I didn’t become a freelancer to spend my days chasing invoices and calculating payment schedules. I became a freelancer to do the work I love… but the paperwork part? Not so much.
I have used many payment systems over the years because on day 1 of starting your business, it is important that you get organized. You should have a full database of all of your clients and then you should be able to select a client from that database in order to generate them an invoice or an estimate. For years, I used a manual system I built in Filemaker Pro. This took me hours of programming to build but it worked very well. The issue was that it was all manual. I had to keep track of all overdue payments and email my clients directly.
Then I started doing re-curring biling and time-tracking and I just knew there were better tools out there then what I had been using for many years. So I started researching and trying new ones. After the experments I ran, the one that I have settled on and the one I have used for the last couple of years is Sprout Invoices.
What is Sprout Invoices?
Sprout Invoices is a WordPress plugin designed to streamline and professionalize your invoicing and estimation workflow directly from your website. Setup is simple. All you need is a website that runs WordPress and then you install Sprout Invoices like you would any other plugin.
Here are some basic advantages that I have found in using this system vs other systems that I have used in the past:
- At the time of this writing, the cost for a freelance license is $59.25/yr vs other systems that charge more thatn $20 per month
- There are unlimited templates available to customize your invoices and your estimates
- If you have wordpress/css knowledge, you can customize your estimates and invoices even further
- You can have unlimited clients and send unlimited invoices and estimates with your one license
Sprout Invoices Provides Seamless Invoicing
Sprout Invoices makes sending professional invoices simple and fast. You can create customized templates that reflect your brand, add your logo, set your payment terms, and send them to clients in just a few clicks. Clients can pay directly through integrated payment gateways, cutting down on back-and-forth and delays.
Sprout Invoices Let’s You Customize your Estimates and then Convert them to Invoices
In all of the online systems I have used, I have found that the Estimates are very basic. In fact, I found them almost un-usable. My estimates are incredibly detailed as I often work on a “set-cost” basis. So I need the ability to provide a lot of detail in my quotes.
Sprout Invoices lets you create polished, itemized estimates that clients can approve online instantly. If you don’t like the way the quote looks, then you can completely customize your own system using css. Of course, this is what I have done but you do need some programming knowledge for that. If you don’t have the knowledge, you can hire a freelancer or you can simply purchase a template that Sprout invoices has on their marketplace.
Once you send out your estimates, your client can approve them right on your website. Once approved, you can convert them into invoices without retyping a thing. This ensures everything is typed accurately and that the esimate and invoices are always attached.
Time Tracking and Generating Invoices
Although most of my work is based on a set-cost, I do some hourly maintenance for a roster of clients that use my webmaster services. Keeping track of my time used to be done on pen and paper and this was tedious. I would often forget writing down the time or mix up what client the time was for and I lost track of some precious hours that I worked. So I started looking for online systems that had time-tracking. Sprout Invoices is not the first one that I used but it is the one that I like the best. Sprout invoices provides time-tracking on the freelancer package – it is not an “extra” like some of the other online systems. I can track my time right in the dashboard of wordpress.
I just select the client and project to apply the time to and save the entries each day. When I ready to generate an invoice, I just have to generate the invoice for the “unbilled time” for that project and Sprout automatically marks that time as “billed”. Then I send the notification right from WordPress. It is so easy to keep track of things with this system.
Flexible Payment Options
Every client works differently, and Sprout Invoices accommodates that. Whether you need to set up deposits, split payments into milestones, or accept full payment upfront, you can customize each invoice to suit the project.
Because Sprout Invoices integrates with popular tools like WordPress, PayPal, Stripe, and more, it fits right into your existing workflow. You don’t have to learn an entirely new system or juggle multiple platforms.
Automation that Saves Time and Keeps the Payments Rolling In
There were days when I used to use local, desktop systems for Invoicing. This meant, I had to keep track of any re-curring payments and follow up on late invoices. If you are a busy freelancer then this type of thing simply gets pushed to the bottom of your list. But payment is important! So a system with automation is like the gift that keeps on giving.
Sprout keeps track of late payments and sends out polite payment reminders so you don’t have to be “that freelancer” chasing down overdue bills. Plus, it shows you exactly who’s paid, who hasn’t, and how much is coming in next month. If you have re-curring bills that need to be sent out weekly or monthly, Sprout handles this too. It’s like having a virtual assistant at your fingertips!
Clear Reporting for Best Business Decisions and for your accountant
The built-in reporting tools give you a clear view of your income, outstanding invoices, and client payment history. With real-time data, you can plan better, price smarter, and see where your business is heading.
I also appreciate that at the end of the year, it is very simple for me to generate reports for my accountant.
Final Verdict
If you’re searching for the best invoicing software for freelancers, Sprout Invoices checks all the boxes: easy to use, highly customizable, and packed with features to save you time and get you paid faster. Whether you’re just starting your freelance career or managing multiple clients, it’s a tool worth adding to your workflow.
Disclosure
I have had no contact with Sprout Invoices in writing this blog entry and I have not been paid in any manner. I pay for the Freelancer license of Sprout Invoices yearly and these thoughts are mine only.
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