What We Recommend Invoice Ninja For
Invoice Ninja is for freelancers and businesses that need an affordable full-featured invoicing solution with light bookkeeping functionality. Invoice Ninja exceeds the billing, invoicing, and time tracking features you’d expect from a free subscription. The cloud-based version is available for almost all devices as long as you have an internet connection.
Users supported by web developers can install Invoice Ninja on their own servers. However, if you want more flexibility and don’t want your invoicing program to be limited to several devices, you should go with the cloud-based version. There’s a developer guide available on its website for those who wish to use the self-hosted, locally installed program.
Invoice Ninja Is Especially Good For
- Service-based businesses looking for free full-featured software: Companies with no more than 100 customers can use Invoice Ninja’s basic invoicing features for free, including tracking and billing time to clients. If Invoice Ninja doesn’t have the features you need, you can explore other good options in our review of the best invoicing software.
- Affordable for companies with more than 100 customers: If you need to upgrade to a paid subscription to invoice unlimited customers, the Pro and Enterprise plans are still a low-cost solution for you.
- Companies issuing quotes and proposals: With Invoice Ninja, you can convert quotes and proposals to invoices automatically once they are accepted.
Invoice Ninja Is Not a Good Fit For
- Users who need free and simple-to-use software: Invoice Ninja is full of features, which can be confusing if all you need is to send an invoice occasionally. If you need an easier-to-use invoicing solution, we recommend ZipBooks.
- Businesses that collect sales taxes from multiple states: Collecting sales taxes from customers in multiple states can be a nightmare that Invoice Ninja can’t simplify. If you are collecting sales tax in multiple locations, you should consider QuickBooks Online, which can apply the appropriate sales tax to each invoice automatically based on the customer’s address.
- Companies that need full-fledged accounting software: If you need a comprehensive accounting system to produce financial statements, such as a balance sheet and profit and loss (P&L) report, Invoice Ninja is not for you. Check our article on the best small business accounting software to find what you need.
Invoice Ninja Pros and Cons
|Free plan supports up to 100 customers||Locally installed version requires development skills to customize invoices|
|Pro plans are extremely affordable||No available reports in the free plan|
|Connects with your bank to import transactions||Free and Pro plans are limited to one user|
|Ample payment gateway integrations||No automatic sales tax calculation based on customer address|
Invoice Ninja Pricing
Invoice Ninja offers a free subscription for users with no more than 100 customers. The Ninja Pro plan, which costs $10 per month, lets you manage unlimited clients. If you need additional users, you need to upgrade to the Enterprise plan with prices that start at $14 per month.
Pricing & Features
$14 for 1 to 2 users
Cost for Additional Users
Only 1 user allowed
$26 for 3 to 5 users
$36 for 6 to 10 users
$44 for 11 to 20 users
Maximum Number of Invoices
Maximum Number of Clients
Number of Invoice Templates
Auto-billing & Recurring Invoices
Password-protected Client Portal
Additional Users & Access Permissions
Attach Third-party Files to Invoices & Quotes
The Forever Free plan includes auto-billing and recurring invoices, Kanban boards, a time tracker, product library management, proposal creation tool, multicompany support, vendor setup, recurring expenses, invoice status alerts, product and item library management, automatic currency conversion, tax rate settings per line or invoice, client-side invoice and payment history portal, integration with Google Analytics, and more than 40 payment gateway options.
The Pro plan includes all of the features in the free subscription plus unlimited clients. Its advanced functions include a custom URL, an option to remove Invoice Ninja branding, application programming interface (API) integration with third-party apps, a password-protected client-side portal, custom invoice emails and subject lines, client reports, bulk invoice emailing, and the ability to embed invoices as iFrames on your website.
Ninja Pro subscribers may also set up and customize payment auto-reminder emails, generate multiple custom invoice designs, attach PDF invoices to emails, display a client e-signature on invoices, provide clients with an “approve terms” checkbox, and create “buy now” buttons that redirect to invoices.
The Enterprise plan contains everything in Ninja Pro, plus the ability to set access permissions, attach third-party files to invoices and quotations, add a custom background to invoices, and create fully branded portal links.
Invoice Ninja Features
Invoice Ninja offers an all-in-one billing and invoicing platform that helps you create and send invoices and quotes in seconds, manage and track expenses, track time and projects, and more. Its main features include the following.
When you log in to your account, you will be greeted by the dashboard page. Your dashboard presents graphs and charts of your total revenue, average income, outstanding invoices and payment, recent activity, upcoming invoices, and invoices past due.
Invoice Ninja lets you automatically create invoices for recurring jobs and send them to your clients on a regular, predefined basis. You can specify the frequency from weekly to annually, and you can customize your recurring invoices fully to send at a fixed time of the day, week, or month.
To create a recurring invoice, click on the Invoices tab on your dashboard page and choose New Recurring Invoice. From the Recurring Invoices / Create page, provide the required details such as your client, frequency, and start and end dates:
Free Invoice Templates
Free users can choose from four free invoicing templates that they can customize based on their brand. Pro users have access to 10 professional template designs. If you use the self-hosted version and have some design and coding experience, you can tweak your own invoice using your own codes to reflect your brand.
If you have multiple clients to bill for the same set of services or products, you can save time using Invoice Ninja’s bulk invoicing feature. It allows you to send out multiple preprepared invoices at once. For instance, a landscaping company could bill 50 clients $80 each for lawn care in a few minutes.
Accepts Partial Payments
If you have clients struggling to pay their overdue invoices, you can use the Invoice Ninja partial payment feature to invoice them for advanced deposits. After a client makes a deposit, the invoice is updated automatically to reflect the partial payment and show the outstanding amount. This feature is helpful for contractors where long projects are invoiced multiple times throughout the project until a final invoice is issued. Invoice Ninja’s partial payment feature is available for free users.
Automatically send prewritten late payment reminder emails to alert your clients of an overdue invoice. You can create and customize up to three auto-reminder emails. Busy freelancers and business owners handling an unlimited amount of customer accounts will find this feature extremely helpful.
If you are subscribed to the Enterprise plan, you can manage up to five different company profiles under a single account. Each company profile can have a separate dashboard. You can switch between companies with just a few clicks, and you can also divide your company into multiple departments, allowing you to create separate financial reports for your businesses.
Multicurrency and Multilingual
Invoice Ninja supports approximately 50 currencies and 20 different languages. It enables you to customize a host of settings based on your language, primary currency, and location. You can also modify time zone data, time and date formatting, and more.
You can import your expenses to Invoice Ninja manually or by connecting to your bank or credit card account. With Invoice Ninja, you can convert your expenses into invoices easily. First, you need to create a new expense from the Expense List page, with several fields and checkboxes that you need to complete like vendor, date, category, currency, amount, and client. The expense item you created will show up as an entry on the Expense List page, and the notes become your item description once the expense item is added to a client invoice.
Payment Gateway Integration
Invoice Ninja helps you easily collect funds through online payments through integrations with more than 40 payment gateways, including PayPal, Stripe, bitcoin, Authorize.net, Checkout, WePay, and more.
Kanban boards provide you with an easy way to view multiple tasks in one place. These little note cards can be customized using color codes and can be edited, moved around, and slotted into different predetermined columns.
For time-based services, Invoice Ninja comes with a built-in time tracker to monitor your team’s work and invoice your clients by minutes or hours. You can use the downloadable desktop icon, or you can launch it from your online Invoice Ninja account.
Your clients have their own dashboard where they can view their total invoices, outstanding balances, and payments. They can also view, download, approve, and print estimates as well as pay invoices. All plans include a client-side portal, but premium users have a higher level of security. For Pro users, client portals come with a password-protect feature. If you want a fully branded secure portal for your clients, you need the Enterprise plan.
Pro plan users can customize the URL of their invoices. A custom domain not only adds a level of professionalism to your invoices but also boosts your presence as a brand.
The Invoice Ninja mobile application lets you create invoices and quotes, get paid online, and create tasks and track time whenever and wherever you are as long as you have an internet connection. You can download the app on Google Play, App Store, and GitHub.
Pro users can access typical financial reports, including P&L, client statements, and aging reports. However, because Invoice Ninja is not a double-entry bookkeeping system, you cannot print a complete balance sheet showing your company’s assets and liabilities. The majority of reports are summaries of specific features, such as invoices, quotes, activities, clients, credits, documents, tax rates, tasks, and payments. You can export data as CSV, XLS, or PDF files.
Customer Service and Ease of Use
I signed up for the Invoice Ninja cloud-based program, and the interface looks a bit busy and outdated. It’s not as easy to use as other top invoicing software, such as FreshBooks and Square Payments. The self-hosted program is very particular to system requirements, and it is difficult to implement and set up unless you are a proficient programmer.
However, Invoice Ninja offers plenty of customer support options to help you along the way. You can reach Invoice Ninja in different ways, including email, in-software support, support forms, feedback forms, and social media. There are also other available resources for new users, such as an online knowledge base with how-to articles, a user guide, community forum, frequently asked questions (FAQs) section, and blogs.
Invoice Ninja Alternatives
Best for: Collecting sales tax from multiple states
Best for: Companies looking for a free easy-to-use software for basic invoices
Best for: Self-employed individuals needing a simple invoicing and accounting software
Software from: $25 per month
Software from: $0
Software from: $15 per month
Overall, Invoice Ninja is ideal for freelancers and businesses that need a full-featured yet affordable invoicing solution. It is a complete suite of invoicing and payment tools to help you get started and scale up your business. It may have some weaknesses, such as limited reports and invoice customization, but it is still a great solution as long as you don’t need full-fledged accounting software to track assets and liabilities as well as income and expenses.
Sign up for the free plan or take the test drive to see if Invoice Ninja is right for you.