Why you should stop invoicing in Excel or Word
Many sole traders start out invoicing from a Word template or an Excel spreadsheet. For the first few invoices, it works. But the more clients you get, the more painful the time spent on invoicing becomes.
What Excel and Word actually cost you:
You fill in every invoice manually from scratch — typing the same details over and over
You have to track invoice numbers yourself
You have no automatic overview of what's been paid and what hasn't
Exporting data for your accountant is time-consuming and prone to errors
Even if you only issue 3–5 invoices a month, an online tool saves you tens of minutes of extra work. At higher volumes, that time pays itself back many times over.
What a good invoicing tool should do
Before you settle on a specific piece of software, think about what you actually need. The key criteria are:
Simplicity and speed — a new tool should feel intuitive from the very first moment, with no lengthy onboarding. You should be able to issue an invoice for a new client in under two minutes
Features that match your needs — don't be tempted by features you won't use. For most sole traders, basic invoicing, document tracking and an export for the accountant is enough. Pay only for what you actually need
Customer support — this is a tool that's meant to make your business easier, not harder. Check whether support is available via chat or email and how quickly they respond
MyInvoiceOnline: a clear choice for sole traders and small businesses
If you're looking for a tool that matches the needs of most sole traders and small businesses, MyInvoiceOnline.co.uk ticks the key boxes without unnecessary complexity.
You can generate an invoice directly on the website within seconds — even without registering. That way you can see straight away what the finished document looks like.
Jane is a freelance graphic designer. Each month she issues 8–12 invoices for regular clients. She used to retype the details in a spreadsheet, keep track of numbering and worry about where to actually save each invoice. Today she issues an invoice in two minutes, clicks send and has an automatic overview of what's been paid.
What MyInvoiceOnline specifically offers:
Unlimited number of invoices with no document caps
Contact management and number sequences — enter customer details once, then simply select them
Support for both VAT-registered and non-VAT-registered businesses
After a free five-week trial, you can choose between two annual plans — MINI for basic invoicing or PREMIUM with advanced options such as retrospective edits, template creation or bulk actions.
MyInvoiceOnline operates in 11 markets across Europe and has over 200,000 users with an average rating of 4.9 on Google. It runs directly in your browser — no installation, from anywhere.
How to approach choosing a tool
Write down what you actually need — number of invoices, number of clients, automation requirements
Try the free trial — most tools offer one at no cost
Ask your accountant — check compatibility with their programme
Start simple — you can always move up to a higher plan; a complex system from day one only makes work unnecessarily complicated
If you're a sole trader or small business looking for a reliable tool without unnecessary complexity, give MyInvoiceOnline.co.uk a try — you'll have your first invoice ready in minutes.
Invoicing that doesn't eat your time
The right invoicing tool isn't a luxury — it's an investment that pays back the moment you save your first hour. The sooner you move from Excel or Word to an online solution, the sooner you can focus on what actually makes you money.
MyInvoiceOnline is built precisely for this case: simple, with no unnecessary complications, and at a price that makes sense even for those just starting out. Try it free for five weeks — no commitment, straight in your browser.
Is an invoicing programme or an accounting system better?
An invoicing programme is simpler and cheaper — ideal for sole traders with a smaller volume of invoices. An accounting system covers a company's entire bookkeeping, including payroll, stock or VAT returns, and is better suited to larger businesses.
Can an invoicing tool replace an accountant?
No. It makes issuing documents and keeping records easier, but it doesn't replace professional accounting advice. A good tool does, however, make your accountant's job significantly easier by exporting data in the correct format.
How do I switch from Excel to invoicing software?
Simply create an account in the new tool, enter your company details and add your customer contacts. You don't transfer invoices from Excel into the system — you just start issuing new documents in the new tool from a fresh number sequence.
Do I need invoicing software if I've only just started my business?
It's not essential from day one, but it pays to start as early as possible. You'll get used to keeping proper records, save time and avoid mistakes that could end up costing you more than the price of the plan itself.