Choosing invoicing software shouldn’t take weeks. Use this 10‑feature buyer’s checklist to evaluate tools quickly—and see how Invoice Master stacks up.
Key takeaways
- Prioritize payments, automation, and multi‑currency/tax—they move cash fastest.
- Look for clean templates and data ownership (export/backup) to stay professional and safe.
- Automate reminders and recurring billing to cut admin hours every month.
The at‑a‑glance buyer’s checklist
- [ ] Easy setup & intuitive UI
- [ ] Professional, brandable templates
- [ ] Online payments (cards/wallets) with “Pay Now”
- [ ] Recurring invoices & scheduling
- [ ] Automated reminders/dunning
- [ ] Quote → Invoice conversion & approvals
- [ ] Multi‑currency, taxes & localization
- [ ] Reporting & expense tracking
- [ ] Mobile‑friendly for on‑the‑go work
- [ ] Security & data export (own your data)
1) Simple, fast user experience
What it is: Clear navigation, minimal clicks, smart defaults.
Why it matters: Less time invoicing, fewer mistakes.
What to look for: One‑screen invoice editor, inline tax/discount controls, searchable clients/products.
2) Professional, customizable templates
Your invoice is a brand touchpoint. Consistent design gets you paid faster.
- Must‑haves: Logo/colors, custom fields, bilingual labels, PDF + public link.
- Pro tip: Lead with total due, due date, and payment button for clarity.
Deep dive: How Invoice Templates Streamline Invoicing.
3) Online payments that just work
Frictionless checkout converts faster than bank transfers.
- Must‑haves: Cards + wallets (Apple Pay/Google Pay) via Stripe, secure hosted link, instant receipts.
- Why it matters: Cuts Days Sales Outstanding (DSO) and avoids “lost checks.”
Learn more: Payment Processing: Get Paid Faster.
Invoice Master: Built‑in Stripe integration with one‑click Pay Now on every invoice.
4) Recurring invoices & scheduling
Perfect for retainers, maintenance, and subscriptions.
- Must‑haves: Flexible frequencies, start/end dates, auto‑send, optional auto‑pay.
- Why it matters: Predictable revenue; zero copy‑paste.
Guide: Automating Recurring Invoices.
5) Automated reminders (smart dunning)
Stop manual chasing with a polite, escalating cadence.
- Must‑haves: Pre‑due, due‑day, +3/+7/+14 sequences; editable templates; read receipts.
- Nice to have: Payment plan offers on overdue notices.
Templates: Handle Late Payments.
6) Quote → Invoice in one click
Turn approvals into cash without retyping.
- Must‑haves: Public quote acceptance, locked audit trail, instant conversion preserving tax/discounts.
How‑to: Quote → Invoice, One Click.
7) Multi‑currency, taxes & localization
Invoice the way your client expects—language, currency, and tax rules included.
- Must‑haves: Currency per client, locked exchange rate on issue date, VAT/GST labels, localized PDFs.
- Nice to have: Bilingual templates.
See: How to Invoice International Clients and Multilingual Invoicing.
8) Reporting & expense tracking
Know profit, not just revenue.
- Must‑haves: Income vs. expense charts, DSO, aging, CSV export, category mapping.
- Nice to have: Real‑time dashboard, tax preview.
Explore: Dashboard Deep‑Dive and Zero‑Stress Expense Tracking.
9) Mobile‑friendly invoicing
Send, share, and get paid from anywhere.
- Must‑haves: Responsive interface, quick actions, receipt capture on mobile.
- Why it matters: Bill immediately after delivery = faster cash.
Read: Mobile Invoicing: Manage Anywhere.
10) Security & data ownership
Your numbers = your asset.
- Must‑haves: TLS encryption, 2FA, role permissions, full data export (CSV/PDF), backups.
- Why it matters: Compliance, audits, and peace of mind if you ever switch tools.
How‑to: Own Your Data: One‑Click Export.
How Invoice Master maps to the checklist
- ✅ Payments: Stripe + Pay Now links
- ✅ Automation: Recurring invoices, reminder schedules
- ✅ Templates: Brandable PDFs + public links
- ✅ Global: Multi‑currency & multilingual labels
- ✅ Analytics: Real‑time dashboard, exports
- ✅ Mobile‑ready: Full feature set in the browser
- ✅ Security & export: Encrypted, one‑click backups
Start free at invoicemaster.org.
Frequently Asked Questions (FAQ)
What’s the #1 feature to prioritize?
Payments + reminders. If clients can pay in one click and get automated nudges, cash flow improves immediately.
Is free invoicing software enough?
If you send <20 invoices/month and don’t need payments or exports, maybe. Growing teams benefit from automation and reporting.
Do I really need multi‑currency?
If you work cross‑border—or plan to—yes. It prevents confusion, fees, and tax mistakes.
How hard is it to switch tools?
Look for CSV/PDF export/import. With Invoice Master, you can bring contacts, products, and historical invoices in via CSV.
What security should I expect?
Encryption in transit/at rest, 2FA, and a clear export/backup path. Payment data should be handled by PCI‑compliant gateways (e.g., Stripe).
