Simplest Invoice Software for Small Businesses

A guide to small business invoice software

Running a business comes with its fair share of struggles. Creating a business strategy, setting up a process to execute that plan smoothly, focusing on marketing & sales, managing employees, taking care of all the legalities, and so on. All of these tasks are additionally cumbersome when you have a small business, a.k.a. fewer funds and resources. In such a case, you need the tools that can make your work as easy as possible.

We at Refrens, who have scaled from two people to eighty (and growing), build on this very pain point. A good invoice software can simplify many related tasks like creating an invoice, sending follow-up, automating recurring invoices, updating your chart of accounts based on the invoices created and paid, and more, giving you the space and time to focus on what’s important – scaling your business.

How to create a small business invoice software?

Refrens – one of the best small business invoice software, helps you create invoices in just a few minutes! Let’s see a step-by-step process and how to make an invoice on Refrens:

Step 1: Sign Up on Refrens Visit Refrens.com and sign up for a free account. Log in if you’re an existing user.

Step 2: Add Business Details A new pop-up form will appear, prompting you to enter your business name, logo, and contact information. These details will automatically appear in your invoices and other accounting documents, and you can edit them whenever needed.

Step 3: Navigate to the Invoicing Dashboard Once logged in, go to Accounting > Invoice from the sidebar. Click Create New Invoice to get started.

Step 4: Fill in All the Information You can add and edit your invoice title and subtitle. Details such as the invoice date, invoice number, and due date will be added automatically, but you can modify them if you wish. Click Add Client to input client details like name (or company name), address, and email. Save the client for future invoicing.

Step 5: Add Products or Services Enter each product or service as a separate line:

• Description of the product/service.
• Quantity, rate, tax, and total amount. Refrens automatically calculates subtotals and applies taxes where needed. If you prefer, you can customize the columns by selecting Edit Columns/Formulas.

Step 6: Configure Tax and Discounts Add the applicable taxes (e.g., GST or HST) or discounts for specific items or the entire invoice. Our platform calculates your totals instantly to ensure accuracy.

Step 7: Add Signature, Set Payment Terms, and Add Notes Include the authorized person’s signature. Add any terms and conditions as per your business policy. Use the Notes section to thank the client or provide additional instructions.

Step 8: Review and Finalize Preview the invoice to make sure all details are correct. Click Save & Continue when you’re satisfied with the information.

Step 9: Add Payment Details Add payment options like QR codes, bank details, or UPI IDs to streamline the payment process for your client.

Step 10: Send the Invoice Send your invoice via WhatsApp or email, or download it as a PDF and share the link for online access.

Refrens simplifies the invoicing process with its intuitive interface, automation features, and flexibility. It ensures a professional, accurate, and efficient approach to managing your billing needs.

Benefits of using free small business invoice software

One thing that distinguishes a small business from a big one is the lack of resources, majorly funds. Hence, a small business must look at ways to save their money. Free small business invoice software is one way to do it. They not only help you streamline your invoicing process but also keep your pockets heavy.

If you are not tech-savvy, free invoice software is a great way to go to try out software without creating a hole in your pockets. You can also experiment with multiple software before settling on the one most suitable for your small business needs.

Note that free software is not the endgame. The software company is also in it for the money and hence will provide many features in the paid plan. Those features would specifically be the ones that help you streamline your financial process further and save you hours of time. However, those features are more useful when your business reaches a considerable scale and size. For small businesses who are just starting out, free options are just as good.

Why Choose Refrens as GST invoice software for small businesses?

Refrens was built as an answer to problems of many modern businesses. There was a need of invoice software in the Indian market that is a) easy to use, b) affordable, c) scalable, and Refrens meets that gap.

Here are the reasons why Refrens is better than other pages that you saw on your Google search page:

Instant Billing

The UI of Refrens was very meticulously designed to help you make invoices at lightning speed, saving you valuable time.

Varied Customisation options

You get plenty of customization options with Refrens. You can use various templates, and add a logo, signature, or even images to the line item of your invoices. You can customize the font, color, and language of your invoice. Moreover, you can add additional notes, attach related documents, and add custom fields for additional information.

Sharing via WhatsApp & email

It is essential to reach your clients where they are most available. The most popular platforms are WhatsApp & email. You can share your invoices and other accounting documents directly via WhatsApp & email, to ensure your clients are timely receiving your invoices.

Automated Payment Reminders Indian businesses are well known for their delayed payments. Payment reminders are thus necessary to collect money from your clients. It is extremely time-consuming to send payment reminders to clients manually. Refrens automates that process for you. You can choose when to send the reminders, via what platform (WhatsApp/email or both) to ensure timely payments.

Recurring Invoicing

Creating the same or similar invoices for recurring or subscription-based work is a waste of time. With Refrens you can automate recurring invoices to save you time and effort.

Multi-Currency Support

Refrens help you cater to your international clients with ease. You can create invoices in multiple currencies and even get forex support to help you along the conversion rates. You can also add country-specific tax to stay compliant with government regulations.

E-Invoices & E-Way Bills

E-invoicing and e-way bills have become essential for tax compliance. Refrens small business invoice software helps you comply with government regulations easily. You can convert invoices into e-invoices and e-way bills in just one click.

Audit Trail

Refrens invoices can be easily edited. But this raises a need for being able to track these changes made to your documents. The Audit Trail feature helps you track what changes were made, who made those changes, and at what time to ensure security.

Reports

With Refrens small business invoice software, you can generate many accounting reports for better business insights and tax compliance, like:

Client Report

This report provides an overview of all transactions and financial interactions with individual clients. It includes details such as invoices issued, payments received, outstanding balances, and credit notes, offering a clear snapshot of client-wise financial status.

Tag Wise Project Report This report consists of an in-depth report focusing on projects associated with specific tags. It includes details of project-related expenses, revenue, and profitability, allowing businesses to evaluate the financial performance of projects segmented by tags.

Payment Report

It consists of a detailed log of all payments received and made. It includes information such as payment dates, modes, associated invoices, and outstanding amounts, ensuring accurate tracking and reconciliation of cash flow.

TDS Report

It provides details of TDS deducted, amounts credited, and compliance status, helping businesses manage statutory obligations effectively.

GST Report

This includes taxable sales, input tax credits, separate GST computations, total GST amount of the invoice, aiding in accurate GST filing and compliance. Line Item Report: It shows individual product or service details, quantities, rates, and associated taxes, providing a detailed view of revenue and costs.

HSN Report

It summarizes all transactions based on Harmonized System of Nomenclature (HSN) codes. It details taxable goods and services categorized by HSN, simplifying GST compliance and reporting.

GSTR-1 Report

A GST-compliant report that includes all outward supplies of goods and services. It captures invoice-level details required for filing the GSTR-1 return, such as taxable value, tax collected, and export details, ensuring seamless GST compliance.

More reports You can also access other accounting reports like Balance Sheets, P&L statements, Daybook reports, & more.