- Invoicing apps and self-hosted tools side by side
- Nine ways to send invoices besides Invoice Ninja
- Hosted app or your own server: which invoicing style fits?
- Checks to make before you replace Invoice Ninja
- Moving your invoice history out of Invoice Ninja
- Tax and record-keeping points to raise with your accountant
- Why a lesser-known invoicing tool can be a good choice
- A final run-through when choosing an Invoice Ninja replacement
- Frequently asked questions
A good Invoice Ninja alternative should create clear invoices, support the payment methods your customers use and let you export your records. Decide whether you want an app, hosted service or self-hosted tool. This page lists nine options in no particular order, then covers how to choose.
Invoice Ninja is an open-source invoicing platform that you can use online or install on your own server. It suits plenty of freelancers and small firms, but you might want something lighter, something that lives inside your website, or an app that works mainly from your phone. The good news is there's a wide choice.
This page lists nine Invoice Ninja alternatives in no particular order, sorted alphabetically. Some are self-hosted and open source, some are mobile apps and one is a WordPress plugin. I've described each from its own website, so do check the maker's page for today's details. If you're newer to billing, my plain guide to invoicing terms explains the vocabulary.
Invoicing apps and self-hosted tools side by side
The free plan column works like this. Yes means the tool's own site describes a free or open-source version you can keep using with no time limit. Trial only means a free trial with no ongoing free plan. No means neither is stated. Limits differ, so read the maker's page.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Bigcapital | Open-source accounting | Self-hosted books with inventory | Yes |
| Billdu | Invoicing app | Invoices, quotes and expenses on mobile | Trial only |
| Dolibarr | Open-source business suite | Self-hosted invoicing, CRM and ERP | Yes |
| Frappe Books | Desktop accounting | Offline books on your own computer | Yes |
| Invoice Simple | Invoicing app | Estimates and invoices from your phone | Trial only |
| InvoicePlane | Self-hosted invoicing | Quotes, invoices and payments on your server | Yes |
| InvoiceShelf | Self-hosted invoicing | Invoices, expenses and a customer portal | Yes |
| Manager.io | Desktop and cloud accounting | Free desktop edition for one user | Yes |
| Sliced Invoices | WordPress invoicing plugin | Quotes and invoices inside WordPress | Yes |
Nine ways to send invoices besides Invoice Ninja
Bigcapital
Best for: Small businesses with some technical help who want open-source accounting and inventory they host themselves.
Billdu
Best for: Freelancers and small businesses who want to create invoices and quotes from their phone and track expenses.
Dolibarr
Best for: Small organisations with some technical help who want a free, open-source suite covering invoicing, customers and more.
Frappe Books
Best for: Freelancers and small organisations who want accounting that runs offline on their own computer and stays private.
Invoice Simple
Best for: Tradespeople and freelancers who want to turn estimates into invoices quickly from a mobile app.
InvoicePlane
Best for: Freelancers and small firms who'd like to host their own open-source quoting, invoicing and payment tracking.
InvoiceShelf
Best for: Businesses who want free, open-source invoicing and expense tracking with their records kept on their own server.
Manager.io
Best for: Freelancers and small firms who want fully featured accounting in a free desktop edition they run on their own machine.
Sliced Invoices
Best for: Website owners who already run WordPress and want to send quotes and invoices from their own dashboard.
Hosted app or your own server: which invoicing style fits?
The biggest difference between these tools isn't a feature, it's who looks after the software. Knowing which style suits you narrows the field quickly.
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- Mobile invoicing apps are quick to start and suit people who invoice from site visits or between meetings.
- Self-hosted programs give you control of your data, but you're responsible for updates and backups.
- WordPress plugins keep quotes and invoices beside your website, which some owners like.
- Wider business suites add customers, stock and more, with extra set-up to match.
Checks to make before you replace Invoice Ninja
Think about what your customers see, as well as what you see. A neat invoice that arrives on time and is easy to pay does more for your business than a long feature list.
- Invoice design. Can you add your logo, wording and tax details?
- Payment links. Which payment services are supported in your country?
- Recurring work. Can repeat invoices be scheduled for retainers?
- Quotes. Can an accepted quote become an invoice in one step?
- Tax settings. Look for VAT or sales tax fields that match your registration.
- Exports. Check you can download your invoice history as files.
Moving your invoice history out of Invoice Ninja
A tidy move starts with exports. Keep your old records until you're sure everything is where it should be.
- Export your clients, products and invoice list.
- Download PDF copies of invoices you've already sent.
- Rebuild your invoice template with your logo and details.
- Add open invoices to the new tool so reminders keep working.
- Send a test invoice to your own address and check the numbering.
- Tell regular customers if your payment link or details have changed.
Tax and record-keeping points to raise with your accountant
Invoices are financial records, so invoice numbers, dates and tax details need to be right. Ask your accountant what they need to see and how long you should keep records. This isn't tax or accounting advice. Check VAT and record-keeping rules for your own situation. When you're ready to look beyond invoicing, my guide to accounting software tools covers the next step.
Why a lesser-known invoicing tool can be a good choice
Smaller invoicing projects tend to do a few things well. You may find fewer menus, a friendly community or code you can inspect for yourself. The trade-off is that you may do more set-up.
Look at how recently the project was updated, read the documentation and check that you can export your invoices. Create a test client and send yourself one invoice before you rely on any of them.
Do you make invoicing or billing software? Tool makers can ask to be considered for a featured place on this list.
A final run-through when choosing an Invoice Ninja replacement
Decide whether you want an app, a hosted service or something on your own server. Shortlist two tools, send a sample invoice from each and ask yourself which was easiest. Keep that one, and keep your old records safe until the switch is complete.
Frequently asked questions
What is invoicing software?
It's a tool for creating invoices and quotes, sending them to customers and keeping track of who has settled up. Some also record expenses and produce simple reports.
Why might someone want an Invoice Ninja alternative?
People look for a lighter tool, a mobile app, a plugin inside their website, or software that suits their country's tax rules. Write down what you need before you compare.
Is self-hosted invoicing software a good idea?
It can be, if you're comfortable with set-up or have help. You keep control of your data, but you're also responsible for updates, security and backups.
Can I move my past invoices to a new tool?
Often you can export clients and invoice lists, and you can keep PDF copies of sent invoices. Check what each new tool can import, and keep the old records safe.
Do I need to involve my accountant?
It's sensible to ask what they need from your invoices. This isn't tax or accounting advice, so check VAT and tax questions with your own accountant.
