Invoice template or software — what fits you?
A free template works for some, not for others. It depends on how often you invoice, how error-prone your admin is, and how much you earn per hour. Below is an honest comparison — when does each fit, and when is it time to switch?
When a template (Word, Excel, free online) fits
Less than 1 invoice per month
For very few invoices, the cost of a tool doesn't outweigh the time saved. A template is fine.
One or two regular clients
If your client details are always the same and you rarely get new clients, retyping is no big deal.
Simple structure, one VAT rate
One line per invoice, standard rate, no subscriptions or recurring invoices. Template works.
Clients pay on time
If you never have to send reminders, you don't miss that tool feature.
When software becomes worth it
More than 3 invoices per month
Time saved of 10 minutes per invoice × 3 = half an hour per month. A €2/month tool pays for itself at any hourly rate above €4.
Multiple clients or products
From 5-10 regular clients or multiple products/services, retyping starts to hurt. Tool keeps it for you.
Clients pay late often
If you regularly need to remind, automatic follow-up saves time, hassle and stress. A tool reminds automatically.
Multiple VAT rates or abroad
9% and 21% on one invoice, or clients in other EU countries? Manual calculation gets error-prone. A tool gets it right automatically.
You want overview
Which invoices are open? Who paid when? What did you earn this month? In a template you don't know — tool shows in one screen.
Recurring invoices (memberships)
Regular client same amount every month? A template makes you rebuild each time. Tool sends automatically.
Costs side-by-side
Word template
€0 (if you already have Office). Time per invoice: 10-15 minutes. No reminders, no overview, no automatic numbering.
Free online invoice generator
€0, but often: provider logo on your invoice, limited invoices per month, no client storage, no reminders.
FactuurSturen (from €2/month)
All features in every plan: numbering, VAT, reminders, client database, QR code, overview. From 3 invoices/month. Time per invoice: 2 minutes.
Accounting suite (€10-€30/month)
Many more features (VAT filing, bank integration), but heavy if you only want to invoice. Overkill for most freelancers.
Frequently asked questions
Are free online invoice generators a good option?
For a single invoice sometimes — but watch the fine print. Often the provider's logo appears on your invoice (bad for your brand), there's a limit on monthly invoices, or your data is used for marketing. Read the terms carefully before sending anything.
What if I currently use Word and want to switch?
Gradual switching works best. Make the next invoice in the tool, don't migrate everything at once. Clients and products you add as they come back around. Within 2-3 months you're fully switched without a big migration moment.
Which invoicing tool fits freelancers who want simple?
FactuurSturen.app is built for this — only invoices and quotes, no accounting suite. The direct successor to the discontinued Factuursturen.nl. From €2/month, all features included.
Do I need an accounting suite?
Only if you want to do VAT filing and year-end reports yourself. Have an accountant who handles that? Then an invoicing tool is enough and you save €8-€28 per month.
Ready for something simple?
Sign up for early access. Early users get bonus credits.
What does it cost?
From €2 per month. All features in every plan. Cancel monthly.