The Best Invoicing Apps for UK Sole Traders

Getting paid should be the simplest part of running a business. You do the work, you send an invoice, and the money arrives. In reality, of course, it's rarely that straightforward. Invoices get lost in email. Clients "forget" to pay. You spend more time chasing payments than you'd like to admit.

The right invoicing app can't fix every client, but it can make the process dramatically smoother. Automated reminders, professional-looking templates, online payment links, and real-time tracking — these features turn invoicing from a tedious chore into something that practically runs itself.

We've tested the most popular invoicing apps available to UK sole traders in 2026. Here's what we found.

What Makes a Good Invoicing App?

Before we get into specific apps, let's establish what you should actually be looking for.

Essential Features

• Professional templates — your invoices should look clean and credible, with your logo, payment terms, and all the legally required information
• Online payments — the ability for clients to pay directly from the invoice (via bank transfer, card, or payment link) dramatically reduces payment times
• Automated reminders — gentle nudges sent automatically when an invoice is approaching its due date or overdue
• Recurring invoices — if you bill the same amount regularly, you shouldn't have to create a new invoice every time
• VAT handling — if you're VAT-registered, your app needs to calculate and display VAT correctly and support MTD filing

Nice-to-Have Features

• Expense tracking — some invoicing apps also track expenses, giving you a more complete financial picture
• Bank feeds — automatic import of bank transactions for reconciliation
• Multi-currency — useful if you have international clients
• Client portal — a place where clients can view all their invoices and payment history
• Reporting — insights into who owes you money, average payment times, and revenue trends

The Best Invoicing Apps for UK Sole Traders

1. Accounted

Accounted isn't just an invoicing app — it's a full bookkeeping platform built for UK sole traders — but its invoicing features deserve a mention here because they're genuinely excellent.

You can create and send professional invoices in under a minute, with automatic VAT calculations, customisable templates, and online payment links. Penny, the AI assistant, can even remind you about invoices you've forgotten to send (we've all been there).

What sets Accounted apart is how invoicing fits into the bigger picture. Because it's connected to your bookkeeping, bank feeds, and tax calculations, every invoice you send is automatically reflected in your accounts. No double-entry, no reconciliation headaches, no loose ends at tax time.

Pricing: Starts from £12 per month, with a 30-day free trial.

2. Invoice Ninja

Invoice Ninja is an open-source invoicing platform that punches well above its weight. The free tier is remarkably generous — unlimited invoices, clients, and quotes — and the paid plans (from around £8 per month) add features like auto-billing, client portals, and inventory management.

The interface is clean and modern, and there's a solid mobile app for both iPhone and Android. It handles VAT properly and supports multiple currencies. For sole traders who want powerful invoicing without paying much (or anything), Invoice Ninja is hard to beat.

Pricing: Free tier available; paid plans from approximately £8 per month.

3. Xero

Xero's invoicing is polished and feature-rich. You get customisable templates, online payments via Stripe or GoCardless, automatic payment reminders, and recurring invoices. The client portal is one of the best available, letting clients view, download, and pay invoices in one place.

The catch, as always with Xero, is that you're paying for a full accounting platform whether you need it or not. If you only need invoicing, Xero's entry-level plan (which limits the number of invoices you can send per month) may frustrate you. The higher tiers remove that limit but cost more.

Pricing: From £15 per month (Starter plan, limited invoices) to £47 per month (Premium).

4. FreeAgent

FreeAgent offers excellent invoicing for UK freelancers and sole traders. The interface is intuitive, the templates look professional, and the integration with UK banking (it's free for NatWest and RBS customers) makes it a natural choice for many.

Automatic bank feeds, expense tracking, and Self Assessment tax estimates round out the package. FreeAgent's invoicing workflow is particularly smooth — from creating a quote, to converting it to an invoice, to tracking payment and reconciling with your bank.

Pricing: £14.50 per month (or free via NatWest/RBS).

5. PayPal Business

If many of your clients already use PayPal, creating and sending invoices directly through PayPal Business is quick and convenient. Clients can pay immediately with their PayPal balance, bank account, or card. The invoicing features are basic but functional — templates, itemisation, and automatic reminders are all included.

The downside is cost. PayPal charges a transaction fee on every payment (typically around 2.9% plus £0.30), which adds up quickly. If your average invoice is £500, you're losing roughly £14.80 on each one. For occasional use it's fine, but as your primary invoicing tool, those fees can hurt.

Pricing: Free to send invoices; transaction fees apply on payments received.

6. Wave

Wave offers completely free invoicing with no catch — no ads, no limits, and no features hidden behind a paywall. You can create professional invoices, send automatic reminders, track payments, and accept online payments (for a fee, similar to PayPal's transaction charges).

The trade-off is that Wave's feature set is more basic than the paid options. There's no recurring invoicing in the free plan, limited customisation, and the UK-specific features (like MTD compliance) are weaker. But if you're just starting out and every pound matters, Wave is a solid choice.

Pricing: Free (transaction fees apply for online payments).

How to Choose the Right Invoicing App

Do You Need Invoicing Only, or Full Accounting?

If you already have accounting software and just need a dedicated invoicing tool, something like Invoice Ninja or Wave makes sense. If you want invoicing built into a broader bookkeeping system, Accounted, Xero, or FreeAgent will serve you better.

How Many Invoices Do You Send?

If you send a handful of invoices per month, even the most basic tool will suffice. If you're sending dozens, look for features like recurring invoices, batch sending, and automation — they'll save you significant time.

How Do Your Clients Prefer to Pay?

This is crucial. If your clients prefer bank transfers, you need an app that displays your bank details clearly and ideally generates QR codes or payment links. If they prefer paying by card, you need an app that integrates with a payment processor like Stripe or GoCardless. Match the tool to your clients' habits, not the other way around.

What's Your Budget?

Invoicing apps range from free to £50+ per month. For most sole traders, spending £10–£20 per month on a tool that handles invoicing and basic bookkeeping is a worthwhile investment. The time you save — and the faster payments you receive — more than justify the cost.

Tips for Getting Paid Faster

The right app is only part of the equation. Here are some practical tips that apply regardless of which tool you use.

Send Invoices Promptly

Don't wait days or weeks after finishing a job to send the invoice. The sooner you send it, the sooner you get paid. Most invoicing apps let you create invoices on your phone, so there's no excuse for delay.

Make Payment Easy

Include a direct payment link on every invoice. If a client has to manually type in your sort code and account number, you're adding friction. One-click payment links can reduce average payment times dramatically.

Set Clear Payment Terms

State your payment terms on the invoice — net 14, net 30, or whatever you've agreed. Clients can't claim they didn't know when payment was due if it's written right there on the document.

Use Automatic Reminders

Turn on automatic payment reminders. A polite nudge three days before the due date, on the due date, and three days after is usually enough to prompt action without annoying anyone.

Follow Up Personally

If automated reminders don't work, pick up the phone. A brief, friendly call is far more effective than a fifth email. Most late payments are down to forgetfulness, not ill intent.

For more advice on creating invoices that get paid, see our guide to creating a professional invoice. And if you're looking to streamline the rest of your admin, our guide to the best free tools for small businesses covers plenty of other useful options.

Our Verdict

For UK sole traders who want a complete solution — invoicing plus bookkeeping, tax calculations, and MTD compliance — Accounted offers the best balance of simplicity, features, and price. If you need a standalone invoicing tool on a tight budget, Invoice Ninja is excellent. And if your bank offers FreeAgent for free, that's a deal worth taking.

Whatever you choose, ditch the Word document templates and adopt a proper invoicing app. Your cash flow will thank you.

Accounted helps UK sole traders stay on top of their bookkeeping and tax. Start your free 30-day trial at getaccounted.co.uk

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Related reading:

• How to Create a Professional Invoice
• The Best Free Tools for Small Businesses in 2026
• The Best Accounting Apps for iPhone in 2026

Related Reading

• The Best Free Project Management Tools for Sole Traders
• How to Set Up a Business Email Address Properly

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