Small business owners rely on accurate, timely billing to maintain healthy cash flow and build client trust. Manual processes, spreadsheet workarounds, and basic tools can lead to delays, errors, and missed revenue. If you’re a small firm looking to scale efficiently, you need the best billing solution for small businesses that’s more than just invoicing.
In this post, we compare the best billing software for small businesses in 2025, with a focus on automation, time tracking, recurring billing, and online payments. Whether you’re a freelancer or a fast-growing consultancy, discover the invoicing solution that best fits your billing needs, starting with BigTime.
What is Billing Software for Small Businesses?
Billing software is used by small businesses to streamline invoice creation, manage client payments, track billable hours, and automate recurring charges. The best billing software solutions help service-based firms reduce admin work, eliminate manual errors, and get paid faster by integrating time tracking, expense management, payment processing, and automatic payment reminders in one system.
Key Features in Leading Billing Software
Before choosing a billing and invoicing solution, here are the key features small businesses should look for:
Automated Invoicing
Simplify your invoicing process with templates, scheduled billing, and automation that reduces repetitive manual tasks like keying invoice data.
Time and Expense Tracking
Accurately track billable hours and expenses so your invoices reflect real work done, which is essential for consultants, engineers, and other service providers.
Recurring Billing Support
Set up recurring invoices for repeat clients or ongoing projects to ensure consistent cash flow and fewer missed payments.
Custom Invoice Templates
Build branded, professional invoices that reflect your business identity and impress clients.
Online Payments Integration
Accept payments online via ACH, credit card, or digital wallets, making it easier for clients to pay quickly.
Client Portals and Communication
Let clients view and manage their invoices, payment history, and communication in a centralized, secure customer portal. Send payment reminders for outstanding invoices to ensure steady cash flow.
The Best Billing Software for Small Businesses in 2025 Reviewed
Billing software comes in many shapes and sizes. Here’s how the top billing software options compare, starting with the one built specifically for service-based firms.
BigTime: Built for Service-Based Billing
BigTime is an all-in-one billing and time tracking platform designed for small professional services firms. It simplifies complex billing processes, such as milestone billing, WIP tracking, and recurring invoicing, while offering robust integrations with accounting tools like QuickBooks and Sage Intacct.
Why BigTime Stands Out
BigTime gives small professional services firms a comprehensive billing solution purpose-built for their workflow. Here’s how it sets itself apart from the competition:
Generate accurate invoices from timesheets and expenses
Eliminate billing errors and ensure clients are charged for every billable hour and reimbursable expense by automatically pulling data from integrated time and expense tracking to speed invoice tracking.
Invoice details in BigTime
Automate recurring and milestone billing
Save time and improve cash flow predictability by scheduling recurring invoices or billing based on project milestones, reducing manual invoicing work.
Accept online payments via BigTime Wallet
Accelerate payments and reduce A/R cycles by accepting payments online. Allow clients to pay directly through ACH or credit card links embedded in professional invoices.
Sync with QuickBooks Online, Sage Intacct, and more
Streamline your financial operations and reduce double data entry with seamless integrations into popular accounting software, ensuring accurate financial reporting.
Create branded, professional invoices
Customize invoice templates with your logo, brand colors, and required data fields to enhance your brand image and build trust with clients.
Track WIP and invoice status in real time
Stay on top of your billing pipeline with real-time visibility into work-in-progress (WIP), invoice aging, and payment status for each client and project.
BigTime combines time tracking, project tracking, automated billing tools, and invoice processing into a single platform, making it the best billing software for small businesses that need to simplify invoicing and scale operations efficiently.
Scoro
Overview
Scoro is an all-in-one business management platform offering billing, project planning, CRM, and reporting tools for professional services teams.
Key Features
- Custom invoice templates: Tailor invoices to your brand and project requirements.
- Prepayment tracking: Record and apply client deposits to future work.
- Integrated time and billing: Sync time logs directly into invoices for accurate client billing.
Summary
Scoro offers a robust PSA platform that excels at unifying operations, but its complexity and pricing may be more than what small businesses need.
Accelo
Overview
Accelo is a professional services automation platform designed to streamline billing, client work, and team collaboration through end-to-end automation.
Key Features
- Smart billing workflows: Automate time-based billing and approvals.
- Project-based invoicing: Generate invoices based on project progress or milestones.
- CRM and time tracking: Centralize client communication and service delivery.
Summary
Accelo is a powerful tool for billing and project delivery, but its advanced setup requirements may be overwhelming for smaller or newer businesses.
BQE CORE
Overview
BQE CORE is an accounting-forward PSA platform tailored to architects, engineers, and consultants needing advanced project financials and billing features.
Key Features
- Batch invoicing: Generate and send multiple invoices at once for high-volume billing.
- Real-time WIP tracking: Monitor work in progress to forecast cash flow.
- Custom billing formats: Use various billing styles, including hourly, fixed fee, and phased.
Summary
BQE CORE delivers a powerful billing engine, especially for accounting-heavy firms, but it may be too feature-heavy for smaller businesses without a dedicated finance team.
Hiveage
Overview
Hiveage is a lightweight, web-based invoicing and billing platform built for freelancers and small teams looking for simplicity.
Key Features
- Subscription billing: Automate invoices for subscription services.
- Multi-currency invoicing: Send invoices in the currency of your client.
- Simple dashboard: Intuitive UI for easy invoicing and payments.
Summary
Hiveage offers a user-friendly experience and strong invoicing basics, but it lacks deeper PSA features and time tracking capabilities.
Paymo
Overview
Paymo is a project management and time tracking solution with built-in billing designed for creative teams and small agencies.
Key Features
- Time-based invoicing: Turn tracked time into invoices instantly.
- Multi-language and currency support: Serve global clients with localized invoicing.
- Expense tracking: Record and invoice project-related costs.
Summary
Paymo is well-suited to small creative agencies, but it may fall short for firms needing more sophisticated billing models or integrations.
InvoiceNinja
Overview
InvoiceNinja is an open-source billing platform offering flexibility and control for developers, freelancers, and small business users.
Key Features
- Free invoicing with branded templates: Customize invoices and access core features for free.
- Recurring and auto-billing: Set up automated billing cycles with ease.
- Client portal: Clients can log in to view and pay invoices.
Summary
Highly customizable and cost-effective, InvoiceNinja is good for tech-savvy users, but it lacks native integrations and robust customer support.
Moon Invoice
Overview
Moon Invoice is a mobile-first invoicing platform that caters to solo entrepreneurs and small teams who want cross-platform access.
Key Features
- Mobile and desktop app syncing: Work seamlessly across devices.
- Expense and time tracking: Record hours and costs from anywhere.
- PDF invoicing and receipts: Generate professional-looking invoices fast.
Summary
Moon Invoice offers convenience and mobility, but limited scalability and fewer PSA features make it less ideal for growing firms.
Wave
Overview
Wave is a free invoicing and accounting tool built for solopreneurs and micro-businesses who want basic billing and bookkeeping functionality.
Key Features
- Unlimited invoicing: Send an unlimited number of professional invoices.
- Online payments: Accept credit card and bank payments online.
- Basic expense management: Track and categorize spending.
Summary
Wave is a strong free option with essential billing tools, though it lacks advanced automation and scalability for growing service-based firms.
FreshBooks
Overview
FreshBooks is a popular billing and accounting solution known for its intuitive design and ease of use among freelancers and micro-businesses.
Key Features
- Easy time tracking and invoicing: Log time and convert hours into invoices.
- Recurring billing: Set up automated billing for repeat clients.
- Payment reminders and automation: Nudge clients to pay with customizable reminders.
Summary
FreshBooks is beginner-friendly and good for solo professionals, but its limited project billing features make it less ideal for firms managing complex client work.
Discover How BigTime Simplifies Billing for Service-Based Firms
If you’re a service-based business juggling spreadsheets, outdated software, or multiple tools to manage your billing, BigTime can change the game. Our platform streamlines the entire billing process, from capturing time and expenses to sending out branded invoices and collecting payments online.
With BigTime, you’ll reduce manual tasks, improve billing accuracy, and get paid faster. You can automate recurring invoices, track WIP and aging invoices in real time, and sync everything seamlessly with your accounting system. Plus, BigTime Wallet makes it easy for clients to pay directly through ACH or credit card, minimizing delays and late payments.
BigTime is built specifically for consulting, accounting, engineering, and other professional service firms that need scalable billing software without the learning curve. Whether you’re solo or managing a growing team, BigTime gives you the tools to control cash flow, improve client experience, and eliminate billing bottlenecks.
Frequently Asked Questions
What is billing software for small businesses used for?
Billing software helps small businesses manage client invoicing, automate recurring payments, track billable time, and integrate with accounting systems to improve accuracy and reduce administrative work.
What’s the best time and billing software for service firms?
BigTime is the top choice for professional service firms because it combines time tracking, project billing, WIP management, and online payments into one streamlined solution.
Can billing software handle recurring invoices?
Yes. Most billing software tools, including BigTime, FreshBooks, and Hiveage, support recurring and subscription billing to simplify repetitive invoicing tasks.
How does BigTime integrate with accounting platforms?
BigTime connects with QuickBooks, Sage Intacct, and Xero to sync invoice data, client records, and payments automatically, keeping your books up to date and reducing double entry.
Is billing software different from invoicing tools?
Yes. While invoicing tools help with invoice creation and basic payments, billing software offers deeper functionality like time tracking, expense management, recurring billing, WIP tracking, and financial reporting.
What’s the best invoicing software for service-based businesses?
BigTime is purpose-built for service-based businesses that need accurate invoicing tied to time and project work. It also includes custom templates, client portals, and real-time payment tracking.
Does BigTime support online payments?
Yes. BigTime Wallet enables businesses to accept online payments via ACH or credit card directly through invoices, reducing time to payment and client friction.
Can I use billing software on mobile devices?
Yes. BigTime and other tools like Moon Invoice offer mobile apps so users can log time, send invoices, and check payment status from anywhere.
What are the benefits of automated billing tools?
Automated billing tools reduce manual tasks, minimize billing errors, accelerate cash flow, and free up time for higher-value work by automatically generating and sending invoices based on time logs or schedules.
Is BigTime scalable for growing businesses?
Absolutely. BigTime is designed to scale with your firm, offering advanced features like project-based billing, integration with ERPs, and role-based access control to support growth and complexity.
