Choosing the Best E-Invoice Software: Features and Comparisons

Looking for the best e invoice software to create and send clear, professional PDF invoices? This blog will help you choose the right one for your business.
Manual invoicing often leads to delays, errors, and extra work. As your business grows, you need a reliable system that saves time and makes billing easier.
At PDF Invoicing, we offer simple tools that help freelancers, small businesses, and startups send branded, tax-ready PDF invoices in just a few steps.

In this blog, you’ll learn:

• The most useful features in e invoice software
• A comparison of top tools available today
• How to pick the software that fits your business needs

Key Features to Look for in E-Invoice Software

Not all e-invoice tools are the same. Some are basic. Some offer too many options that most small businesses don’t even need. That’s why it’s important to know what features truly matter when choosing the best e invoice software.

Below are the most important features to look so you can make the right decision:

1. Easy PDF Invoice Creation

The software must allow you to create professional invoices in PDF format quickly. You should be able to add:

• Your business name and logo
• Client details
• Service or product list
• Taxes and totals

The layout should be clean, and the final invoice should be ready to download or email as a PDF instantly. This makes your billing process smooth and keeps your invoices looking professional.

PDF Invoicing helps you create high-quality PDF invoices in less than a minute. Everything is pre-designed, just fill in the details and click send.

2. Custom Branding Options

Your invoice is part of your brand. That’s why your e-invoice software should allow:

• Uploading your business logo
• Customizing fonts and colors
• Adding a signature or footer message

These small details make your invoice look trustworthy and polished.

3. Automatic Tax Calculations

Manual tax calculations can lead to mistakes. A good e invoice software must:

• Let you add tax rates (like GST, VAT, etc.)
• Automatically calculate total amounts
• Show clear tax breakdowns on the PDF

This saves time and ensures you stay compliant with tax rules.

4. Multiple Currency and Language Support

If you work with international clients, the tool should allow:

• Different currencies (USD, GBP, PKR, etc.)
• Language settings (so your client understands the invoice)

This makes your invoices easy to understand and pay.

5. Recurring Invoices

If you charge clients every week or month for the same service, you shouldn’t have to create a new invoice each time.

Choose software that lets you set up automatic, recurring PDF invoices. The system will handle everything for you.

6. Online Payment Options

A great invoice isn’t just for showing charges it should also help you get paid faster.

The software should allow:

• Adding payment links (PayPal, credit card, bank transfer)
• Including a "Pay Now" button on the PDF
• Tracking if the payment is done or still pending

PDF Invoicing allows easy payment link integration so your clients can pay in seconds.

7. Invoice Tracking and Reminders

Your software should notify you when:

• A client has opened your invoice
• Payment is late
• A reminder needs to be sent

This way, you never lose track of unpaid invoices again.

8. Mobile Access      

Business owners often work from different places. The e-invoice software should work on both computer and mobile, so you can send and manage invoices anytime, anywhere.

• Desktop computers
• Mobile phones

You should be able to send and manage PDF invoices anytime, anywhere.

9. Secure and Reliable

Client billing data is sensitive. E-invoice software must offer:

• SSL encryption
• Data backup
• Privacy controls

This keeps your business data and client information safe.

10. Free Templates and Document Tools

Good software also provides extra tools like:

• Ready-to-use invoice templates
• Quotation and proforma invoice formats
• Downloadable reports

Want to make a proforma invoice easily? This helpful guide shows you what to include and gives free templates to start right away.
Proforma Invoice Format: Essential Elements and Free Templates
 

E-Invoice Software Comparison: Which Tool Fits Your Business?

Choosing the right e invoice software depends on what your business needs. Below is a real-world comparison of popular e-invoicing tools, focusing on what they offer, what they don’t, and who they’re best for.

1. PDF Invoicing (Best for Quick, Professional PDF Invoices)

If your top priority is sending clean, ready-to-download PDF invoices with your branding without wasting time on setup  then PDF Invoicing is made for you.

Key Features:

• Ready-to-send PDF invoice templates
• Add logo, custom notes, and tax fields
• Supports online payments and client tracking
• Simple dashboard with zero learning curve
• Works smoothly on mobile and desktop
• Offers proforma invoice tools and recurring billing

Perfect for: Freelancers, consultants, small teams
Why choose: No complex setup. Just fast, smart billing.

2. Zoho Invoice (Good for Growing Teams)

Zoho Invoice is part of the Zoho suite, offering many features beyond invoicing. It’s more powerful than basic tools but may feel too complex for very small businesses.

Key Features:

• Recurring invoices
• Time tracking for projects
• Customizable invoice formats
• Client portal for communication

Drawbacks:

• Some features are locked behind other Zoho apps
• Can feel heavy for users who only need invoicing

Best for: Growing teams with admin or finance staff
Price: Free plan available

3. Wave (Best Free Tool for Basic Needs)

Wave offers free invoicing and accounting for small businesses. It’s a good option if you’re just starting out and need something simple.

Key Features:

• Unlimited free invoices
• Basic PDF formatting
• Accepts payments through Stripe
• Basic reports and expense tracking

Drawbacks:

• Design options are limited
• Customer support is only paid
• Not ideal for growing teams or branding

Best for: Freelancers with less invoicing needs
Price: Free (but processing fees apply for payments)

4. FreshBooks (Good for Service-Based Businesses)

FreshBooks combines invoicing, project management, and time tracking in one platform. It’s great for service businesses that bill by hours or projects.

Key Features:

• Branded invoices with time tracking
• Client estimates and proposals
• Payment reminders and reports
• Supports taxes and recurring billing

Drawbacks:

• More expensive than others
• May offer more than you need

Best for: Agencies, consultants, designers
Price: Starts from $17/month (USD)

5. QuickBooks Online (Best for Businesses Needing Accounting + Invoicing)

QuickBooks is a full accounting solution that includes invoicing. It’s powerful but not for everyone especially if you only want PDF invoice features.

Key Features:

• Advanced tax and accounting features
• Invoicing tied to full bookkeeping
• Accepts online payments
• Auto payment reminders

Drawbacks:

• Complex setup
• Requires accounting knowledge
• Not focused on just PDF invoice needs

Best for: Businesses that need accounting + invoicing in one place
Price: Paid plans only (no free plan)

How to Choose the Right E-Invoice Software

Not every business needs the same features in e-invoice software. What works for a large company might not work for a freelancer or small business. That’s why it’s important to choose a tool that fits your specific billing needs.

Here’s a simple steps to help you pick the right e-invoicing software that matches how you work and grow.

Step 1: Know What You Need

Start by asking:

• Do I send invoices daily, weekly, or monthly?
• Do I need to send invoices in PDF format only?
• Do I want to include online payment options?
• Is branding important to me?
• Am I managing one-time or recurring clients?

If your answer includes “yes” to PDF invoices, quick setup, and payment links then you already know the right direction.

Step 2: Look for Simplicity

Complex tools can waste time and slow down your billing process. If you’re a freelancer or small business, choose software that:

• Doesn’t require training
• Works on mobile and desktop
• Creates invoices fast

PDF Invoicing was built with this exact need in mind, simple invoicing with professional results.

Step 3: Compare Support and Costs

Free tools often have limits or charge for basic features like reminders or templates. Look at:

• Does the tool offer live chat or help articles?
• Is the paid version affordable?
• Are updates included?

PDF Invoicing offers low-cost, transparent pricing with all key features, no hidden fees.

Step 4: Try Before You Buy

Always test the software before fully switching over. Use the free version or trial to check:

• How fast can you create a PDF invoice?
• Can you customize it with your brand?
• Is the payment process smooth for your clients?

With PDF Invoicing, you can try it right away with zero setup. Just log in, add your business info, and start sending PDF invoices in minutes.

Conclusion

Choosing the right e invoice software doesn’t need to be complicated.If you’re a freelancer, consultant, or small business looking for fast,  PDF invoicing with branding, tax, and payment tools  then  PDF Invoicing is the best, simple, and affordable choice.

You don’t need a complex accounting tool to send a professional invoice. You just need one that works and that’s what PDF Invoicing is built for.

FAQs: Choosing E-Invoice Software

1. What is e invoice software?

E-invoice software is an online tool that helps you create and send invoices digitally. You can fill out customer details, add items or services, apply tax, and download the invoice as a PDF. Many tools also offer features like online payments, invoice tracking, and branding to make your business look more professional.

2. What makes PDF Invoicing better than free tools?

Most free tools only offer basic invoices with limited features. PDF Invoicing gives you more control, you can add your logo, customize invoice fields, include tax details, and even attach payment links. It’s easy to use, works fast, and gives your business a professional look without the usual setup hassle.

3. Can I add payment links to my invoices?

Yes, you can. With PDF Invoicing, you can include payment options like bank transfer, PayPal, or any custom link. This makes it easier for your clients to pay directly from the invoice, which helps you get paid faster and on time.

4. Do I need accounting knowledge to use it?

No, not at all. PDF Invoicing is built for business owners who don’t have a finance background. The layout is simple, just add your details, choose what to include, and the system handles the rest. Anyone can use it without any training.

5. Does it support multiple currencies and languages?

Yes. You can select the currency that matches your client’s country, and you can also edit the language used on the invoice. This is helpful if you work with international clients or need to send invoices in different formats.

6. Can I track if a client has paid or not?

Yes, PDF Invoicing gives you updates when an invoice is opened or paid. You can check the payment status inside your dashboard. This helps you stay organized and follow up only when needed, no guessing.