Invoice in Word? No longer needed.
Many freelancers have made their invoices in Word for years. It works — until it gets messy. Numbering lost, VAT miscalculated, a previous invoice accidentally overwritten. Below is an honest overview: when is Word enough, and when are you cheaper AND faster with a simple invoicing tool.
When Word works
One or two invoices per year
Very few invoices? A Word template is fine. Fill in, save as PDF, send. A tool would be overkill.
You already have a good template
Template works, clients understand, no errors? No reason to switch for switching's sake.
Fixed price without VAT complexity
Standard rate 21%, always the same, one line per invoice. For invoices that simple, Word is as fast as a tool.
When Word becomes hard
You forget your invoice number
Was the last 023 or 024? Duplicates and gaps cause trouble when your accountant asks or the tax authority audits.
VAT isn't always right
Especially with multiple rates (9% and 21% on one invoice) or switching incl/excl. Word doesn't calculate — you do, and you make mistakes.
You forget to send reminders
Client pays late, you're busy, you forget the reminder. Money comes in late or not at all. A tool sends automatically.
No overview of what's open
Which invoices haven't been paid yet? In Word you only know if you keep a separate list. In a tool you see it at a glance.
Previous invoice accidentally overwritten
Many people open the previous invoice as template, adjust, save. Then the previous is gone. Not often — but once is enough.
Time per invoice adds up
10-15 minutes per invoice in Word — for retyping client info, picking a number, calculating VAT, making PDF, emailing. With 5 invoices a month that's an hour gone.
What a tool adds that Word can't
Automatic numbering
No thinking, no duplicates, no gaps.
Remembering clients and products
Enter once, then one click going forward. No more retyping details.
Automatic reminders
Client doesn't pay? Reminder goes out automatically — friendly, at the right moment.
QR code on invoice
Client scans with phone and pays directly via iDEAL. Money in your account faster.
Overview in one screen
Who paid, who didn't, what's outstanding. No separate Excel needed.
Safely in the cloud
No risk of losing it if your laptop crashes. Accessible from any browser.
Frequently asked questions
Doesn't a tool cost more than Word?
FactuurSturen costs from €2/month for 3 invoices. Word costs nothing if you already have it. But the time you save per invoice (10-15 minutes) adds up. With 5 invoices a month that's ~1 hour. If your hourly rate is above €2, you're cheaper off with a tool.
Do I have to re-enter my clients?
Not all at once. You add them as their next invoice comes up — five minutes per client. For clients you invoice often, do those first. For one-off clients, just when they come back.
What if I want to switch to another tool later?
You can export all your invoices and clients to CSV or PDF. No vendor lock-in. FactuurSturen gives you your own data — that's a deliberate choice.
Does my accountant work with it?
Accountants happily work with PDF invoices you email or a CSV export. Ask your accountant — almost all accept both.
Is my data safe?
FactuurSturen runs on Dutch servers, all connections are encrypted (HTTPS), and your data is backed up automatically. Safer than a laptop that can crash with your invoices on it.
What does it cost?
From €2 per month. All features in every plan. Cancel monthly.