Invoice Ninja

Overview

Invoice Ninja is a billing and work-management app for freelancers and small businesses that need to handle client charges alongside project work. Its strongest case is bringing recurring invoices, payments, time tracking and expenses together, with the choice of hosted apps or self-hosting.

That range is useful for service businesses, but the forever-free hosted plan is capped at five clients. Businesses that outgrow that limit or need REST API access should expect to pay.

Key features

Invoice Ninja supports recurring invoices, automatic billing and quotes, with 11 customizable invoice templates. Clients can pay through gateways including Stripe, PayPal, Square and GoCardless. Invoice tracking, overdue-balance reports, reminders and a customer payment portal help businesses manage collection as well as issuing bills.

Beyond invoicing, users can track billable time, organize projects on Kanban boards, and record expenses and vendors. Connections to Zapier, Make, Pabbly Connect and n8n can link those workflows to automation platforms. REST API access is reserved for Pro and Enterprise, so the free plan is a poor fit for businesses that need programmatic integration.

Browser, macOS, Windows, Linux, iOS and Android apps sync data across devices. The source code is available for deployment on a user's own server, which Invoice Ninja describes as free to self-host. The company says its hosted platform has completed a SOC 2 examination, uses TLS 1.2+ in transit and AES-256 at rest, and offers MFA. It also says payment gateways handle card details and that it does not store full card numbers.

Pricing

The headline paid entry point is $14/user/mo. Free self-hosting is an alternative for users willing to deploy the source code on their own server rather than use the hosted plan. No trial or renewal terms are stated for these plans.

Platforms

Invoice Ninja runs in a browser and offers macOS, Windows, Linux, iOS and Android apps with cross-device syncing. Self-hosting is also supported, and REST API access is available on Pro and Enterprise.

Who it's for

Freelancers and small businesses that bill for services and want time, projects and expenses alongside invoicing are the clearest fit. It is less compelling for a business that only needs a simple way to send invoices, or one whose client list already exceeds five and will not pay for an upgrade.

Pros and cons

• Pro: Recurring billing, payment collection, time and expense tracking, and project tools share one product, which can suit service businesses with connected workflows.
• Pro: The free hosted tier includes unlimited invoicing, and self-hosting is described as free, giving cost-conscious users two ways to start.
• Pro: The five payment gateways named include widely used options such as Stripe and PayPal, while the customer portal and reminders support collections.
• Con: Free hosted use stops at five clients, a meaningful ceiling for freelancers with a growing customer base.
• Con: REST API access starts at Pro, so users who need it cannot stay on the free hosted tier.
• Con: Enterprise pricing scales with account users, making the stated monthly rate less informative for teams without knowing their seat count.

Alternatives

For a different invoicing approach, compare Freelance Invoicing Software and Invoicing software. Businesses focused on collections can also browse Accounts Receivable Software, while service firms prioritizing hours and costs can compare Time and Expense Software or Time Billing Software.

Choose FreeAgent if its monthly plans in GBP and Android, iOS and web availability better suit your setup. Plutio is another option, with a free plan and a paid Core tier at $19 a month; its listed tier limits active clients and contributors. Zoho Invoice is worth comparing if a free plan is the priority: its listed Indian-business plan is free forever, with limits on users, projects and annual invoices.

Bookipi has a free plan capped at three invoices per month, while Fakturoid offers a free tier for up to five customers and one user. Invoicely suits a very small workflow that can fit five monthly invoices, three saved clients and PayPal-only payments on its free tier. Wave offers a free Starter plan with unlimited estimates, invoices, bills and bookkeeping records. Zervant is another freemium option, with a free tier capped at five customers and five invoices per month.

Verdict

Invoice Ninja is a strong choice for freelancers and small service businesses that want billing tied to time, projects and expenses, especially if free self-hosting or synced desktop and mobile apps matter. Its main limitation is the hosted free plan's five-client cap, and API access requires a paid tier; buyers who only need basic invoicing or cannot justify upgrading should compare simpler alternatives.