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      All Features

      Freelancer? Small business?
      Features to get you paid, fast.

      Expenses, Vendors, PO's

      Manage & re-invoice expenses, track vendors & purchase orders.

      Invoicing, Quotes, Payments

      Tools to run your business, invoice clients & get paid.

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      Create projects, tasks, track billable work-hours.

      Connect Bank & Financial Accounts, Sync Transactions

      Automatically import bank, credit card and PayPal transactions.

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      Accept credit cards, ACH, PayPal & more

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      Beautifully designed invoice templates

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      With Invoice Ninja, the answer is always yes!

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      50% on referrals for 3 years!

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      Tools to run your business, invoice clients & get paid.

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How Long Does a Contractor Have to Submit an Invoice?

  • June 12, 2023

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Most of us who are self-employed freelancers get paid by submitting invoices to our clients. The process of creating an invoice can be tricky and frustrating, especially if you’re using outdated software like spreadsheets or other legacy software solutions. 

This can lead to a sense of dread around creating an invoice, which can lead to invoices going unsent for weeks or sometimes months. Alternatively, you may have forgotten to send an invoice to a client for a one-off project from months ago. Is it too late? At what point does an invoice become invalid?

There are better and more modern solutions, such as Invoice Ninja with our invoice templates for graphic designers and more. First, let’s discuss sending invoices in a timely manner. 

Invoices Can Expire (Sort Of)

Let’s just get this out of the way—an invoice is payable so long as there is a customer willing to pay it. So, even if it’s been six months or six years, it never hurts to send an invoice to a customer with an apology and ask for the invoice to be paid. With any luck, the customer will uphold their end of the bargain and pay your invoice. 

Six years is the federal statute of limitations on an invoice–this means that invoices outstanding can be collectible for up to six years. However, that’s from the date the invoice was provided to the customer, rather than the date the goods or services were provided. 

For this reason, it’s best practice to submit invoices to your customers as soon as possible. If you can’t provide an invoice immediately, you should at least set aside time each month to process your invoices in a batch. This way, your invoices are being sent out on a monthly basis or within thirty days, which is a generally accepted time frame when it comes to how freelancers collect payments. 

The Ball Is in Your Court

As a contractor, it is often up to you to choose the payment terms and terms of service and stipulate them clearly on your invoice. The language used for this is often something similar to “all payments must be made within thirty days, and payments not made within thirty days are subject to a late fee of “XX” each week/month until such time as the payment is made.” 

Concisely explaining the terms of payment and when the payment is expected are entirely your responsibility as the freelancer. Anything not expressly agreed to by the customer is not an enforceable contract, so make sure you put it in writing. 

Skip the Headache With Invoice Ninja

With Invoice Ninja’s intuitive and easy-to-use online invoice creation tools, you can create beautiful invoices for your customers in seconds. Simply choose an invoicing plan that works for you, from our free options all the way to our Pro and Enterprise offerings. We have something that can help every size of business streamline their invoicing and payment solutions. 

Whether you need to write an invoice for an interior designer or submit a quote for your customer to examine, with Invoice Ninja, you can provide your customer a quote for your work on the spot. With a single click of approval from the customer, the quote becomes a payable invoice. 

With another click, the customer can pay your invoice, and they’ll automatically receive notifications as well as a receipt. Through our wide network of approved payment providers, your customers will have a wide variety of payment options to make sure your invoices get paid as quickly and as easily as possible. 

You’ll receive a notification the second a customer pays an invoice. You’ll even be able to see if they’ve examined your invoice yet!

Never miss a payment with our automated email reminders that get sent out to customers who’ve invoices have gone past due. Forget about chasing payments and start chasing your dreams. 

In Conclusion

As a freelancer, after you’ve done all the hard work, the part that gets you paid should be easy. Let Invoice Ninja help you design and send beautiful invoices, so you never again have to worry if you’ve waited too long to send an invoice.

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Additional Users Activity Notification Settings

Enterprise Ninja

As part of the Invoice Ninja Enterprise plan you can create additional account users, set permissions of what additional account users can view/create/edit, and receive notifications for actions taken by users!

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Allow your clients & vendors to upload documents in their client/vendor-side portal to keep all agreements organized and accessible!​

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As part of the Invoice Ninja Enterprise plan you can create additional account users, set permissions of what additional account users can view/create/edit, and receive notifications for actions taken by users!

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Enterprise Ninja

We understands that automating transaction imports are a huge asset when it comes to getting paid and staying organized.

Invoice Ninja has partnered with Yodlee, a specialist provider of secure bank data connections, to offer bank, credit cards, and PayPal transaction data syncing.

  • Import Bank & Card Transactions
  • Match Deposits to [Multiple] Invoices
  • Match Withdrawals/Expenses to Vendors
  • Enable “Autosync” download transactions

 

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The Invoice Ninja Enterprise Plan allows you to create a custom URL “Invoicing.YourCompany.com” for your clients portal to view & pay invoices online!

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Enterprise Ninja

The Invoice Ninja Enterprise Plan allows you to attach proposal files, agreements, design work files, all types of documents to your invoices & client-side portal!

Upload & attach .doc, .ppt, xls, .jpg, .png, .pdf files, and more, all together with your client’s invoices & client-side portal!

Files can be attached to your company for all clients to see, attached individually per client, or attached individually per invoice &/or expense!

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Customize your client portal URL to match your branding YourBrand.Invoicing.co

Build trust by showing your branding when clients click to view their invoices & client-side portal online!​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Enable third-party apps to create invoices within your account.

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Automated Workflow

Ninja Pro Features

Use the power of Zapier, Make, Pabbly, Integrately to integrate with Invoice Ninja with hundreds of apps to automate workflow!

With Zapier you can integrate your Invoice Ninja with thousands of other apps. and streamline your cross-app workflow with smooth automated functions.

With Make you can connect Invoice Ninja to your favorite apps & services. Just create a scenario that will watch for new data being created in a specified app and it will automatically trigger actions in Invoice Ninja, or vice-versa!

See all automations here!

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Custom Reminder Emails

Ninja Pro Features

The Invoice Ninja Pro Plan allows you to create custom email reminders based on the invoice date or invoice due date. Define date parameters to remind your clients before or after invoices are due to ensure you GET PAID!

Set “First, Second, Third” or “Endless” reminders to ensure invoices are not overlooked and you get paid faster!

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Custom Invoice Email Design

Ninja Pro Features

Email our great looking invoice emails by using existing “Light”, “Dark”, or “Plain” invoice email design templates, or create your own!

Invoice emails are 100% customizable! Use dozens of available variable options to ensure your emails are customized per client with custom values!

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​Set​ a ‘BCC’ Address for Invoice & Quote Emails

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Do you need others in your company to get notified that invoices were sent out, but don’t need everyone to see? ​Include additional company members for email “BCC” notifications when invoice emails are sent to clients.

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Custom Invoice & Quote Number Sequencing

Ninja Pro Features

The Invoice Ninja Pro Plans allows you to create custom invoice number sequencing for invoices, quotations, payments, and clients by using dozens of available dynamic variables provided in your account!

Custom number sequencing, include date formatting, custom client ID’s, more!​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Automatic Late Fees on Unpaid Invoices

Ninja Pro Features

Looking to motivate clients to pay on-time? Set up invoice late fees that apply automatically when invoices pass their due dates. You can set up late fees as a percentage % of the invoice or as a flat $$$ value. 

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Create Reports, Accounts Aging & Client Statements

Ninja Pro Features

The Invoice Ninja Pro & Enterprise Plans offer extremely robust reporting options:

  • Client Reports
  • Contact Reports
  • Document Reports
  • Invoice Reports
  • Invoice Items Reports
  • Payments Reports
  • Product Library Reports
  • Profit & Loss (P&L) Reports
  • Tasks Reports
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Each report’s data can be grouped in various methods with custom date parameters defined. Reports can then be exported as a CSV file for further review/use.

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Enable Invoice Approval Checkbox or Client Signature

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Ensure that you document client agreements! With the Invoice Ninja Pro & Enterprise plans you can require an “Approve Terms of Business” checkbox or enable an e-signature in order for your clients to approve quotations or access to the payment page from invoices.

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Customize Email Subjects & Body Text

Ninja Pro Features

Ensure that your emails are opened! The Invoice Ninja Pro & Enterprise Plans allow you to create custom email subject lines & body templates for every aspect of your account: 

  • Invoice emails
  • Payment emails
  • Partial Payment emails
  • First, Second, Third Reminder Invoice Due emails
  • Custom emails!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Fully Customizable Invoice Template Designs

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Pro & Enterprise Accounts have 11 invoice template designs to start with! You can then create custom designs based on any template giving you true creative freedom!

​

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Attach Invoice & Quotations PDFs to Emails

Ninja Pro Features

Many clients want their invoice PDF with the first email! Enable attaching quotation & invoice PDF’s to all client emails sent out!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Create Client Subscriptions: Recurring & Auto-Billing

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Create Client Subscriptions: Recurring & Auto-Billing Subscriptions.

 

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Create "Client Groups" Workflow Settings

Ninja Pro Features

Show different company logos & contact details to different client groups, configure different payment terms to different client groups, use different languages to different client groups, many use cases!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Send Invoices & Quotes via Gmail & MSN Accounts

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You can email invoices, quotes, & payment reminders via your Gmail or MSN accounts! This ensures that your clients experience a truly branded experience and see your company name only!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Create Custom Fields & Invoice Designs

Ninja Pro Features

Create custom fields on your quotes & invoices!

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  • Drop-down options selector

Up to 4 custom fields per section: Client fields, Product table columns, Invoice data, more! 

​

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Link Multiple Companies (x10) with 1 Login

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Interlink up to 10 companies! With 1 log-in you can access your accounts and move between companies with 1-click!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Live .PDF Invoice Preview

Forever Free

View your invoice PDF’s as they are created in real-time! Ensure that everything looks amazing before emailing them out for payment!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

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Overpayment & Underpayment Settings

Forever Free

Enable ability to overpay/underpay an invoice.

“Underpaying”: Set a minimum amount that you will accept and your clients can underpay an invoice with an amount they choose, within your defined minimum limit.

“Overpaying” allows clients to send a tip!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

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Localization of Language & Currency Settings

Forever Free

Invoice Ninja supports dozens of languages, currencies, time & date formatting options, and much more.

You can can also customize any labels/wording used within your account. Examples of common changes are “Invoice” to read “Tax Invoice” and “Quotation” to read “proforma”. You can customize everything within your account!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Vendor Purchase Orders

Forever Free

Create Purchase Orders to email out to your Vendors. When PO’s are approved they are then be converted into Expenses! Expenses can be rebilled to  clients or used to run reports!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Kanban Boards to Manage Projects

Forever Free

A Kanban board is a project management tool which provides a visualization of single or multiple tasks & workflows. It’s a tool based on a work philosophy originating in Japan which emphasizes focus on one particular task at a time over a multitask approach, as well as the benefits of collaboration.

Kanban boards are designed to make planning, managing, and completing tasks easier thanks to a visual overview of the entire work process. You get to see what needs to be done, when it needs to be done, who needs to do it, and how much is left to do, all on one color-coded board.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

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Multiple Contacts Per Client

Forever Free

When quoting or invoicing your client, you may need to include multiple contacts to receive your quotes & invoices. Sales, billing, management teams? You can create multiple contacts per client to ensure all emails sent are seen by the correct people to get you paid!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

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Custom Payment Instructions

Forever Free

If you don’t wish to integrate with our existing payment gateway integrations for online payments, you can create custom instructions for your clients to see! The most common is providing bank details/wire instructions.
 
-Navigate to Settings>Online Payments, click “Configure Gateways”
-Click the “+” and select “Custom” under the option of providers.
-You can then put into place instructions for your clients.
 
With this option, when your clients click “Pay Now” on the invoice, your custom payment instructions will pop-up!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 
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Enabling/Disabling Nav Modules

Forever Free

Add or remove “modules” from your account navigation & client-side portal. 

  • Invoices
  • Recurring Invoices
  • Quotes
  • Credits
  • Projects
  • Tasks
  • Vendors
  • Purchase Orders
  • Expenses
  • Recurring Expenses
  • Bank Transactions

Only add those modules to the navigation that you’re using, to increase efficiency and streamline your account navigation!

​

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Focus on doing what you love.​ We’ll help with the invoicing​:)

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Create Taxes per Invoice Total or per Invoice Line-Item

Forever Free

Powerful tax settings.

  • Create up to 3 separate tax rates per invoice total.
  • Create up to 3 separate tax rates per individual invoice line-item!

You may have line-items (services or products) that are tax exempt, others that require taxation. You can create multiple tax situations per client or invoice! 

Invoice Ninja also supports creating inclusive & exclusive taxes per client as needed

  • Exclusive taxation: $100 + 10% = $110
  • Inclusive taxation: $100 + 10% = $100 ($90.91 + tax $9.09)

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Enable/Disable Recurring When Cloning

Forever Free

Save time by cloning invoices within a client, or clone an existing invoice to a new client! You may wish to clone a invoice from one client to another and set up the new invoice as recurring with auto-billing, or vice versa! 

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Setup Automatic Credit Card Gateway Fees

Forever Free

You may wish to pass along your credit processing fee to your clients if they pay by credit card, or simply to encourage your clients to pay by ACH bank transfer! Set up automatic fees at your discretion or enable the fee to auto-match your gateway fee!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

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Bulk Emailing Invoices & Quotations

Forever Free

If you wish to semi-automate emailing out invoices & quotes to your clients, utilize the bulk send feature! Simply select all the invoices & quotes and click “Send” and your account will automatically que them up to go out! 

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Multiple Currencies & Languages

Forever Free

Invoice Ninja supports dozens of languages & currencies!

You can set different languages & currencies per client! Is your account in English, but it would be nice if your French speaking clients saw their client portal in French or Spanish speaking clients seeing payment instructions in Spanish? We have you covered!

Languages and currencies can be set per individual client!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Importing Expenses & Vendors

Forever Free

Keep all records up to date & run accurate reports by importing Expenses. Expense importing can be done manually anytime, or you can automate it with our new banking Yodleee integration!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Item & Product Library System

Forever Free

Why waste time typing? Create product & services in your Product Library! When creating invoices simple click from the line-item selector to quickly populate invoices and email them out!

Your product library also works (optionally) together with the Inventory feature! You can define the # of inventory stock available and when creating invoices the product library will reduce inventory levels and notify when you’re running low!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Alerts When Client Views & Pays Invoices

Forever Free

Want to know when your client clicks to view their invoice?

Set up notifications when clients view quotes, invoices, make payments, and also if a clients payment fails. 

If you have additional account users, you can also be notified when your User are creating and sending out quotes & invoices! 

Many notification options to keep you informed of all actions taking place within your account!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Projects, Tasks & Track Time

Forever Free

Task time-tracking allows you to accurately record every second spent on each individual task and quickly transfer timed data to the relevant invoice.

  • Create Project, Tasks, and Track Billable-Work
  • Convert Timed-Tasks to Invoices with 1-Click
  • Easily Categorize to Search Tasks & Projects

When you’re done with a task or series of tasks within a project, simply click and send your work-time to an invoice with 1-click!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Accept Deposits & Partial Payments

Forever Free

Do you require a deposit or down-payment from clients to commence your work?

Set partial payments/deposits with unique due dates for partial payments/deposits! After your client pays the partial payment the invoice will automatically update itself with the balance due and set the new final invoice due date.

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Approved Quotes Auto-Convert to Payable Invoices

Forever Free

Automate your workflow! When you email out quotations to your clients, they can “Click to Approve” the quotation which then converts the quote into a payable invoice!

Invoices can then be paid online with 1-click, and your account documents all steps!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Client-Side Portal & Invoices/Payments History

Forever Free

Every action your clients take is recorded and viewed into their client-side portal. 

Invoices, quotes, payments and more are tracked.

Uploaded documents, payment methods, client-profile – everything is accessible and recorded to ensure a smooth experience for you & your clients!

Your clients also have dynamic functionality to run their balance statements with custom date & data parameters!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Recurring Invoicing & Auto-Billing Clients

Forever Free

If you have clients that need to be billed again & again on a fixed schedule (weekly, monthly, etc…), Invoice Ninja offers auto-billing via the world’s favorite payment gateways:

  • Stripe
  • WePay
  • Braintree
  • Authorize.net​​
  • Mollie
  • GoCardless
  • Square
  • Eway Rapid
  • PayFast
  • Checkout.com
  • Paytrace
  • Forte

Auto-billing (AKA “token billing”) is a feature that enables the payments system to capture your clients’ credit card details and store them for billing at a future date. Token billing enables auto-billing, which means future invoices can be issued automatically. Invoice Ninja integrates seamlessly so you can enjoy all the advantages of token billing via your Invoice Ninja account.

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Track Inventory Levels

Forever Free

The inventory management feature works together with your “product library”!

Set inventory stock within your product library with threshold notifications. When you create invoices and populate invoice line-items, the inventory stock levels will reduce automatically! When your stock runs low the system will email you a notification reminder to stock up!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Invoice Template Designs

Forever Free

Beautiful well formatted invoices are critical to show clients that you mean business!

Invoice Ninja offers 11 invoice template designs. Free users have 4 free invoice templates, Pro & Enterprise user have all 11 invoice template designs.

Each invoice template can be customized with your company logo, colors scheme to match your brand, and detailed formatting customizations are also offered!

Give your clients a truly branded experience with your company by customizing your invoice templates to match your company branding! 

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Online Payment Gateways

Forever Free

Integrating your Invoice Ninja account with a payment gateway allows clients to pay their invoices with 1-click! 

The payment gateway processes the transaction in the background while your client never leave their Invoice Ninja client-side portal. Seamless! 

Integrate your invoices with: 

  • Stripe Payments
  • WePay Payments
  • PayPal Payments
  • Checkout.com Payments
  • Braintree Payments
  • PayFast Invoice Payments
  • Authorize.net Payments
  • Square Payments
  • Mollie Invoice Payments
  • Many more!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Upload your Company Logo

Forever Free

Providing your clients a branded experience is critical for professionalism and building trust. Upload your company logo to your preferred invoice template design.

All accounts, Free & Pro/Enterprise, are able to upload logos an customize their invoice colors to match their logo & company brand theme.

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Create & Email Invoices & Quotes in Real-Time

Forever Free

Real-time PDF preview creation shows your invoice review as you build it in real-time. Utilize the product library to quickly populate invoices with 1-click, view the invoice .PDF preview to ensure everything looks awesome, and send it out!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Dynamic Dashboard Data

Forever Free

View revenue, invoices sent, recent activity data. Track upcoming invoices, invoices past due, and more!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!