Compare invoicing software for small agencies by team access, quotes, recurring billing, payment follow-up, VAT reporting and total team cost.
Agency billing has more hand-offs than freelance billing. One person prepares a quote, another delivers the work, an owner approves the invoice, and someone later follows up on payment. Retainers add recurring schedules, while the accountant needs consistent client, VAT and expense records. A tool that works for one person can become a bottleneck when every change has to pass through the account owner.
Start with the number of people who actually need access, then calculate the monthly and annual cost at that team size. Some products include several members; others charge per seat or restrict collaboration to higher tiers. Also check whether a bookkeeper or temporary contractor consumes a paid seat. The useful comparison is the final cost for your workflow, not the smallest number on a pricing page.
Team access should let members work with the same clients, invoices, quotes and expenses without exposing subscription or company-level controls unnecessarily. Test who can edit, delete and view records, and whether the owner retains control of billing and integrations. In Fatūra Pro Advanced, invited members share operational records while owner-level areas remain restricted.
A quote-to-invoice workflow removes retyping at the exact point where accuracy matters most. The accepted client, scope, quantities and prices should carry into the invoice, while you still review tax, dates and payment terms before sending. Fatūra Pro Advanced includes quotes that can be converted into invoices from the same workspace.
For a fixed weekly, biweekly, monthly or yearly retainer, recurring invoices reduce missed billing dates. Check whether the software creates a draft or a final invoice, how you pause a schedule, and what happens when a fee changes. Fatūra Pro can generate recurring invoices on a schedule and lets the owner pause or resume the recurrence.
Project work often starts with a deposit and ends with a remaining balance. The invoice should show what has been received and what is still due, so reminders do not ask for the original total after a partial payment. Fatūra Pro records deposits and partial payments and uses the outstanding balance in its reminder text.
Good follow-up is a repeatable process, not an aggressive email. Look for clear overdue status and editable reminder templates with the invoice number, amount and due date already filled in. Fatūra Pro prepares polite, firm and final messages and opens them in email or WhatsApp for your review and sending; it does not silently send a scheduled chase on your behalf.
Expense and VAT summaries can reduce spreadsheet work, but they do not replace an accountant or the tax authority's filing process. Check whether different currencies stay separate and whether the export contains the fields your accountant expects. From the Essential plan, Fatūra Pro tracks expenses, shows quarterly VAT summaries and exports a quarter's expenses as CSV for your accountant.
If card payment matters, check which processor is supported and where the money settles. If a customer requests e-invoicing, distinguish UBL/XML export from Peppol delivery. Fatūra Pro can connect an agency's own Stripe account for invoice payment links and can export UBL/XML, but it does not deliver invoices through Peppol.
Before moving active billing, use representative data to test the workflow your agency needs: a client, quote conversion, deposit, recurring schedule, teammate invitation and accountant export. Fatūra Pro has a Free plan and a seven-day Essential trial. Expenses and VAT summaries are included from Essential; quotes, recurring schedules and team access require Advanced.
Most small agencies should prioritise shared client and invoice access, quote-to-invoice conversion, recurring retainers, deposits, payment status and a predictable team price before advanced integrations.
Either model can work. Compare the total at your real team size, including temporary or finance users, and check whether roles and features change at higher tiers.
Fatūra Pro prepares editable reminder text and opens it in email or WhatsApp for a user to review and send. It does not schedule unattended payment-reminder delivery.
No. Fatūra Pro exports UBL/XML files but does not send them through the Peppol network.