For professional services firms, billing accuracy and cash flow management are mission-critical. Delayed invoices, manual entry errors, and disconnected systems can create inefficiencies that impact both profitability and client relationships. With projects spanning multiple clients, billing models, and currencies, firms need the best billing and invoicing software that streamlines invoicing and integrates seamlessly with project data. Below you’ll find a list of such solution, with a winner at the top of the ranking.
What is billing and invoicing software?
Billing and invoicing software automates the process of creating, sending, and tracking client invoices. For professional services firms, these tools often integrate with time tracking, project accounting, and expense management to ensure accuracy and reduce manual work.
Beyond improving efficiency, billing and invoicing tools can also enhance cash flow management by providing features such as automated reminders, online payment options, and detailed reporting on outstanding balances. This allows firms to spend less time on administrative tasks and more time focusing on client work and strategic growth.
Key Features in Leading Billing and Invoicing Software
Automated Invoice Generation
The best billing and invoicing platforms automate both one-off and batch invoice creation by pulling in project, task, and time data. This reduces the need for manual entry, minimizing errors and saving administrative time. Automation also helps firms standardize their billing process, ensuring invoices are consistent and delivered promptly.
Time Tracking Integration
When billing systems integrate with time tracking, billable hours flow seamlessly into invoices without the need for duplicate entry. This ensures clients are billed accurately and transparently, reducing disputes and increasing trust. It also allows firms to track project profitability more effectively by comparing billable hours with actual costs.
Expense Tracking and Reimbursement
The best billing and invoicing software allow users to attach expenses directly to invoices for complete client visibility. This eliminates the risk of overlooked billables and provides clients with a clear breakdown of project-related costs.
Multi-Currency Support
Global firms benefit from billing platforms that support multiple currencies and regional tax rules, enabling them to handle international projects with ease. This functionality reduces the complexity of managing exchange rates and compliance requirements.
Customizable Invoice Templates
Customizable templates allow firms to brand invoices with logos, colors, and formats that reflect their identity. Beyond branding, templates can be tailored to meet specific client or industry requirements, such as detailed line items or regulatory disclosures. This flexibility ensures invoices look professional while meeting client expectations.
Reporting and Analytics
Advanced reporting and analytics provide firms with real-time visibility into billables, receivables, work in progress (WIP), and overdue invoices. These insights help leaders identify trends, improve cash flow forecasting, and make informed financial decisions.
The Best Billing and Invoicing Software for 2025 Reviewed
BigTime: Scalable Billing and Invoicing for Professional Services Firms
BigTime is an all-in-one billing, invoicing, and project accounting solution purpose-built for professional services firms. By integrating time tracking, expense management, and flexible billing models into a single, connected platform, it eliminates manual processes and enhances financial visibility.
Why BigTime Stands Out
Automated, Accurate Invoicing
BigTime automatically generates online invoices directly from tracked time and expenses, eliminating manual entry and reducing the risk of errors. This ensures that firms capture every billable hour and reimbursable cost, improving billing accuracy and client trust. Through its client portal and payment gateway, BigTime enables firms to accept payments online, including ACH bank payments and credit card payments.
An example of invoice details in BigTime
Flexible Billing Models
Whether your clients prefer hourly billing, fixed-fee arrangements, or ongoing retainers, BigTime adapts to your firm’s needs. This flexibility helps firms meet diverse client requirements without sacrificing accuracy or efficiency. Robust reporting helps firms track payments for outstanding invoices and ensures steady revenue.
Seamless Integrations
BigTime integrates with leading accounting systems like QuickBooks Online, Sage Intacct, and Xero, so financial data stays consistent across platforms. This reduces double entry, improves financial reporting, and ensures smooth handoffs between project teams and finance.
Custom Templates
With customizable invoice templates, firms can maintain a professional, branded appearance while meeting client-specific invoicing needs. This flexibility strengthens client relationships and projects a polished image.
Real-Time Reporting
BigTime’s reporting dashboards give firms instant access to work-in-progress (WIP), receivables, and revenue trends. These insights help leaders spot bottlenecks, forecast cash flow, and make better business decisions.
An example of capacity report in BigTime
Scalable for Growth
As your firm grows, BigTime scales with you, supporting larger project volumes, more complex billing models, and enterprise-level integrations. This makes it a long-term solution that evolves alongside your business.
With its automation, flexible billing models, and deep integrations, BigTime gives professional services firms a complete system for managing projects, expenses, and invoicing, all in one place.
Accelo
Overview
Accelo is a client work management platform that unifies project delivery, billing, and client relationship management. It’s designed for professional services firms that want a single system to oversee sales, projects, and invoicing.
Key Features
- Project-Based Billing: Convert tracked project tasks and milestones into client invoices automatically.
- Automated Workflows: Reduce repetitive tasks with triggers for invoice creation, approvals, and reminders.
- CRM + Financial Integration: Manage client relationships and billing in one environment for better visibility.
Summary
Accelo is suitable for firms seeking a hybrid CRM and billing tool. However, its complexity and steep learning curve may make it more challenging to implement compared to BigTime’s purpose-built platform.
BQE CORE
Overview
BQE CORE is a professional services automation (PSA) tool that combines project management, billing, accounting, and analytics. It’s widely used by accounting, architecture, and engineering firms.
Key Features
- Time and Expense Tracking: Billable hours and reimbursable expenses flow directly into invoices.
- Flexible Billing Options: Supports hourly, fixed-fee, and percentage-of-completion billing structures.
- Advanced Analytics: Customizable dashboards provide insight into cash flow, utilization rates, and profitability.
Summary
BQE CORE delivers powerful billing features, but its complex setup and steep learning curve can make it difficult for smaller firms to adopt compared to BigTime’s intuitive interface.
Avaza
Overview
Avaza is an affordable, cloud-based business management suite that combines project management, expense tracking, and invoicing. It’s designed for small-to-mid-sized professional services teams.
Key Features
- Recurring Invoices: Automate repeat billing cycles to save time on ongoing client engagements.
- Multi-Currency Billing: Bill and collect payments across different currencies with ease.
- Expense Tracking: Attach expenses and receipts directly to invoices for complete transparency.
Summary
Avaza is a solid option for small firms looking for basic billing automation at an affordable price. However, it lacks the advanced PSA features and deep reporting that firms need as they scale.
Scoro
Overview
Scoro is a work management and financial platform that unifies projects, billing, CRM, and reporting in one system. It is positioned as an end-to-end solution for service-based businesses.
Key Features
- Customizable Invoice Templates: Create branded invoices that align with client and company needs.
- Automated Billing Cycles: Streamline recurring invoicing and overdue payment reminders.
- Financial Dashboards: Gain real-time visibility into revenue, receivables, and project profitability.
Summary
Scoro is highly effective for firms seeking a broad, all-in-one management suite. However, its higher cost and wider scope may be more than what smaller professional services firms require.
Kantata (formerly Mavenlink)
Overview
Kantata is an enterprise-grade platform tailored for professional services firms, offering advanced project management and financial workflows. While it delivers strong capabilities for resource planning and profitability tracking, some users find the platform complex to implement and better suited for larger organizations than smaller firms.
Key Features
- Resource and Capacity Planning: Optimize staffing decisions alongside billing workflows.
- Flexible Billing Models: Invoice based on project milestones, retainers, or hourly work.
- ERP and CRM Integrations: Connects with leading ERP and accounting systems for enterprise use.
Summary
Kantata offers robust billing and project accounting features, but it is best suited for larger firms with complex workflows. Smaller firms may find it too costly and complex for their needs.
Replicon
Overview
Replicon specializes in time tracking and expense management with integrated billing functionality. It’s built for firms that prioritize accurate time-based invoicing instead of comprehensive approach to financial management.
Key Features
- Time-to-Invoice Conversion: Convert logged hours into client invoices with one click.
- Multi-Currency and Compliance Support: Ideal for firms with international clients and tax rules.
- Mobile Access: Track time, expenses, and approvals on the go.
Summary
Replicon is excellent for time tracking and compliance-driven billing, but it lacks the broader project management and PSA features included in BigTime.
Cloud Coach
Overview
Cloud Coach is a project billing and management solution built on the Salesforce platform. It’s designed for firms already using Salesforce for CRM and workflow management.
Key Features
- Salesforce-Native Billing: Sync billing and invoicing with Salesforce CRM data.
- Project Billing: Tie projects and milestones directly into financial workflows.
- Automated Workflows: Reduce manual invoicing tasks with Salesforce automation tools.
Summary
Cloud Coach is a good choice for Salesforce-centric firms, but it requires Salesforce licensing and expertise, which may add cost and complexity for firms not already in that ecosystem.
Xero
Overview
Xero is a cloud-based accounting solution widely used by small businesses and professional services firms. It includes built-in invoicing features designed to simplify billing.
Key Features
- Simple Invoice Creation: Generate and send professional invoices in minutes.
- Payment Reminders: Automate reminders for overdue invoices to speed up cash flow.
- Bank Reconciliation: Match payments with invoices automatically for accuracy.
Summary
Xero is an excellent accounting-first solution with lightweight invoicing capabilities. However, firms that need project-based billing and PSA features will find BigTime more comprehensive.
Discover How BigTime Can Transform Your Billing Process
BigTime helps professional services firms simplify invoicing, reduce delays, and gain real-time visibility into cash flow. With integrated project, time, and billing management, BigTime is the smarter way to manage financial operations and get paid faster. Start your free trial today.
Frequently Asked Questions
What is the best billing software for professional services firms?
BigTime is the best billing software for professional services firms because it combines project management, time tracking, expense management, and invoicing in one platform. Unlike general accounting tools, BigTime is purpose-built for firms that bill by the hour or project, ensuring accurate invoices and improved cash flow.
Can billing and invoicing software integrate with project management tools?
Yes. Leading billing software like BigTime integrates directly with project management tools, so invoices are generated from real project data. This reduces duplicate entries, prevents billing errors, and helps firms maintain full visibility from project planning to payment collection.
How does time tracking improve invoicing accuracy?
Time tracking ensures that every billable hour is captured and billed correctly. When integrated with invoicing software like BigTime, tracked time flows directly into invoices, eliminating the risk of missed hours or manual entry mistakes and improving client transparency.
Which billing and invoicing software is best for global invoicing?
Solutions like BigTime are well-suited for global invoicing because they support multi-currency billing, international tax rules, and localized compliance requirements. This allows firms with international clients to simplify global payment collection and reduce errors.
What features should professional services firms look for in billing and invoicing software?
The most important features include automated invoice generation, customizable invoice templates, recurring billing, expense tracking, multi-currency support, and accounting integrations. Firms should also consider real-time reporting dashboards to monitor WIP, receivables, and overdue invoices.
Can billing software handle recurring invoices?
Yes. Many platforms, including BigTime, Avaza, and Scoro, allow firms to automatically schedule recurring invoices for ongoing client engagements. This feature saves time, ensures consistency, and reduces the risk of missed billing cycles.
Is cloud-based invoicing software secure?
Reputable invoicing platforms use bank-level encryption, secure hosting environments, and compliance protocols like SOC 2 and GDPR. Cloud-based software like BigTime ensures that financial data, client information, and payment records are protected against unauthorized access.
How does automated invoicing save time for firms?
Automated invoicing eliminates repetitive manual tasks like entering hours, formatting invoices, or tracking overdue payments. Platforms like BigTime allow firms to generate invoices in just a few clicks, helping them get paid faster and focus on client work instead of administrative tasks.
Can invoicing software manage multiple currencies and tax rules?
Yes. Advanced solutions like BigTime offer multi-currency and multi-tax support, making it easier for firms with international clients to send compliant invoices. This feature helps firms avoid costly errors and maintain smooth global operations.
What industries benefit most from billing and invoicing software?
Industries that rely on project-based or time-based billing benefit the most, such as consulting, engineering, architecture, IT services, accounting, and marketing agencies. For these firms, automated billing software reduces errors, speeds up cash flow, and provides visibility into profitability at both the project and client level.
What is the best invoicing software for small business owners who need unlimited invoices, online payments, and automatic reminders?
The best invoicing software for small business owners is one that combines unlimited invoices, seamless integration with accounting software, and automatic payment reminders to streamline the invoicing process. BigTime stands out because it allows firms to send invoices quickly, accept credit cards and online payments, and manage the entire invoicing process in one platform. With features designed for scalability, BigTime is more than just invoicing; it’s the best invoicing software for service-based businesses that want to save time, improve cash flow, and eliminate manual work.
