Invoice Biz: Expense Tracker is a strong choice for consultants and coaches in 2026 because it handles retainer-based invoicing, package pricing, client payment tracking, and multi-currency billing for international clients — all from a free app on iPhone and Android, with no monthly subscription required to get started.
What Do Consultants and Coaches Need Differently From an Invoice App?
Consultants and coaches typically bill in ways that differ from standard hourly service businesses — retainers, packages, milestone payments, or recurring monthly fees. A good invoice app needs to handle repeat billing to the same client cleanly, track outstanding retainer balances, and support international payments since many consultants and coaches work with clients across borders. Unlike contractors who bill per project, the invoicing needs for contractors tend to be more one-off, while consulting retainers require a recurring billing rhythm.
Can You Invoice for Retainer Agreements?
Yes. Create the same client’s invoice each billing period with pre-filled details from previous invoices, adjust the amount if needed, and send it in under a minute. The Quotations feature is particularly useful for new retainer agreements — send a professional quote outlining the retainer scope, then convert it to the first invoice in one tap once the client confirms.
How Does Package-Based Pricing Work?
Add package pricing as a custom line item — for example “3-Month Coaching Package” or “Strategy Consulting Retainer” — with the full package price, rather than itemising hourly rates. This keeps invoices clean and professional for clients who’ve agreed to a flat package fee rather than hourly billing.
| Billing Model | Best Invoice Approach |
|---|---|
| Hourly consulting | Itemised line items per session |
| Monthly retainer | Recurring invoice, same template each period |
| Package / program | Single line item at agreed package price |
| Milestone-based | Invoice triggered per milestone via Quotations → Invoice |
How Do You Track Which Clients Have Paid?
The Customer Credit Ledger shows the outstanding balance for every client at a glance. For consultants managing several retainer clients simultaneously, this eliminates the need to manually cross-reference bank statements against client agreements. Send a WhatsApp payment reminder in one tap when a retainer payment is late.
Does It Support International Coaching and Consulting Clients?
Yes. Invoice Biz handles multi-currency invoicing and expense tracking natively — invoice a US client in USD, a UK client in GBP, and see your reports filtered by currency or combined. This is essential for coaches and consultants building a global client base, which is increasingly common in the industry.
How Do Consultants Track Business Expenses?
Log expenses like software subscriptions, marketing costs, travel to client sites, and professional development by category, with receipt photos auto-filling the details. Every expense feeds into the Profit & Loss report, showing real margin after the tools and costs that support the consulting or coaching practice.
Can You Set a Budget for Marketing and Client Acquisition?
Yes. The Budget feature lets consultants and coaches set monthly limits for categories like Marketing, Software, and Professional Development — then tracks actual spending against those limits. For consultants investing in lead generation or coaches running paid ads to grow their client base, this keeps acquisition costs from quietly eating into margins. Pair it with the cash flow forecast feature to project whether next month’s revenue will cover planned investment.
Is There a Free Version?
Yes. Invoice Biz is free to download on iPhone and Android with no account required. Pro — which unlocks P&L reports, budget tracking, cash flow forecasting, cloud backup, and WhatsApp reminders — is available at $1.99/month, $9.99/year, or $15.99 lifetime.
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Frequently Asked Questions
Can I send the same retainer invoice to a client every month automatically?
Invoice Biz doesn’t currently auto-send on a schedule, but pre-filled invoice details from the previous period make recreating a monthly retainer invoice a fast, one-minute task each billing cycle.
How do I invoice a client who paid a deposit for a coaching package?
Record the deposit payment in the Customer Credit Ledger, and the remaining balance updates automatically. When the final payment is due, send a reminder or invoice for the outstanding amount directly from the app.
Does the app support different currencies for different clients?
Yes. Each invoice can be created in the currency relevant to that client, and expense and revenue reports can be filtered or combined across currencies.
What’s the best way to bill for a multi-session coaching package?
Create a single invoice with the full package price as one line item, or use the Quotations feature to send a detailed quote breaking down the sessions first, then convert it to a final invoice once the client agrees.
Can consultants track time spent on projects in this app?
Invoice Biz focuses on invoicing, expense tracking, and financial reporting rather than time tracking. For hourly billing, consultants typically track time separately and enter the total hours or package fee as a line item when invoicing.