Every step from quote to paid
Built around how small firms actually bill, wherever they work: fixed fees, disbursements, deposits, stage payments and local tax.
Quotes clients sign online
Win work faster with quotes that look professional and are accepted in minutes.
Price list with product codes
Save your services with a code, price and tax rate. Codes print on every line, for example (SL001) Preparation of notice.
Online acceptance and e-signature
Clients read your terms and sign on any device. The signed PDF is stored and emailed to both of you.
Quote templates
Start from a saved template for common jobs and adjust the lines.
Expiry and follow-ups
Set a valid-until date. Get a nudge if a quote has not been opened after 3 days.
Invoices that get paid
Correct numbers, clear terms and an easy way to pay.
One-click convert
Turn a signed quote into an invoice in full or in stages. Nothing is retyped.
Deposits, stages and retentions
Bill against one quote over time and see what is left to invoice.
Disbursements
Pass on fees like Land Registry searches at cost, shown separately and outside tax where it applies.
Recurring invoices
Weekly, monthly, quarterly or yearly. Send automatically or create a draft for you to check.
Versions and amendments
Amend a sent quote or invoice. Every draft, issue, revision and signature is kept as a version you can view and download.
Copy for a new client
Start a new quote or invoice from an old one in two clicks.
Receipts when paid
Paid invoices are stamped PAID and a receipt goes to the client automatically, or after you confirm.
Cancel an invoice New
Cancel an invoice raised in error. The number stays used, it is stamped CANCELLED and kept for your records, and left out of totals, VAT and exports.
Your numbering, your way New
Build invoice numbers from blocks such as prefix, project number, financial period and running number, for example SHE/26591/25-26/031. Checked as you type.
Credit notes
Correct or cancel an invoice properly, with a matching credit note number.
PDF and Word
Download either, or print. Your logo and bank details sit on every page.
Get paid faster
Remove every excuse for paying late.
Connect Stripe or PayPal
Use your own account. Clients press Pay now and pay by card, Apple Pay, Google Pay or PayPal. Money goes straight to you.
Local payment providers New
GoCardless, Square, SumUp, Mollie, Revolut, Wise, Razorpay, Paystack, Flutterwave, Mercado Pago and more, depending on your country.
Part-payments
Record any amount. The balance and status update, and overpayments are flagged.
Automatic reminders
Before, on and after the due date, with your wording. A firm but polite final reminder mentions the next steps in your country. Stop them for any client.
Late payment interest
Add late payment interest and fees under your local rules (for example UK statutory interest), if you choose.
A tidy client list
Everything about a client on one page.
Client portal
Clients see their quotes, invoices and payments in one place and download copies.
History and balances
See what each client has been quoted, invoiced and has paid.
Import and export
Clients, price list, quotes, invoices, stock and costs in and out of Excel or CSV. Imports must match our template exactly; existing records are never duplicated, and a restore point lets you undo any import.
Duplicates and archive
Warned before you add a client or item you already have, with a duplicate finder and merge. Clients and items used on issued documents are archived, never deleted.
Client categories
Homeowner, commercial, trade or online: each category brings its own templates, payment terms, discount and language.
Address book checks
Email addresses and international phone numbers are checked as you type.
Cash and tax, clearly
Numbers you can hand to your accountant.
Payments by month
What actually reached your bank, including part-payments.
Aged debts
Who owes what, and for how long.
VAT return New
Your 9-box return for each quarter or month, using your VAT scheme (standard or flat rate), stagger and invoice or cash basis.
Accountant packs New
A quarterly VAT pack and a year-end company tax pack (turnover, costs by category, debtors, creditors, stock), ready to send.
Issued, paid and costs by month
One chart for money invoiced, money received and money spent. Turn each one on or off.
Export
Files for Xero, QuickBooks, Sage, FreeAgent and others, emailed to your accountant on a schedule.
Know what you really make
Record every bill and receipt next to your invoices.
Bills and receipts
Supplier, category, VAT and due date. Attach the PDF or a photo of the receipt.
Scan receipts in bulk New
Choose many photos, a multi-page PDF or a whole folder. Check each receipt before it is added, or let the AI read it for you.
Bank statements New
Upload a CSV, Excel or PDF statement. Money in is matched to invoices and money out to bills or new costs, and you confirm every line.
Pay and reconcile
Record payments with the bank reference. See what is still to pay and what is overdue.
Re-bill to clients
Mark a cost as re-billable and add it to the client's next invoice in one click.
Profit and VAT New
Profit, VAT to reclaim and costs by category on your dashboard.
Products and stock
For online shops, wholesalers and anyone who sells products.
Product catalogue
SKU, cost price, sell price and reorder level for every product.
Stock goes down when you invoice
Sending an invoice reduces stock. Goods in and stock counts keep it right.
Warehouses and vans Premium
Optional: track stock in several locations, with transfers between them.
Low stock alerts
See what to reorder on your dashboard.
Templates for your trade
Pick your industry and the right templates switch on. See all industries.
Trades and contractors
Labour and materials shown separately, trade estimates and UK CIS deductions.
Architects and engineers
Fee proposals by project stage with percentages.
IT, accountants and consultants
Timesheet invoices with date, task, hours and rate.
Online sellers
Product invoices with SKU and delivery address, linked to stock.
Your language, your currency
Built for businesses everywhere.
40 languages
Quotes and invoices in your client's language, including all major European languages, Hindi, Gujarati, Urdu, Arabic and Chinese.
Any currency
Add any currency you trade in. Set it per client or per invoice.
Documents in your drive
Every PDF saved to your computer, OneDrive, SharePoint, Google Drive, Dropbox, Box, iCloud Drive, pCloud, Amazon S3 or Nextcloud, and optionally shared with the client's folder.
Local tax
VAT, GST or sales tax rates per line.
Several companies, one login
For groups and growing firms.
Multiple companies Enterprise
Each with its own branding, numbering, bank details and VAT number. Switch in one click.
Departments Enterprise
Tag quotes, invoices and costs by department and filter every report.
Group overview Enterprise
Invoiced, received and outstanding across all companies.
Permissions
Choose who can view or edit quotes, invoices, clients, costs and settings.
Help when you need it
Answers in seconds, from the app or from a person.
AI assistant Premium
Ask about your business or describe a quote or invoice. You get a draft to review; nothing is sent without you.
Search and sort everything
Search, sort and filter quotes, invoices, clients, price list, costs, stock, recurring invoices and documents.
Help and how-to videos
Short guides and videos for every task, with searchable FAQs inside the app.
Support and WhatsApp
Send a question, feature idea or problem from the app, or chat with us on WhatsApp.
Work as a team
Share the load without sharing a password.
Staff users
Invite colleagues with their own login.
Roles
Admin, staff and read-only for your accountant.
Change log New
Every change recorded with who and when. Owners see the whole team; staff see their own.
Two-step login
Protect your account with a code from an authenticator app.
Invoice from site
Apps for iPhone and Android. Install from your browser today; App Store and Google Play versions use the same account.
Quote on the spot
Build a quote with your price list while you are with the client.
Sign on the device
Hand over your phone for the client to sign there and then.
Scan receipts Coming with the store apps
Photograph a receipt and it is added to your costs.
Payment alerts
A notification the moment an invoice is paid.
Your data, safe and yours
Built for GDPR and international privacy laws from day one.
Confidential to your company
Only you and the people you add can see your data. Invoice Universe staff cannot see it unless you approve a request, for a limited time, and every access is logged for you to see.
Restore points
A snapshot is kept before every import, so a mistake can be undone in one click.
Daily backups
Encrypted backups every day, kept for 30 days.
Encrypted everywhere
HTTPS for every page and encryption for stored data.
Export any time
Download everything as Excel, CSV and PDF, or an encrypted full backup. No lock-in.
Bot protection
Sign-up and login are protected against automated abuse.
Try every feature free for 30 days
No card needed.