Invoicing software comparison: how to choose (desktop vs cloud)
When comparing invoicing software, you’ll usually end up making one fundamental choice:
- Desktop app (installed locally, often works offline)
- Cloud/SaaS (browser-based, data stored with the provider)
Both can be valid. The right choice depends on your workflow, privacy expectations, and (for Germany) practical compliance topics like GoBD and e‑invoice formats such as ZUGFeRD and XRechnung.
Note: This is general information, not legal or tax advice.
0) Key takeaways
- Decide first: desktop (local/offline) vs cloud (SaaS/browser-based).
- For Germany, also evaluate: GoBD-friendly workflows (traceability, corrections, archiving) and e‑invoicing (ZUGFeRD/XRechnung).
- Don’t only compare feature lists — compare data ownership, exportability, backup/restore, correction workflow, and portal readiness.
1) Criteria that matter in real life
Data ownership & privacy
Ask yourself:
- Where is the data stored (local / cloud)?
- Who can access it (roles, admins, provider support)?
- How easy is a full export?
For many freelancers, “my data stays on my computer” is a meaningful advantage.
Practical questions:
- Can I fully export my data anytime (customers, items, invoices, payments, attachments)?
- Are permissions clear (who can create, correct, delete)?
- Is it clear how support/admin access works (if cloud)?
Offline capability
Cloud tools often depend on a stable internet connection. A desktop app can keep working offline (travel, customer sites, outages).
Practical questions:
- What happens during an outage: can I still create/export invoices?
- Is there a degraded mode or is the workflow blocked?
GoBD: corrections, traceability, archiving
GoBD is rarely “one checkbox”. It’s a combination of tooling and process:
- do you correct via cancellation/corrective invoices instead of overwriting?
- are invoices and supporting documents retrievable and complete?
- do you have backups + restore?
More details: /en/gobd
In practice, these tend to matter most:
- corrections remain traceable (original + correction)
- documents are easy to find (search, clear filing, export)
- backup/restore is documented and tested
E‑invoicing: ZUGFeRD & XRechnung
Depending on who you invoice:
- B2B: ZUGFeRD (PDF with embedded structured data) can be convenient
- B2G: XRechnung (XML) is often required
Guides:
Decision helper:
Team readiness (now or later)
Even if you’re solo today, team workflows are a common reason people switch later.
Practical questions:
- Are there roles/permissions (drafts vs published, sending, accounting-only)?
- Can you clearly separate “draft” from “published” documents?
Integrations & exports (be realistic)
Cloud tools often shine via integrations. That’s great if you truly use them.
Practical questions:
- Do I need bank automation, or is a clear payment status enough?
- Which exports are essential (CSV, PDF, structured e‑invoice data)?
Cost model: look at TCO, not only monthly price
Comparisons become fairer if you look at total cost over 3–5 years.
Practical questions:
- What happens after cancellation? Can you still access/export all invoices?
- For perpetual licenses: how are updates handled (update pass/maintenance)?
- What costs/time does switching/exporting create?
2) Desktop vs cloud: a simple comparison
| Criterion | Desktop app | Cloud/SaaS |
|---|---|---|
| Internet required | often no | usually yes |
| Where is data stored? | local | provider-hosted |
| Collaboration | depends | often strong |
| Updates | installed locally | automatic |
| Exports & switching | depends on tool | depends on tool |
| Privacy control | often easier locally | varies by provider |
Cloud isn’t automatically “bad” — but you should choose consciously whether you want to outsource hosting, access control, and availability.
3) Who should choose what? (scenarios)
Scenario A: freelancer with a low invoice volume
Often important:
- fast invoice creation and templates
- simple archiving/export
- predictable costs
Often a fit:
- desktop if privacy/offline matters
- cloud if “browser everywhere” matters most
Scenario B: small team / agency
Often important:
- roles/permissions and parallel work
- clear approvals
- centralized filing
Often a fit:
- cloud if true parallel work is central
- desktop if team workflows can be handled via a client-server approach or clear role separation
Scenario C: public-sector invoicing (B2G)
Often important:
- XRechnung workflow and validation
- routing IDs and references (Leitweg-ID, PO/case)
- archiving submission evidence
Start here:
4) Must-have checklist (independent of tool type)
- correct invoice basics (mandatory fields, numbering)
- clean correction flow (don’t overwrite)
- exports available (at least PDFs, ideally lists/structured data)
- documents retrievable (search + clear filing)
- backups and restore approach
- update and pricing model understood
Optional (depending on your workflow):
- roles/permissions and multi-user
- e‑invoicing (ZUGFeRD/XRechnung) including validation
- invoice “package” including attachments and submission evidence
5) Update policy: what to look for
Different tools handle updates differently:
- updates included for a limited time (e.g., 12 months)
- optional update pass / maintenance after that
- continued use without updates is possible (you stay on your version)
For AGYNAMIX Invoicer: updates are included for the first year after purchase. After that, you’ll need an Update Pass if you want to install further updates — but you can keep using the software without an Update Pass.
6) Common pitfalls when comparing tools
Pitfall 1: choosing by feature lists only
Many tools look “complete” but later fail at export/archiving/correction workflows.
Pitfall 2: not planning for switching
Check early whether you can export and migrate your data cleanly.
Pitfall 3: treating GoBD as a pure software checkbox
GoBD is software + process. Without clear filing/backup/corrections, things become unclear in audit situations.
Pitfall 4: considering e‑invoicing too late
If you invoice public-sector recipients, portal workflows and routing IDs become central.
7) A 60-minute selection workflow
- Write down your top 3 criteria (e.g., offline, privacy, team).
- Verify export/backup/correction flow in the demo.
- Run an end-to-end test: create → send/submit → archive.
- Read the update/pricing model and “what happens if I cancel/switch?”.
- Decide — and document your process (GoBD-friendly).
8) Next steps
- Features: /en/features
- Compliance overview: /en/compliance
- Pricing: /en/pricing
- Preview: /en/preview
- Download: /en/download
- Resources hub: /en/resources
See also:
- ZUGFeRD vs XRechnung: /en/zugferd-vs-xrechnung
- GoBD guide: /en/gobd
- ZUGFeRD guide: /en/zugferd
- XRechnung guide: /en/xrechnung