5 Best Invoicing Software for Contractors and Construction Companies [2025 Updated]
- Cost Construction Accounting
- Mar 29, 2023
- 9 min read
Updated: Jul 23
There is an abundance of options available out there that enable you to send out personalized construction invoices and get paid on time without losing track of the outstanding payments. To help you save time doing research for the best invoicing software for construction company, we’ve listed the 5 best billing software you can take into consideration.
These invoicing software options are reviewed based on the features offered, such as automation, OCR technology, and integrations, which are especially important for construction companies and businesses with complex invoicing needs.
Table Of Content
Invoicing software has become an indispensable tool for contractors and construction companies looking to streamline their billing process and manage their finances more efficiently. In today’s fast-paced construction industry, the ability to create and send professional looking invoices quickly is crucial for maintaining healthy cash flow and building strong client relationships. With the right invoicing software, contractors can easily track payments, manage multiple clients, and automate many aspects of their billing, saving valuable time and reducing the risk of errors. By digitizing the invoicing process, construction businesses can collect payments faster, keep better records, and ensure that every invoice is accounted for. Ultimately, invoicing software empowers contractors to focus more on growing their business and less on paperwork, making it a vital asset for anyone in the construction industry.
Features of Invoicing Software
Modern invoicing software for contractors is packed with features designed to simplify the billing process and enhance project management. Customizable templates allow you to create invoices that reflect your brand, while online payment options—including credit cards and even Apple Pay—make it easy for clients to pay you quickly and securely. Many solutions offer robust project management tools, enabling you to create estimates, send invoices, and manage projects from start to finish, all within the same platform. Advanced features like OCR technology can automatically extract data from invoices and purchase orders, reducing manual entry and minimizing errors. Integration with popular accounting software, such as Zoho Books, ensures that your financial data stays organized and up to date. With the ability to approve invoices, track payments, and manage every aspect of your billing process, invoicing software truly empowers contractors to run their businesses more efficiently.
Construction Industry Solutions
The construction industry faces unique challenges when it comes to billing and invoicing, and specialized construction invoice software is designed to address these needs. With features tailored for construction companies—such as detailed job costing, estimating, and project management—these solutions make it easy to create invoices for materials, labor, and equipment. Construction invoicing software often integrates with accounting software, allowing you to manage your financials and billing in one place. This integration streamlines the billing process, reduces errors, and provides a clear view of your cash flow across all your projects. By using industry-specific invoicing software, contractors can ensure that every invoice is accurate, every payment is tracked, and every project is managed efficiently, helping construction businesses stay competitive and profitable.
Sage 100 Contractor
Sage 100 Contractor is comprehensive accounting and project management software that can handle all aspects of your construction business, including invoicing. With Sage 100 Contractor, you can create customized invoices based on your contracts, change orders, progress billing, retainage, and more. The software streamlines bill management and bill payment processes, making it easier to process, track, and automate bills for construction businesses. Sage 100 Contractor is especially useful for general contractors managing multiple projects and clients. You can also track your invoices by project, customer, or job cost code and monitor your accounts receivable and cash flow.
Sage 100 Contractor integrates with Sage Payment Solutions, which enables you to accept credit cards, debit cards, ACH payments, and e-checks online or on-site. You can also use Sage Service Operations to create service invoices from work orders and dispatch them to your field technicians via mobile devices.
To use Sage 100 Contractor for construction invoicing, you need to follow these steps:
Set up your company information, such as name, address, tax ID, logo, etc.
Set up your customers and vendors’ information, such as name, address, contact details, payment terms, etc.
Set up your invoice preferences, such as format, layout, numbering, etc.
Create your invoices by entering the details, such as date, amount, description, etc. You can also import data from other sources, such as estimates or purchase orders.
Review and edit your invoices before sending them to your customers. You can also attach supporting documents or notes to your invoices.
Send your invoices by email or print them out. You can also schedule them to be sent automatically at a later date.
Track your invoice status and invoicing and payment software history using the invoice list or register. You can also view and print reports on your invoicing software activity.
Save time and streamline your construction business by opting for CCA's bookkeeping services instead of managing your own bookkeeping.
FreshBooks
FreshBooks has been the leader in the financial and accounting markets for many years with its hard-to-beat mix of superb features and affordable pricing. The software allows both experts and non-experts to turn complex invoice processing into a satisfying task.
Even if you’re not familiar with billing software, with the support of FreshBooks, you can create professional invoices for your jobs at any time, complete with the name and logo of your brand.
FreshBooks allows accepting credit cards, streamlining the billing process, and ensuring you get paid twice as fast.
You can easily set up payment reminders and automation rules from the start.
You can run FreshBooks everywhere at any time using your iOS or Android mobile device.
FreshBooks also enables you to manage multiple jobs and track invoicing for each job separately, making it easier to stay organized and professional.
You can have all these sterling capabilities at a budget-friendly $4.5/month price (for the first three months). You may consider negotiating with the vendor for other pricing plans if you have more than five clients.
QuickBooks Online
QuickBooks Online is considered a household name for accounting software. It offers a separate and free invoice generator, which does not require a subscription.
This software allows you to create and customize an invoice for clients, then accept credit/debit cards, bank transfer payments, and even Apple Pay through the cloud-based payment portal.
The software will automatically track these payments if you get paid through QuickBooks Payments. QuickBooks also alert account holders when their customers view and pay an invoice.
With QuickBooks Online, you’ll also be able to send recurring payments, as well as schedule when you’d like to send out your invoice (for subscription).
The invoice progressing feature allows you to divide estimates into several invoices based on the project milestones and track how much has already been paid per project on different invoices on construction invoice app.
QuickBooks invoices are optimized for mobile, which means you can create them on your mobile device.
You can start with the Simple Start subscription. Remember, with the unique and advanced feature, you need to pay for The QuickBooks Advanced Subscription, and the starting price is $100 per month for the first three months.
Bill.com products, powered by the latest in artificial intelligence, can make your life easier with a bund of powerful invoicing features.
You can do all of your invoicing through Bill.com from simply online payments, custom invoicing service for contractors, unlimited document storage, workflow collaboration, and the ability to access the back office from anywhere via any mobile device. Bill.com streamlines invoicing and payment processes for contractors, making workflow collaboration more efficient.
It offers end-to-end solutions that include vendor management as well as auto-reconciliation
This is a great option to automate accounts payable, including electronic invoicing and a range of fund transfer capabilities.
Bill.com also includes all aspects of accounts receivable. You can receive digital invoices from vendors and ensure rapid approval.
The platform easily syncs with major accounting software such as QuickBooks, Sage, and Xero.
Xero
Xero has a strong reputation for billing software solutions for construction contractors. Designed to meet the needs of construction professionals seeking efficient invoicing and billing solutions, Xero offers a comprehensive feature set that simplifies all things payment.
Xero streamlines essential workflows around billing, invoicing orders, and tracking
You can accelerate the payment process with straightforward bank integration and online payment through multiple platforms like PayPal and Stripe.
You can start at just $25 per month, more full-featured options cost $40 per month.
Zoho
Zoho Invoice is user-friendly invoicing and billing software that can help you create and send invoices in seconds. Zoho Invoice is designed to empower contractors by simplifying and automating their invoicing tasks, making it easier to manage financial processes efficiently and accurately. With Zoho Invoice, you can choose from over 30 invoice templates, customize them with your branding and preferences, and send them via email or SMS. It has many features and benefits that make it ideal for your business, such as:
Customizable templates: You can choose from various templates or create your own to match your brand and style. You can also add your logo, signature, terms and conditions, and attachments.
Online payments: You can accept payments from your clients via PayPal, Stripe, Authorize.Net, Square, and other popular payment gateways. You can also enable partial payments, recurring payments, reminders, and thank-you notes.
Project management: You can create projects and assign tasks to your team members. You can also track the progress and status of your projects and the time spent and expenses incurred by each team member.
Client portal: You can invite your clients to access a secure portal where they can view their invoices, estimates, payments, statements, and feedback. You can also communicate with them via chat or email.
Reports and analytics: You can generate various reports and charts to monitor your income, expenses, taxes, cash flow, profitability, aging summary, and more. You can also export or share your reports with others.
Integrations: You can integrate Zoho Invoice with other Zoho products like Zoho CRM, Zoho Books, Zoho Projects, Zoho Inventory, and more. You can also connect it with third-party apps like Google Drive, Dropbox, Gmail, Outlook, Slack, Zapier, etc.
You can try it for free for 14 days or choose from one of their affordable plans starting from $9 per month.
Creating Professional-Looking Invoices
First impressions matter, and sending professional looking invoices is key to building trust with your clients. Invoicing software makes it easy for contractors to create customized invoices that include all the essential details—such as payment terms, purchase orders, and project milestones—while also reflecting your company’s branding. You can add your logo, contact information, and any specific notes to ensure your invoices are clear and complete. Automated features like numbering, date stamping, and total calculations help reduce errors and save time, so you can focus on your projects instead of paperwork. By delivering polished, accurate invoices, you not only get paid faster but also demonstrate your professionalism and commitment to quality, which can lead to stronger client relationships and more repeat business.
Making the Best Choice for Your Business
Choosing the best invoice programs for business isn’t a decision to take lightly. Here’s what to consider:
Scalability:Â Will the software be able to handle your business as it grows? Does it offer tiered plans to accommodate your evolving needs?
Integration:Â Does the software integrate smoothly with other tools your business uses? For example, can it seamlessly sync with your project management software, CRM, or banking services?
Customer Support:Â Is help available quickly if you encounter any issues? Look for software with robust support, including live chat, phone support, email, or community forums.
Automation:Â Can the software automate repetitive tasks, thereby reducing human errors? This can range from automated invoice reminders to scheduled recurring invoices.
Security:Â Security is crucial in our world today. Data breaches are on the rise. The software you choose must have strong security features. These can include encryption and secure user permissions. They should also feature two-factor authentication.
Design Phase Tracking:Â Choose software that allows you to track time and expenses during the design phase of a project. This helps provide a comprehensive view of project costs and workload from the earliest stages.
In Conclusion
Finding the best contractor software for small business and construction companies can be a game-changer for your business. It can help you streamline your billing process, reduce errors and delays, and improve your cash flow and profitability. To make the right choice, you need to consider factors such as cost, features, ease of use, scalability, and integration with other small business invoice system.
At Construction Cost Accounting, we understand the challenges and opportunities of the construction industry. We provide customized and scalable cost management solutions that fit your needs and goals, including invoicing system for small business that can help you simplify your billing process and improve your customer relationships.
If you're ready to take your construction business to new heights, look no further than Construction Cost Accounting, Inc. We have the expertise and experience to help you achieve your goals and thrive in this competitive industry.
Contact us today to learn how we can help you succeed.
