When you run a consulting business, your time is split between helping clients, managing your team, and handling day-to-day operations. Invoicing might not feel like a big deal, but if it’s not handled properly, it can become time-consuming and slow everything down — affecting your bottom line.
Consultants need more than basic accounting tools. From tracking client communications to logging time and expenses, you need software that aligns with how you work, captures all billable hours, and makes the invoicing process more efficient.
Here’s a breakdown of the five best invoicing software tools for consultants that will simplify your workflow, including one that goes beyond invoicing to help you manage the complete quote-to-cash lifecycle of your consulting firm.
Best for: Consulting firms looking for a solution to streamline every part of their operations — helping to overcome challenges through streamlined operations, unified visibility, improved client relationships, and exceptional customer support.
Accelo is more than billing software. It’s an all-in-one professional services automation (PSA) platform. That means it connects your sales, projects, communication, tasks, time tracking, billing, reporting, client management, and more under a single pane of glass.
Create professional invoices automatically based on tracked time, completed work, or recurring retainers. With Accelo, you can quickly and easily send reminders, support multiple currencies, and connect directly to your accounting tools like QuickBooks and Xero.
But what sets Accelo apart is everything around the invoice. It connects billing with the work that happens before and after each milestone. Your team can track time directly in the platform, see project budgets in real time, and collaborate on deliverables without jumping between apps.
What you get:
Downside: Because it does a lot, there can be a learning curve. However, Accelo’s implementation and customer success teams are experts in change management and will be with you every step of the way. Once your set-up is complete, Accelo will create efficiencies across your entire business.
Cost: Flexible pricing tiers based on your business size and needs.
Learn more about Accelo and book a demo.
Best for: Businesses that want strong financial tracking and already use a separate system for managing projects or clients.
QuickBooks Online is known for handling accounting and bookkeeping. It’s widely used and designed to permit businesses to have a centralized cloud-based location for financial management, invoice creation, and sales tracking. You can create and send invoices, track expenses, manage cash flow, and reconcile bank accounts.
You can also automate recurring invoices, add taxes, and accept online payments. It integrates with a lot of third-party tools, including Accelo.
But if you’re a consultant, you may hit a wall. QuickBooks isn’t built for project management or time tracking, so you’ll still need another system for tracking client work and planning your team’s hours.
What you get:
Downside: Higher monthly cost and fees can add up. It’s mainly for accounting, not for managing projects or clients.
Cost: Varies by plan; monthly subscription model.
Best for: Consultants who want a detailed look into their finances and don’t mind a steeper learning curve.
Xero offers a strong set of features for managing business finances. Designed for small-and-medium-sized businesses, Xero’s cloud-based accounting software maximizes financial management to make invoicing simple. You can track time, link bank accounts, reconcile transactions, and create reports.
Compared to QuickBooks, Xero is more affordable and offers a similar toolset. It also has built-in project tracking, so you can monitor profitability.
Still, many users report that it takes time to learn the interface. Training materials are limited, so onboarding may take some effort.
What you get:
Downside: Set-up and learning take time. Some features may be harder to find or not intuitive if you’re new to the system.
Cost: Subscription plans available; pricing depends on business needs.
Best for: Freelancers, small businesses, or small teams working with a few clients at a time.
FreshBooks is a solid choice if you want a simple, all-in-one invoicing app with light project tracking and expense management. You can create branded invoices, log time, and accept payments online. It also includes basic reporting and mobile access.
The platform is friendly and easy to use. If you don’t need deep insights or complex automation, FreshBooks covers the basics without getting in your way.
However, it’s not an ideal billing solution if your team is growing fast or if you need deep reporting or multi-currency support. It also limits how many clients and users you can add on lower-tier plans.
What you get:
Downside: Poor scalability. Payment options are limited to credit cards and bank transfers. Not a great fit for firms with recurring revenue models or complex retainers.
Cost: Paid plans range from $21–$65/month with free trial options.
Best for: Consultants or small firms just getting started and not ready to pay for a more complex invoicing solution.
Zoho Invoice includes core features you need to bill clients, track time, and manage expenses. You can create recurring invoices, send payment reminders, and collect payments via PayPal or Stripe.
It’s part of the larger Zoho ecosystem, so if you use other Zoho apps, it fits right in. But if you’re using outside tools or plan to scale, integration may be a problem.
Reporting is limited, and there’s no native project management. But for solo consultants or side gigs, it’s a no-cost way to track your billing process.
What you get:
Downside: Can’t scale with you. Limited reporting. Integrates with Zoho’s tools only.
Cost: Free.
So, which of these invoicing software tools is the best for your consulting firm?
The answer depends on your needs.
If you just want to send a few invoices each month and track payments, a tool like Zoho or FreshBooks might be enough. If you already have your project tracking figured out, QuickBooks or Xero can give you the accounting depth you need.
But if you’re running a consulting firm and want to connect your sales, client work, time tracking, and billing — without switching between a bunch of tools — Accelo stands out.
Accelo is a top choice among consulting firms because it’s not just an invoicing tool. It gives you complete visibility from the first quote to the final payment. And that makes a big difference when you’re trying to grow your business, not just manage it.
With Accelo, you won’t need five different apps to track time, send invoices, manage projects, and communicate with clients. By moving to an all-in-one platform, you’ll keep your team focused and your cash flow healthy.
Want to see how Accelo fits into your firm’s invoicing workflow? Book a demo and get a look at how it works in real time.
