Invoicing software made easy: Send, track and get paid faster

Published Monday 8 September 2025

Table of contents

• Invoicing shouldn't be tedious or complicated
• The trouble with traditional invoicing software
• What makes invoicing software easy to use
• Seven ways your business runs faster and smarter with online invoicing
• Choose invoicing software that works for your business
• Online invoicing with Xero
• FAQs on invoicing software

Key takeaways

• Prioritise invoicing software that automates repetitive tasks like payment reminders and recurring invoices, as businesses spend up to 20 hours monthly on manual invoicing processes that could be streamlined.
• Choose software with mobile accessibility and real-time tracking capabilities so you can create professional invoices on-site and monitor payment status instantly from any device.
• Implement eInvoicing through networks like Peppol to send invoices directly to customers' accounting software, reducing processing costs from $30 to less than $10 per invoice while enabling faster payments.
• Evaluate software based on integration capabilities with your existing tools like banks and CRM systems, ensuring it can scale with your business growth and includes features like one-click payment options for customers.

Invoicing shouldn't be tedious or complicated

Invoicing frustrations stem from outdated, manual processes that waste time and delay payments. Common problems include:

• Manual data entry: Typing the same information multiple times
• Slow delivery methods: Relying on postal mail instead of instant digital delivery
• Poor payment tracking: No visibility into when invoices are viewed or paid
• Cash flow delays: Late payments affect your ability to pay bills and grow

These inefficiencies cost small businesses valuable time that could be spent growing their operations, with research confirming that 83% of SMEs are spending up to 20 hours a month simply issuing invoices.

If your invoicing is easy, quick and available online, the flow of money is much faster. If you can generate an invoice while you're out and about, or on a job, then you're ahead of the game. The faster a customer or client receives an invoice, the sooner you get paid; for example, Australian Government agencies are now paying eInvoices in 5 days when sent through the Peppol network.

The trouble with traditional invoicing software

Traditional invoicing software relies on outdated, manual processes that slow down your business, a significant issue when, out of 1.2 billion invoices exchanged in Australia annually, around 90 per cent are still processed manually. Key problems include:

• Payment delays: Manual processes mean customers take longer to pay
• Time-consuming tasks: Manual data entry and error-prone workflows waste hours
• Limited customisation: Generic templates don't reflect your brand
• Poor visibility: No real-time tracking of invoice status or payment progress

Customer disconnect: You and your customers can't access the same up-to-date information

What makes invoicing software easy to use

When you look for invoicing software, 'easy to use' means more than a simple design. It means the software works the way you do, saving you time and reducing stress. Look for these features:

• A clean and simple design that you can understand without a manual
• Automation for tasks like sending reminders and recurring invoices
• Access from anywhere on your mobile device, so you can invoice on the go
• Clear dashboards that show you who's paid and who's overdue at a glance
• The ability to create professional, customised invoices that reflect your brand
• Helpful support and resources when you have a question

Easy invoicing software lets you create and send professional invoices from anywhere, on any device. The best systems make billing simple for you and your customers.

Using online invoicing also allows you to take advantage of eInvoicing networks. Using eInvoicing means your invoice is sent directly to your customer's accounting software, ready to be approved and paid. No more lost emails or waiting for your customer to enter the bill into their system. Plus, with eInvoicing, you'll receive invoices from suppliers directly into your accounting software as a draft bill.

This reduces hours of data entry and helps keep your ledger accurate and up to date. You don't even need to be using the same accounting software. Payment can be quicker and more secure, helping protect businesses from payment redirection and false billing scams, to which more than $227 million was lost in 2021 alone.

Key benefits of seamless invoicing:

• Instant payment options: Customers can pay immediately with one click
• Real-time tracking: See when invoices are opened, viewed, and paid
• Mobile accessibility: Create invoices on-site or while travelling
• No lost paperwork: Digital delivery eliminates postal delays and lost mail

7 ways your business runs faster and smarter with online invoicing

Online invoicing tools streamline everyday processes and give you more visibility into payments, helping your business save time and get paid faster.

1. Task automation: Eliminate manual data entry and repetitive billing tasks
2. Real-time cash flow: See updated payment status instantly across all invoices
3. Faster payments: Customers pay immediately with integrated payment options
4. Mobile invoicing: Create professional invoices from any device, anywhere
5. Payment notifications: Get instant alerts when invoices are viewed and paid
6. Customer transparency: Share real-time invoice status with your customers
7. Business insights: Track total revenue and identify your best-paying clients

Online invoicing speeds up the flow of money and data

Online invoicing creates real-time transparency between you and your customers. Both parties can access the same up-to-date payment information instantly.

Benefits of real-time invoice tracking:

• Instant visibility: See when customers open and view invoices
• Payment transparency: Customers track their payment history and outstanding balances
• Synchronised records: Financial data updates automatically across both systems
• Faster resolution: Resolve payment queries quickly with shared information access

Small business accounting has been fundamentally changed by the introduction of cloud computing. When sending invoices becomes simple and seamless, your business will reap the benefits.

Choose invoicing software that works for your business

Choose invoicing software that supports your needs and goals. Consider these points when making your choice:

• Think about your needs now and in the future. Does the software have features that will support your business as it grows?
• Check if it connects with your bank and other apps you use, like your CRM or ecommerce store.
• Make sure it helps you stay compliant with tax rules and offers secure, cloud-based access.
• Look for a provider that offers a free trial so you can test it out before you commit.
• Ask your accountant or bookkeeper for advice.

Online invoicing with Xero

Xero's invoicing software combines powerful automation with simple, intuitive design. Key features that make invoicing easy include:

• One-click invoice creation: Generate professional invoices in seconds
• Automatic payment reminders: Set up reminders that send themselves
• Mobile accessibility: Create and send invoices from your phone or tablet
• Real-time payment tracking: See payment status updates instantly=
• Bank integration: Payments reconcile automatically with your accounts

Work on your invoicing when it suits your schedule.

Learn more about invoicing with Xero

FAQs on invoicing software

Here are some common questions and answers small businesses may have about invoicing software to send, track, and get paid faster.

What program is best for invoices?

The best program for invoices saves you time, helps you get paid faster, and gives you a clear view of your cash flow. Look for software that automates reminders, offers online payment options, and integrates with your other business tools. Xero does all this, so many small businesses choose it.

Is Xero good for invoicing?

Yes, you can use Xero for invoicing. You can customise invoice templates, track payments, and set up recurring invoices. Because it's part of a full accounting platform, your invoicing connects to your bank feeds, reporting, and everything else you need to manage your finances.

How does easy-to-use software save my business money?

Easy-to-use software saves money by reducing the time you spend on admin. According to the ATO, processing paper or PDF invoices can cost up to $30, while eInvoicing can reduce this to less than $10 per invoice. When you're not manually creating invoices or chasing payments, you have more time to focus on serving customers and growing your business. It also reduces the risk of costly errors and helps you get paid faster, which directly improves your cash flow.