Invoicing is a critical part of running a consulting business.
Consultants need invoicing software that makes it easy to bill clients, handle retainers, manage recurring invoices, and get paid on time without adding unnecessary admin work.
Below are the best invoicing software options for consultants, based on ease of use, flexibility, and suitability for independent consultants and small consulting firms.
Best invoicing software for consultants (quick picks):
- Best overall invoicing software for consultants: Wave
- Best invoicing software for solo consultants: Bonsai
- Best invoicing software for small consulting teams: QuickBooks Online
- Best invoicing software for retainers and recurring billing: Zoho Invoice
- Best budget-friendly invoicing software for consultants: Invoice Ninja
Best overall invoicing software for consultants
Wave is a popular invoicing tool for consultants who want a clean, professional way to bill clients, track payments, and manage invoices — without paying a monthly subscription.
Wave
Wave is a strong all-around choice when you want straightforward, professional invoicing without adding another recurring software cost. It’s especially well-suited for solo consultants and small consulting businesses that want to get paid efficiently while keeping overhead low.
Why it works for consultants
Client-friendly invoicing and payments:
Send polished, customizable invoices with online payment options so clients can pay quickly and easily.
Recurring invoices and automated reminders:
Wave supports recurring invoices and automatic payment reminders, helping you stay on top of ongoing client work with less manual follow-up.
Simple, all-in-one billing setup:
Invoicing, payments, and basic accounting live in one place, making it easy to manage finances without a complex setup.
Best fit if you…
- Are a solo consultant or small consulting business
- Want professional invoicing without monthly software fees
- Prefer a simple, easy-to-manage billing tool that “just works”
Watch-outs
If you need advanced project management, deep time tracking, or highly complex workflows tied directly to invoicing, Wave may feel more limited than some paid tools.
Best invoicing software for solo consultants
Bonsai is a strong choice for solo consultants who want an all-in-one tool to handle invoicing, retainers, contracts, and payments without juggling multiple systems.
Bonsai
Bonsai is designed for independent operators who want a streamlined “client flow” from agreement to payment—without stitching together multiple tools. For solo consultants, that usually means: send the invoice, make it easy to pay, and keep retainers/recurring billing straightforward.
Why it works for solo consultants
- Built around service-based billing: The product positioning is geared toward freelancers and small service businesses, which tends to align well with solo consulting.
- Retainers and recurring payments: Bonsai emphasizes recurring payments and retainers as a way to put billing on autopilot.
- Simple client experience: A focused setup helps reduce the time you spend chasing signatures, invoices, and payments across separate systems.
Best fit if you…
- Primarily operate as a one-person consultancy
- Want a clean end-to-end workflow that stays lightweight
- Run retainer-style engagements and prefer “set it once, run it monthly”
Watch-outs
If your firm is growing into multi-user approvals and deeper accounting workflows, you may eventually want a more traditional finance platform.
Best invoicing software for small consulting teams
QuickBooks Online works well for small consulting teams that need reliable invoicing combined with accounting, reporting, and collaboration features as the business grows.
QuickBooks Online
For small consulting teams, invoicing usually comes with extra requirements: multiple people touching billing, role-based access, a clearer view of accounts receivable, and consistent payment processing. QuickBooks Online is strong when you need invoicing to sit inside a broader finance workflow and scale beyond a single operator.
Why it works for small teams
- Role-based access and permissions: You can manage user roles and access rights—useful when different team members handle invoicing, reporting, or finance tasks.
- Recurring invoices with automatic payments (Autopay): QuickBooks Online supports Autopay for recurring invoices, so clients can opt in and future recurring payments can process automatically.
- Operational visibility: Helpful when you want stronger oversight of what’s billed, what’s paid, and what’s overdue across multiple clients.
Best fit if you…
- Have 2–20 people and want invoicing with structured controls
- Need invoicing tied to broader bookkeeping and reporting routines
- Want a system that can become the “finance center” as you grow
Watch-outs
- It can feel heavier than consultant-first tools if you just want fast invoices and payment links.
Best invoicing software for retainers and recurring billing
Zoho Invoice is a solid option for consultants who bill clients on retainers or recurring schedules and want automated invoices, payment tracking, and minimal ongoing admin work.
Zoho Invoice
If retainers and recurring billing are central to your business model, Zoho Invoice is especially compelling because it focuses on automation and client payment convenience—without requiring a complicated setup.
Why it works for retainers
- Recurring invoices: Zoho Invoice supports recurring invoices that automatically send on a schedule.
- Auto-charge for recurring invoices (when configured): Zoho Invoice supports auto-charge using the customer portal and saved card details for recurring invoices—great for monthly retainers where you want predictable cash flow.
- Client portal: Clients can view invoices and pay through the portal, reducing payment friction and “can you resend that invoice?” requests.
Best fit if you…
- Run monthly retainers, advisory packages, or ongoing deliverables
- Want to reduce manual billing steps and late payments
- Prefer clients to self-serve payment and invoice history
Watch-outs
- If you also want deep accounting features in the same tool, you may evaluate Zoho’s broader finance products—though Zoho Invoice can work well on its own for invoicing.
Best budget-friendly invoicing software for consultants
Invoice Ninja is a good budget-friendly invoicing option for consultants who want flexible, professional invoicing with low monthly costs and more control than free-only tools.
Invoice Ninja
Invoice Ninja is a practical choice when your priority is keeping costs low while still having room to grow. It’s often used by freelancers and small consulting businesses that want customizable invoices, client portals, and recurring billing — without committing to expensive software early on.
Why it works on a budget
Affordable plans with strong features:
Invoice Ninja offers low-cost paid plans that unlock advanced invoicing, automation, and customization without pushing you into higher pricing tiers too early.
Recurring invoices and client self-service:
You can set up recurring invoices and give clients access to a portal where they can view invoices, make payments, and manage billing details.
Flexible setup options:
Invoice Ninja works well whether you want a hosted solution or more control over how invoicing fits into your workflow.
Best fit if you…
- Want more flexibility than free invoicing tools without high monthly fees
- Need recurring invoices and client portals on a budget
- Prefer a tool that can scale gradually as your consulting work grows
Watch-outs
Invoice Ninja offers more customization than some budget tools, which may feel like extra setup if you only send a few simple invoices each month.
How to choose invoicing software as a consultant
When evaluating invoicing tools, consultants should prioritize:
- Simple invoice creation
- Support for retainers or recurring billing
- Clear payment tracking
- Client-friendly payment options
- Pricing that scales with the business
For managing client relationships alongside invoicing, see our guide to the best CRM software for consultants.
Frequently asked questions
What invoicing software is best for consultants?
The best invoicing software for consultants is one that supports customizable invoices, recurring billing, and simple payment tracking. Consultants typically benefit from tools that are easy to use and integrate well with accounting or time tracking software.
Can consultants use invoicing software for retainers?
Yes. Many invoicing tools allow consultants to create recurring invoices or scheduled billing, which works well for retainer-based client agreements. This helps automate payments and reduce manual billing work each month.
What is the easiest invoicing tool to use?
The easiest invoicing tools are those with straightforward invoice creation, minimal setup, and clear dashboards. Consultants often prefer invoicing software that allows them to create and send invoices quickly without advanced accounting features.