Top 5 Best Software for Freelancers to Manage Projects and Invoices in 2025

Freelancing offers a lot of freedom, but it also comes with the responsibility of managing your entire business. From tracking projects and deadlines to sending invoices and getting paid, a good system is crucial. The right software can help you handle these tasks efficiently so that you can focus on your actual work.

In this article, we’ll explore the top project management and invoicing tools designed specifically for freelancers. We’ll look at what each one offers, its pros and cons, and who it’s best for. Here are the top 5 tools that can simplify your freelance workflow and boost productivity.

1. Bonsai

Bonsai is an all-in-one business management suite built for freelancers and small agencies. It helps you handle everything from proposals and contracts to project management, time tracking, and invoicing. It's a great tool for those who want to simplify their workflow and keep all their freelance business operations in one place.

Key Features

• Project and Task Management: Organize projects with tasks, subtasks, and files. You can also track time spent on each task.

• Proposals and Contracts: Create and send professional proposals and legally binding contracts.

• Invoicing and Payments: Generate and send invoices, accept online payments, and automate payment reminders.

• Accounting and Financial Reporting: Track expenses and income, and generate financial reports.

• Client Management: A centralized dashboard to manage all your clients and their projects.

Ratings

• G2: 4.3/5

• Capterra: 4.6/5

• Trustpilot: 4.2/5

Pros and Cons

Pros:

• Comprehensive, all-in-one solution

• Clean and easy-to-navigate interface

Cons:

• Pricing can be expensive for new freelancers

• Lacks some advanced accounting features

Pricing

Bonsai offers four pricing plans for each yearly billing & monthly billing. Here are the yearly options you get:

• Basic: $9/month.

• Essential: $19/month.

• Premium: $29/month.

• Elite: $49/month

How the Fileion Team Analyzed and Picked This Tool

The Fileion team picked Bonsai for its comprehensive set of features that cover the entire freelance workflow, from project initiation to invoicing and payments.

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2. Zoho Invoice

Zoho Invoice is a simple and secure invoicing solution designed for small businesses and freelancers. It helps you create professional invoices, manage expenses, and track time. It’s ideal for freelancers who primarily need a robust tool for billing and financial management.

Key Features

• Customizable Invoices: Create professional-looking invoices with various templates.

• Payment Gateways: Integrates with popular payment gateways like PayPal, Stripe, and Square.

• Time and Expense Tracking: Log billable hours and expenses and convert them into invoices.

• Client Portal: A secure portal for clients to view invoices and make payments.

• Multi-currency Support: Invoice clients in their own currency.

Ratings

• G2: 4.7/5

• Capterra: 4.7/5

• Zoho: 4.8/5

Pros and Cons

Pros:

• Offers a free plan

• Part of the larger Zoho suite with many integrations

Cons:

• The free plan has limited features

• Not suitable for growing businesses

Pricing

• Free Plan: The invoice part of Zoho Suite is totally free.

How the Fileion Team Analyzed and Picked This Tool

The Fileion team selected Zoho Invoice for its excellent free plan and its focus on providing a simple yet powerful solution for invoicing and payments.

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3. Plutio

Plutio is a business management tool designed for freelancers and small teams. It includes project management, time tracking, proposals, and invoicing on one platform. It’s best for freelancers who want to manage everything in a single, customizable workspace.

Key Features

• Project Management: Use Kanban boards, lists, and calendars to manage your projects.

• Invoicing: Create and send branded invoices, and receive online payments.

• Proposals and Contracts: Generate professional proposals and contracts and get them signed electronically.

• Time Tracking: Track time on tasks and projects and add it to invoices.

• Client Communication: A built-in messaging system to communicate with your clients.

Ratings

• G2: 4.3/5

• Capterra: 4.6/5

• Trustpilot: 3.8/5

Pros and Cons

Pros:

• Highly customizable and flexible tool

• Clean and modern user interface

Cons:

• Steep learning curve for some users

• It can be more expensive than some competitors

Pricing

• Solo: $19/month.

• Studio: $39/month.

• Agency: $99/month.

How the Fileion Team Analyzed and Picked This Tool

The Fileion team selected Plutio for its strong customization options and its ability to act as a central hub for all aspects of a freelancer's business.

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4. FreshBooks

FreshBooks is a popular cloud-based accounting software designed for small business owners and freelancers. It simplifies invoicing, expense tracking, time tracking, and financial reporting, making it easier to manage your finances. It is a user-friendly tool that is great for freelancers who need a strong accounting focus.

Key Features

• Invoicing and Payments: Create professional invoices with custom branding.

• Time Tracking: Easily track your time and bill clients for the hours worked.

• Expense Tracking: Connect your bank account or credit card to automatically import expenses.

• Financial Reporting: Generate reports on profit and loss, sales tax, and more.

• Client Management: A single dashboard to manage clients, projects, and payments.

Ratings

• G2: 4.5/5

• Capterra: 4.5/5

• Trustpilot: 3.9/5

Pros and Cons

Pros:

• Intuitive and easy-to-use user interface

• Excellent customer support

Cons:

• Client limit depends on the plan

• It can be more expensive than some competitors

Pricing

• Lite: $21/month for 5 billable clients.

• Plus: $38/month for 50 billable clients.

• Premium: $68/month for unlimited billable clients.

Currently, there is an ongoing offer, 90% off for the first 3 months. A 30-day free trial is available.

How the Fileion Team Analyzed and Picked This Tool

The Fileion team chose FreshBooks for its long-standing reputation as a reliable and user-friendly accounting solution, making it a great choice for freelancers who prioritize financial management.

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5. Wave

Wave is a free accounting and invoicing software for freelancers and small businesses. It offers features like invoicing, accounting, and receipt scanning. It's a great option for freelancers who are just starting out and need to manage their finances without a monthly subscription fee.

Key Features

• Free Invoicing and Accounting: Create and send professional invoices and track your income and expenses at no cost.

• Receipt Scanning: Digitize your receipts using the mobile app.

• Financial Reports: Access basic financial reports like a balance sheet and an income statement.

• Payments: Accept payments via credit card or bank transfer (with a transaction fee).

Ratings

• G2: 4.3/5

• Capterra: 4.4/5

• Trust radius: 7.9/10

Pros and Cons

Pros:

• Completely free solution for accounting and invoicing

• Simple to set up and use

Cons:

• Lacks project management and time tracking features

• Customer support can be slow

Pricing

• Free: All accounting and invoicing features are free.

• Pro plan: 19$/Month

Transaction fees apply for credit card (2.9%+$0.60) and Amex payment (3.4%+$0.60).

How the Fileion Team Analyzed and Picked This Tool

The Fileion team chose Wave for its excellent value proposition, a powerful, free tool for managing finances that is perfect for new freelancers or those on a tight budget.

Click Here to Download

Comparison Table

Final Verdict

Choosing the right software depends on your specific needs as a freelancer. If you want a complete, all-in-one solution to manage your entire business, Bonsai is an excellent choice. Its integrated features save you from using multiple tools. For those just starting out or on a tight budget, Wave is the clear winner, offering a free and easy way to handle invoicing and accounting.

If your primary need is a powerful and secure invoicing tool, Zoho Invoice is a great option, especially with its free plan. For freelancers who prioritize robust accounting features and a user-friendly interface, FreshBooks is a reliable and popular option. Lastly, if you value customization and want a tool that can be tailored to your unique workflow, Plutio is worth considering. Choose the tool that best aligns with your business goals and workflow to succeed in your freelance career.

FAQ

A. What is the best free software for freelancers to manage projects and invoices?

Ans: Wave is an excellent choice as it provides a full suite of accounting and invoicing features for free. Zoho Invoice also offers a great free plan for up to 5 customers.

B. Is Bonsai better than FreshBooks?

Ans: Bonsai is an all-in-one solution that includes project management, contracts, and invoicing, making it great for managing your entire business. FreshBooks, on the other hand, is a specialized accounting tool with a strong focus on invoicing and financial tracking. The better option depends on whether you need a comprehensive business management tool or a powerful accounting solution.

C. Which software is most secure for handling financial data?

Ans: All the software listed, including Bonsai, FreshBooks, and Zoho Invoice, uses industry-standard security measures to protect your financial data. They use encryption and secure servers to ensure your information is safe.

D. What should I look for in project management and invoicing software?

Ans: When choosing software, consider your primary needs. Look for features like invoicing, payment processing, time tracking, and project management. Also, check the pricing, ease of use, and whether it integrates with other tools you use.