plans, each offering unique features. However, don’t forget to set your precise locations, as the prices may vary depending on the region.
- Simple Start: $15/month
- Essentials: $27.50/month
- Plus: $42.50/month
- Advanced: $100/month
QuickBooks integrates with most small business management tools, improving functionality and saving time for business owners. The software also makes it easy to keep track of customers and vendors, as well as review past payments and invoices.
Several payment methods are available, including but not limited to PayPal, Apple Pay, free bank transfers, etc., making QuickBooks a convenient platform. The application automatically saves the payment details, so businesses don’t have to enter the data manually every time they make a payment.
What sets QuickBooks apart from its competitors is that it’s very user-friendly and easy to learn, even for users without accounting experience. The software has a clean interface with easy-to-navigate dashboards.
While a suitable platform for businesses, QuickBooks lacks certain features that would take it to the next level. Like Xero, it is a general platform for accounting, so integrating it with reliable construction project management software will solve many organizational issues. Buildern can easily integrate with QuickBooks, so you don’t have to worry about entering the same information into multiple systems. Buildern will also bring more features to the table, such as creating detailed estimates, connecting with staff, vendors, and subs, keeping an eye on project scheduling, and much more.
The competitors have the upper hand in customer support, as QuickBooks offers limited support. It is available for higher-tiered plans only from Monday through Friday, 6 AM to 6 PM Pacific time. The support team works from 6 AM to 3 PM PT on Saturdays. This dramatically limits availability for businesses that operate on a 24/7 basis. The lower-tiered plans can get support through the broader community, online forums and blog articles only.
Starting from $19/month
- The scheduling module works great for those who want to automate their internal workflow with clients
- The invoicing and billing systems are enough for smaller and medium-sized businesses. However, it lacks features for advanced users
- Poor customer service
vcita is an online business management and client engagement system designed to help industry newcomers grow. The software is a no-brainer for appointment-based businesses, as it automates client bookings, reminders, and payments. For example, its appointment booking feature allows clients to book services online 24/7. It’s much easier for busy professionals than playing email tag or waiting on hold.
Business owners or people looking for ways to make payable offers to their clients will find vcita’s proposal feature helpful. The booking works in 4 simple steps:
- Create a free account
- Add services and availability
- Add the scheduling button to your professional social media
- Start getting appointments
Due to affordable pricing and a relatively easy-to-use interface, vcita has recently gained popularity. From lead capture to payments, the software helps businesses juggle it all without breaking a sweat.
The decent set of features makes vcita a starting point for contractors looking for an intuitive and budget-friendly solution. It can help you keep all your work-related notes and everything else in one place.
The invoicing and billing system is enough for smaller and medium-sized businesses. However, the platform lacks more advanced and technologically enhanced solutions for bigger companies.
Starting from $149/month
- Simplified search through previous invoices
- Smooth integration with internal ERP systems
- Some users report the system logs them out after two minutes of inactivity
- Lacks integrations with other financial platforms
- Pricing is relatively high
Tipalti is a web-based platform that provides accounts payable and invoicing solutions for businesses of all sizes. The software is particularly beneficial if you need a simple and fast way to manage your invoices. Tipalti often stands out from the crowd due to its popularity across various industries.
For instance, eCommerce retailers can eliminate overstocking and overspending by investing in the platform’s purchase order matching. The module reduces waste and helps businesses get more bang for their buck.
If your business needs help with bulk payments, Tipalti can automate them easily. The software is also equipped with a fraud prevention system, which makes it a safe investment.
The pricing is on the higher end compared to industry competitors. Starting at $149/month, Tipalti Express offers the basic features businesses need to streamline their invoicing process. The platform handles tasks such as filling W-8 tax forms, international tax IDs, entity payables, etc. This may not be necessary for smaller businesses or solopreneurs, but if your business requires a comprehensive solution, Tipalti is definitely worth considering.
Starting from $5.99/month
- Device compatible
- Intuitive interface with a very short learning curve
- Limited options for report customization
- 3.5% card payment fees for Starter plan users
Invoice2go is a handy contractor invoice software that helps businesses save time on billing and invoicing. It’s an excellent suit for everyone, from electricians and plumbers to landscapers and roofers looking for a professional automated solution.
Three subscription plans are available for Invoice2go users. Each comes with a 30-day trial and a money-back guarantee:
- Starter: From $5.99/month
- Professional: From $9.99/month
- Premium: From $39.99/month
Pricing options are very flexible, which makes Invoice2go one of the most affordable tools on the market. Each option includes an optimal features package to satisfy each user’s corporate aspirations.
For example, the Starter plan allows users to customize invoices, accept online payments, use the Instant Website feature and access chat support. However, there are several downsides. The card processing fee is high at 3.5%, and users can create only two monthly invoices.
The Professional and Premium plans offer additional features, such as recurring invoicing, contract management, and automatic late fees. Professional plan users can issue up to five invoices per month. Still, the card processing fee drops to 3% for them.
On the other hand, Premium plan users have unlimited monthly invoices and are charged a lower credit card processing fee of 2.9%.
The platform is device-friendly, which means you can access it from a PC, laptop, or smartphone. The software is also straightforward to use – even those with no tech-savvy will be able to get the hang of it quickly.
The status tracking feature is one of the most significant selling points, as it allows businesses to keep an eye on their invoices at all times. Also, with the updated reminder system, you’ll never have to worry about late payments again.
Starting from $10/month
- Well-developed B2C capabilities
- Intuitive mobile application
- Poor customer support
- Complex pricing options
Sage Business Cloud Accounting, or simply Sage, is a cloud-based accounting platform with B2B and B2C capabilities. The software is a great choice for businesses that need to manage their finances from one place.
The pricing may confuse newcomers, as various options depending on business size. Pricing also changes according to the number of employees a company has. Below are the two subscription plans available for accountants:
- Sage Accounting Start: $10/month supporting only one user
- Sage Accounting: $25/month supporting multiple users with more advanced features and integrations
The invoice management feature helps users create invoices, send them to customers, vendors or subs, and track the payment process. Paid invoices then sync with your corporate bank accounts. The platform has an advanced toolset for automated invoicing, expense tracking, stock management and other accounting needs.
Sage also offers a mobile application that lets users record expenses, track invoices, and approve payments on the go. It’s a considerable privilege over its competitors, as not all have a mobile application.
Accounting integrations make Sage a perfect tool for businesses that want to manage all their finances in one place. The software integrates with such platforms as Gusto and Zapier.
Additionally, businesses can use the software to get real-time insights into their finances and manage customer communications. Although poor customer service may sometimes be an issue, overall satisfaction with the product is high.
Starting from $6/month
- Intuitive dashboard design
- Designed for freelancers, solopreneurs and small businesses
- Lacks a smooth interface
- Pricing strictly depends on the number of clients a business has
With its intuitive design and excellent customer support, FreshBooks has a well-deserved place on the market. It’s an all-in-one accounting solution for micro-businesses and freelancers looking for sleek and time-saving solutions.
FreshBooks is designed to save time via automated billing and effortless team collaboration. The software is equipped with sales tax tracking and reporting features. This makes it a suitable choice for businesses operating in multiple states.
At the time of publication, there is an extra 60% off offer for the first four months of the subscription. This helps businesses get started with the platform quickly and affordably:
- Lite: $15/month ($6/month for 4 months)
- Plus: $30/month ($12/month for 4 months)
- Premium: $55/month ($22/month for 4 months)
- Select: Develop a custom pricing option with the support team
Consistency is the key to a good user experience, and FreshBooks understands that. If you wonder whether this option is suitable for your business, consider that FreshBooks was initially designed for freelancers and small business owners. It doesn’t offer much in terms of enterprise resource planning, (ERP) but is an excellent solution for businesses with limited staff and resources. Other options listed today may be a better fit for you if you are looking for more customization and smoother integrations with leading business management platforms.
With so many positive sides, one thing may put some users off. People claim the updated interface lacks the convenience of the previous version. Another thing to consider is that the pricing is not fixed and depends on the number of clients a business has. This can significantly affect the bottom line, so it’s something to keep in mind.
Starting from $49/month
- Simple to set up and use
- Split the payments across multiple projects
- Complex business verification process
Excellent for small and midsize businesses, Bill.com is an account payable and receivable platform. Bill.com is designed to streamline the billing process and help companies save time on administrative tasks. It helps business owners and accountants improve visibility and strengthen control over cash flow.
The software is also frequently used by businesses to manage expenses. With Bill.com, businesses can keep track of employee spending, monitor billable hours, and create invoices.
The pricing strategy strictly depends on the type of business activity. The Bill Accountant Partner program is worth $49/month, with a complete package of features to grow your practice. One-on-one coaching sessions with an account manager help newcomers get started quickly and effectively.
Options are available for businesses looking for specific features. For instance,
- Essentials: $45 user/month – Suitable for paying or receiving bills
- Team: $55 user/month – Suitable for paying or receiving bills, comes with additional integrations
- Corporate: $79 user/month – Suitable for both paying bills and getting paid
Bill.com is a versatile platform allowing customers to log into a password-protected dashboard to view or pay the invoices a company has sent them. This makes it a comfortable solution for those looking for a one-stop invoicing platform.
Tracking a vendor’s history with the software is another handy feature that makes it easier for businesses to make well-informed decisions about future payments. The website has accounts payable and receivable functionalities. That said, Bill.com can also provide detailed audit trails for both types of transactions.
Businesses looking for an all-in-one accounting solution will find this software very helpful. However, one of the downsides of Bill.com is that the business verification process can be complex and time-consuming. This is especially true for users without an accounting background.
While looking for the best contractor invoice software for your business, it is essential to consider your company’s needs and what exactly you are looking for in contractor invoicing software. Paying closer attention to each platform’s hidden fees, features, ease of use, and integrations will help you make an informed decision and choose the right software for your business.
Due to its user-friendly and highly versatile design, Buildern and its advanced accounting integrations with Xero and QuickBooks have become one of the market’s most popular construction management platforms. Not only is it suitable for businesses of all sizes and in all industries, but it’s also the ultimate project management solution helping general contractors and construction firm owners save time and money. The customer support team works hard to assist each client’s inquiries, ensuring the software meets their specific requirements.
Buildern offers a free trial to test-drive the software and see for yourself whether it’s the right fit for you!