Agency Billing Software: 5 Tools You Should Give a Try
- Client billing software automates invoice and payment tracking, sends notifications for overdue invoices, and provides instructions for failed recurring payments, allowing small business owners to focus on more important tasks.
- Must-have features of client billing software include native payment integrations with processors like Stripe and PayPal, automated late payment reminders, and integration with accounting software.
- Service Provider Pro is recommended as the best billing and invoicing software for agencies, offering features such as recurring billing, order forms, downloadable invoices, and many integration options.
What is the best way to bill clients if you’re an agency owner? Some still rely on Excel templates, but can you imagine manually filling those out, and sending invoices via email?
As an agency business owner, you shouldn’t spend time on tedious tasks that can be automated, which is why you should use a solution that handles them for you. But which agency billing software is the best one, what kind of payment gateways do they support, and which features set are a must-have?
I will introduce you to five different tools and include a detailed comparison so you can choose one that fits your business.
What is an agency billing system?
A billing system is usually a way or software used to send invoices to clients, track their payments, and ensure that a company is paid for their services. These days, invoicing and billing is automated, meaning that once an invoice has been issued, the software sends payment reminders if the invoice is not settled. For this to work, modern invoicing tools connect to payment processors that send events upon successful payments.
A big advantage of using billing software for your agency is that it takes admin time away. Instead of manually keeping an eye on invoices and chasing invoice payments, you can focus on more important tasks.
Here are the top advantages of using a billing software:
automated invoice and payment tracking
notifications when invoices are overdue
instructions sent to clients for failed recurring payments
better and more detailed reporting for your team
detailed revenue and team analytics
Must-have agency billing software features
Before you jump on the first invoicing solution you come across, first think about the features your customers require, and what you need for easy invoice management.
Invoice and collect payments automatically and on time.
This question can be answered by looking at your current invoicing procedure. What is lacking, what takes too much time, and what is downright annoying?
Regardless if you already have an invoice app that you use and are looking to switch, or you’re just starting your agency, here are must-have features to look out for:
Native payment integrations: Direct integrations with payment processors such as Stripe and PayPal are a must. They assure that payments are always handled with care.
Late payment reminders: Nobody should be chasing invoice payments these days. Instead, the software should handle automated reminders that ask clients to pay an invoice.
Integration with accounting software: Freelancers and small business owners appreciate it if the billing software comes with accounting features, or can at least connect to popular account software.
Personalizing invoices: The software you choose should allow you to adapt invoices to your agency’s branding, including your logo, notes, and colors.
Time tracking: Agencies often have to track billable hours, so time tracking should be included. If not, the billing software should at least be able to tap into time tracking software such as Clockify.
Other invoicing features that are nice-to-have include sending proposals, being able to collect contract signatures.
5 agency billing options
Service Provider Pro
Invoice and collect payments automatically and on time.
From manual invoicing to fully automated invoice issuing: SPP is the best billing and invoicing software for agencies. Set up recurring billing by defining services your clients can purchase, make it easy to check out via an order form, and let your clients download invoices from their dashboard.
These days, the billing and invoicing process should be easy, and with SPP it is. Those looking to integrate with external tools, such as accounting software, can even use our API to generate invoices. Plus, there are webhooks and a Zapier integration for all your automation needs.
Details | |
|---|---|
Best for | Agencies offering productized services (e.g., SEO, marketing). |
Features | Client portal, automated invoicing, project management, subscription management, team access. |
Pricing | Starts at $129/month. |
Limitations | Higher starting price; designed primarily for productized services. |
Zoho Invoice
Zoho has multiple products, one of which is this free invoicing software for small businesses. Compared to Service Provider Pro, Zoho Invoice targets freelancers and small businesses that have to invoice manually for their services. There are multiple handy features they can make use of, such as time and expense tracking, quote creation, and the possibility to connect a payment gateway.
Details | |
|---|---|
Best for | Small to medium-sized agencies needing customizable invoicing tools. |
Features | Customizable templates, automated reminders, time tracking, multi-language/currency support. |
Pricing | Free for basic use; paid plans under Zoho Books range from $20-$70/month. |
Limitations | Advanced features may require integration with Zoho Books; limited third-party integrations. |
Square Invoice
Compared to Zoho, Square Invoice targets businesses that have higher requirements when it comes to invoicing. The software helps you manage payments faster by allowing you to create batch invoices. You’re even able to automatically convert an accepted estimate into an invoice.
With that said, most of these features require the paid subscription, and are not available on the free plan. Some of the free features include contracts with e-signature and estimates.
Details | |
|---|---|
Best for | Creative agencies, small service providers, and event planners. |
Features | Mobile-friendly invoicing, recurring billing, ACH payments, customizable templates. |
Pricing | Free to create invoices; 2.9% + $0.30 per transaction for credit cards. |
Limitations | Limited advanced automation features; mainly focused on payments, not full client management. |
PayPal Invoicing
Not only is it an online payment processor, PayPal also have a solution for invoicing. It doesn’t require a PayPal account, as the invoices you send can also be paid via a credit or debit card. Similar to Square, you start by sending estimates that, upon approval, are converted into invoices.
Compared to the other solutions, PayPal is the only one that supports Venmo, a popular payment method in the United States.
Details | |
|---|---|
Best for | Freelancers and agencies already using PayPal for transactions. |
Features | Simple invoicing, international payments, recurring billing, built-in payment gateway. |
Pricing | Free to create invoices; transaction fees vary (e.g., 2.9% + $0.30 for U.S. payments). |
Limitations | High transaction fees for some regions and currencies; limited customization options. |
Stripe Invoicing
Similar to PayPal, Stripe is one of the most popular payment processors around. You’re able to create and send invoices within minutes once your Stripe account has been set up and verified. The biggest benefit of using Stripe Invoicing is that you can accept many different payment methods, depending on the origin of your Stripe account.
Stripe is a great solution for everyone who operates internationally and wants to make it easy for their customers to pay an invoice.
Details | |
|---|---|
Best for | Tech-savvy agencies and businesses handling high transaction volumes. |
Features | Customizable invoices, recurring payments, detailed analytics, API integrations, global reach. |
Pricing | Free to create invoices; transaction fees are 2.9% + $0.30 per successful card charge. |
Limitations | Steeper learning curve for non-technical users; additional features may require custom coding. |
Best invoicing software FAQ
Which is the best software for agency billing?
Service Provider Pro is the best overall software for agencies looking to get all their billing needs solved. Those looking for a free solution can consider Zoho Invoice or Square Invoice.
What is important when it comes to agency billing?
Billing should be mostly automated. If you ask clients to pay upfront, invoices should be issued automatically, which is how SPP.co handles the process. You can still issue invoices manually, and they are marked as paid upon successful payment.
How do I choose the best invoicing software?
Consider your needs and choose the best billing software depending on your criteria. If you need to send proposals, make sure that the chosen tool supports it. If you want to save money, a free billing software might be the best solution.
Conclusion
It’s hard to choose the best invoicing and billing software for agencies, but one thing is clear. Service Provider Pro is serving hundreds of agencies that rely on our billing features every day. Those who do a lot of manual invoicing and rely on proposals should take a look at other solutions that fulfil that need. For everyone else, SPP.co can automate your billing and invoicing so you can focus on more important tasks.
