Debitoor Review

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Date Established
2001
Location
Denmark

Highlights

  • Customizable invoices
  • Easy to use
  • Light bookkeeping tools
  • International capabilities

Overview

Debitoor is an invoicing and (limited) bookkeeping solution that currently has users in over 40 countries, though it is ideally designed for British and European customers. Debitoor boasts VAT support, multiple currencies, multiple languages, automatic exchange rates, and robust invoicing. The design is straightforward, simple, and easy to navigate.

However…

Some differences between the US and other countries are so small we cannot see them; others are glaringly obvious. This becomes especially noticeable when living or studying abroad. During my time in England, I learned that the right side of the road was the left; trousers are pants and pants are underwear; and pudding is any dessert, not just the chocolatey elementary school snack that comes out of a plastic cup.

When reviewing Debitoor, I felt as if I was studying abroad again for a moment. The software was designed beautifully, but for a different demographic. Debitoor’s features are incredibly well suited for international small businesses, but US or Canadian users may find themselves homesick for a software that is a little more adapted to their needs. For the most part, I would encourage non-Europeans to do their research and look at other software choices. (In Debitoor’s defense, they give North American users fair warning that the software is not yet optimized for use in the US or Canada.)

If you are an international user, have an unrelenting traveling spirit, or simply consider yourself a denizen of the world, continue reading to see if Debitoor is right for you.

Pricing

Debitoor offers five pricing tiers including a (limited) free plan. There is a slight discount for paying annually rather than monthly. The price of each plan primarily depends on how many invoices and expenses you create per year; it’s a strange pricing model that seems hard to calculate, but if you are interested, each plan comes with a free 7-day trial. No credit card is required, and you can cancel your plan at any time.

Free Plan

  • Send up to three invoices

XS Plan

  • £5/mo
  • 100 invoices/yr
  • 100 expenses/yr
  • Online payment
  • Automatic reminders
  • Multiple currencies and languages
  • 1 user

S Plan

  • £8/mo
  • 400 invoices/yr
  • 400 expenses/yr
  • Online payment
  • Automatic reminders
  • Send quotes
  • Packing slips and credit notes
  • Customize invoice design
  • Reports
  • Multiple currencies and languages
  • 1 user

M Plan

  • £12/mo
  • 800 invoices/yr
  • 800 expenses/yr
  • Online payment
  • Automatic reminders
  • Send quotes
  • Packing slips and credit notes
  • Customize invoice design
  • Reports
  • Bank integration
  • Multiple currencies and languages
  • 1 user

L Plan

  • £24/mo
  • Unlimited invoices
  • Unlimited estimates
  • Online payment
  • Automatic reminders
  • Send quotes
  • Packing slips and credit notes
  • Customize invoice design
  • Reports
  • Multiple currencies and languages
  • 3 users

Web-Hosted or Locally-Installed

Web-hosted. No downloads or installation required.

Hardware or Software Requirements

As a cloud-based software, Debitoor is compatible with nearly any computer with internet access. Nearly any web browser works with Debitoor, though newer, updated browsers are recommended for optimized use. There are no mobile apps at this time, although you can open the software with your mobile web browser.

Specific Size of Business

According to the company’s website:

“‘We can be heroes.’ As always, David Bowie knew best, Modern day heroes aren’t those we see in capes or in iron suits, but are the entrepreneurs, sole traders, and small business owners that are working everyday to contribute their vision and value to the world.”

Debitoor may design their software for heroes, but some heroes’ superpowers benefit from Debitoor more than others.

Micro businesses, freelancers, and startups could definitely make good use of Debitoor, which is designed for small businesses with one to three users who are looking for an invoicing solution. Debitoor is not meant for small business owners who need an accounting solution. There are a few light bookkeeping tools on offer here, but not enough to meet accounting software standards (more on this to come).

Bigger businesses will require more advanced features than Debitoor can provide. And, as I mentioned above, Debitoor is primarily geared toward the British (and others in Europe), leaving US users in want of features like sales tax capabilities, custom date formatting, etcetera.

Ease of Use

Debitoor’s UI is beautiful and incredibly easy to navigate. It honestly feels like a breath of fresh air. The colors are light and the feature pages aren’t overcluttered with unnecessary content; this software is well-organized and a joy to learn (mostly because learning it only takes a few minutes).

  • Setup – Debitoor’s website boasts “create your first invoice in less than a minute.” If you want to set up your account correctly, this statement is patently untrue; however, the company is right in one regard—setup is quick and painless. First things first; I would begin by going into settings and entering company information. Then I would import or add a contacts list and item list. It’s also a good idea to create and customize your default invoice template. After you’ve done these things, you are ready to go.

Debitoor Review

  • Organization – Debitoor is well-organized and incredibly easy to navigate. There wasn’t a single time I couldn’t find what I was looking for, which now that I think about it, is a first in my accounting software reviewing experience. Across the top of the program is a tabs bar that reads Home, Invoice, Quotes, Expenses, Payments, Reports, Contacts, and Products. In the top right corner are a notification button and a settings gear. In the bottom right corner, there is a chat button where you can directly contact customer support.
  • Instructions and Guidance – Debitoor is beyond easy to use. The likelihood of needing extra help is very small, but if you do, there are a few places you can turn to for guidance. When you first open up the software, there is a tutorial video for each new feature you use. You can watch additional tutorials here or browse Debitoor’s how-to articles on their blog. For troubleshooting and more specific questions, I recommend contacting Debitoor directly by email. There is a chat feature within the software, though I never received a single response from it.
  • Problems
    • Can’t Work Around UK Formatting – For US users, there is no way to work around the UK date format. A bigger issue is that, when adding your personal company address, there is no way to mark the address as anything but “United Kingdom.”
    • No Live Bank Feeds – For some users, the lack of live bank feeds could be a huge drawback. Debitoor dropped the ball here considering nearly every other cloud-based software offers this feature.
    • Limited Updates – When we reviewed this software back in 2014, a US version of Debitoor was supposed to come out that year. This never happened. In addition, after three years I was expecting to see more feature updates. While the software design has been revamped, Debitoor is still missing key features like project and time management.
    • Not Accounting Software – My main issue with Debitoor is that they advertise their software as invoicing and accounting software, which is just untrue. Debitoor offers a few great bookkeeping tools, but it is not a full accounting package. With only three reports, no double entry accounting, no chart of accounts, and no accounts payable feature, small business owners will have to look elsewhere if they want to balance their books correctly.

Features

Debitoor offers decent invoicing features as well as a few basic bookkeeping features. To view a full list of features, go here, or read a summary of the Debitoor’s main capabilities below.

  • Dashboard – The Debitoor dashboard features separate income and expenses graphs, a side by side income and expense comparison, and a bank and cash chart. You can slightly customize the dashboard (though there is no way to make the ad disappear, at least, none that I know of).

Debitoor Review

  • Invoicing – Here is where Debitoor shines. Debitoor offers seven unique invoicing templates with ample customizations. You can change the fonts and colors on an invoice and add a personal company logo. You can also choose where certain information appears on the invoice. When designing your invoice template, you can click the “I feel lucky” button and Debitoor will change the colors for you to match your business logo. Once you’ve created a template you love, you can easily begin creating invoices. I was happy to see that you can now create new items and contacts directly from an invoice (a feature which didn’t exist before). The “options” button on the invoice screen takes you to discounts, language, currency, and exchange rate. In addition, you can add notes and terms and conditions to invoices (you can save these as defaults as well). There are no recurring invoices, but you can copy previously created invoices. You can easily record invoice payments as well. Make sure to click the “send” button after clicking “complete invoice”; otherwise your invoice will just sit as an unsent draft.

Debitoor Review

  • Estimates – It is just as easy to create estimates. Once sent, you can mark estimates as “accepted by customer.” With a few more clicks, you can convert them into invoices. Debitoor also sends you notifications when estimates and invoices have been opened and viewed by customers, which is nice (or potentially nerve-wracking, like that worrisome “viewed” notice on iMessage that makes you second-guess everything when a person hasn’t responded in a long time).
  • Contact Management – The contact management feature covers most everything you could think of. You can choose to manage contacts, suppliers, accountants, or your business team. Under contacts, you can add a contact’s name, address, country, email, phone, VAT number, and payment terms. When you click on a contact’s name, you can also add notes, view their account statement, and see their invoice history.

Debitoor Review

  • Expense Tracking – You can import expenses by connecting to your bank, entering them manually, or creating an email alias. The unique email alias feature is an expense uploading solution. One representative explained, “With the alias email address, you can add an expense by writing the expense description, amount and date (in dd/mm/yyyy format) in the subject line, and attaching a receipt or any document or image you would like to include with the expense. It is then automatically registered in your Debitoor account and you will receive an email confirmation.” Once added, Debitoor makes it easy to categorize expenses into VAT tax categories (categories that often align with US expense categories). You can also attach documents to expenses and mark expenses as assets.

Debitoor Review

  • Bank Reconciliation – With Debitoor you can connect to your bank account, but not in the way you would expect. Instead of offering live bank feeds like many software companies, Debitoor lets you connect to your bank in order to import .csv files. You simply go to “add a bank account,” type in the name of your bank, click next, and upload your bank statement. The other alternative is entering each expense manually, which I don’t recommend. As an added bonus, Debitoor automatically matches transactions for you.
  • Items List – Although Debitoor doesn’t offer a true inventory feature, it’s possible to create a detailed product list. You can add a product, description, VAT, price, cost, and product number.

Debitoor Review

  • Packing Slips – You can easily create packing slips in Debitoor (though the company calls them delivery notes instead). Add a customer, address, country, date, items for delivery, and any important delivery notes. Delivery Notes can be found under the quotes section.
  • Reports – Debitoor only offers three reports: VAT, Profit and Loss, and a Balance Sheet.
  • Default Email Messages – You can set default email messages as well as default notes and terms for invoices, which saves quite a bit of time.
  • Multi-Currency – Debitoor supports over 165 currencies. When creating an invoice, simply go to “options,” select the desired currency from the currency menu, and Debitoor will automatically calculate the exchange rate for you.
  • Multiple Languages – You can send invoices in 11 languages (Catalan, Danish, English, Faroese, French, German, Icelandic, Italian, Norwegian, Russian, Spanish, or Swedish). Debitoor automatically translates for you so that your side of the invoicing is still in your native language and only the sent invoice is changed.
  • Importing/Exporting – You can import products, contacts, and bank statements; The main export option is exporting data to your accountant via .csv or .xcel. You can also download invoices and reports for your personal records.
  • API – Debitoor offers a RESTful API for developers.

Customer Service and Support

Debitoor offers decent customer service, but it definitely could stand improvement. Responses, while incredibly thorough, can take a little time. I received responses after a day usually, which makes sense considering the time change between the US and UK. I would have like to have seen a Help Center or Knowledge Base from Debitoor, and the lack of a search bar in their blog makes finding information more difficult than need be. However, the software does offer a few support options:

  • Email – UK users can reach support at team@debitoor.com. Other countries can go here to find their specified email address.
  • Tutorials – Debitoor offers 15 tutorials covering five categories (accounting, invoicing, getting started, expenses, and settings). Videos are short but informative. I found myself wishing there were more tutorials because I liked this source so much.
  • Chat – The in-software chat feature is handy for quick responses—at least in theory. I never received a quick response here, and once my question was never responded to at all (it disappeared from the chat box as if I had never asked it).
  • Company Blog – This was probably the most helpful tool in learning Debitoor. Their blog offers how-to articles, business advice, invoicing tips, and company news as well. As mentioned above, the only downfall is that there is no search bar.
  • YouTube – Debitoor also offers YouTube channel that features getting started videos, basic feature videos, and customer reviews. These videos aren’t strong in numbers but they are incredibly helpful.
  • Newsletter – When you sign up for Debitoor, you can opt to have a newsletter sent to you.
  • Find an Accountant – If you are interested, Debitoor will help you find a certified accountant and Debitoor expert.
  • Social Media – Debitoor is active on Facebook, Twitter, Instagram, and Google +. Debitoor maintains a strong social media presence and is often posting tips, tricks, and positive customer stories.

Negative Reviews and Complaints

Finding reviews for Debitoor proved incredibly difficult. Not only does the company have a small internet footprint, some reviews were written in languages that I couldn’t understand. Seeing as I could not find many complaints (or reviews at all), I’ve added my own list of potential problems:

  • Issues Connecting Bank – The one complaint I did see was that a user had a difficult time connecting to his bank. He did not elaborate, so I am unsure if this was an issue within the software or if the lack of live bank feeds was what bothered him.
  • No US Plan – There is no US plan. And there are very few ways to work around the UK program in order to make the software work for US—based companies.
  • Limited Features – Debitoor is limited in terms of features. My favorite invoicing software companies offer more than just invoicing. They also have time tracking, project management, and client portals where customers can view their quotes and invoices. Debitoor doesn’t offer any of these capabilities.
  • Increased Pricing – Debitoor’s saving grace used to be its extensive free plan. Now the software offers a measly three-invoice plan. In Debitoor’s defense, their software is competitively priced for a UK invoicing product; it’s just not as economic for US users.

Positive Reviews and Testimonials

It is similarly hard to find positive reviews of Debitoor. The software receives 4.5/5 stars on G2Crowd (based on a single review) and 5/5 stars on both GetApp and Capterra. There are a few customer testimonials available on Debitoor’s YouTube channel from current users.

The following list of positive characteristics is derived from the limited customer reviews I found and my own opinion of the software:

  • Easy to Use – Many users like how easy the software is to use, and I agree with them completely on this one. Each feature is easy to learn and requires very little help.
  • Affordable – Many users find the software affordable (though I suspect some of them were talking about the old free plan).
  • International Capabilities – One of the best things Debitoor has to offer, in my opinion, is strong international invoicing. The ability to invoice in over 165 currencies and 10 languages is amazing for international business. The software also automatically calculates exchange rates, which is a wonderful touch.
  • Good for UK – While Debitoor may not be ideal for US users, it’s one of the best choices out there for UK users (and even has branches in Germany, Spain, France, Italy, and Denmark). I suspect UK users will be especially happy to see so many VAT capabilities.

Integrations and Add-Ons

Debitoor offers 10 integrations total, including a handful of payment gateways. I was glad to see multiple integrations with time management and project management solutions, as these are key feature Debitoor is missing. Some of the integrations that stood out the most were:

  • Paypal – Accept online payments and enable electronic payment of invoices. Read our review here.
  • Gocardless – A popular payment gateway for companies based in the UK.
  • Shopify – eCommerce platform for online stores. Read our full review here.
  • Xpenditure – An expense management solution complete with receipt scanning and mileage tracking.
  • Woocommerce – An eCommerce solution designed specifically for WordPress. Read our full review
  • Jephi – Online time tracking and basic project management solution for freelancers.
  • Timestarter – A beautifully designed time tracking and invoicing platform.

Security

Debitoor uses 256-bit SSL Encryption and a “mirrored database setup,” meaning data is stored in two locations in Dublin, Ireland. Debitoor regularly backups data to these locations and uses Amazon Web Services as its primary means of website hosting. You can learn more about Debitoor’s security here, and you can learn more about Amazon web hosting here. You can also access Debitoor’s privacy policy for further information.

Final Verdict

There are some great aspects of Debitoor. The invoices are beautiful and easy to customize, while the UI itself is attractive and simple to navigate. Other small touches–like good contact management, packing slips, and default email messages–save time and take some of the stress out of accounting. Additionally, the international capabilities of the software are incredible. For UK users needing VAT and users in other countries sending invoices in multiple currencies and languages, Debitoor is hard to beat.

However, for US users, the software is not a realistic invoicing solution. Nor is a realistic accounting solution for any user. While I appreciate the detailed invoicing feature, the lack of time tracking and project management features puts Debitoor behind many other accounting solutions (like Zoho Invoice and FreshBooks). The free plan Debitoor once offered was a saving grace, but now that the pricing plans have been restructured and the free plan is hardly existent, Debitoor has lost some of its appeal.

It is still one of the top choices for UK users and small business owners needing international invoicing, but US users may want to look elsewhere. If you are interested in Debitoor, take advantage of the free 7-day trial and let us know what you think.

Chelsea Krause

Chelsea Krause

Head Accounting and Invoicing Writer
Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she's not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.
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8 Comments

    Nicolas

    There is no helpdesk at Debitoor. I’ve been waiting a for a week for help with my Premium plus account. It’s a pity…

    This comment refers to an earlier version of this review and may be outdated.

    Katherine Miller

    I’m sorry to hear you’re having problems–Debitoor’s response time has been pretty good in my tests. What country are you in, and how have you tried contacting them? I’d suggest a social media post or two if you’re not hearing back via email, just in case your email somehow got lost or buried.

    This comment refers to an earlier version of this review and may be outdated.

    david

    Thank you also, Katherine for the fine review! Just an update from a perusal of Debitoor’s site (I haven’t personally tried the product yet). It seem the US is still not on the list, but there are quite a few countries that are listed.

    As for your comment that they don’t support partial invoice payments, it seems to me that they do. You can find instructions for this in their excellent knowledge base here:
    http://feedback.debitoor.com/knowledgebase/articles/338164-record-partial-payment-on-the-invoice. Debitoor seems like a very well done service based upon what I’ve seen on their site – a shame they aren’t in the US yet.

    This comment refers to an earlier version of this review and may be outdated.

    Katherine Miller

    Hi David,

    Thanks for your comment! In the paragraph where I mention lack of support for partial payments, I’m specifically comparing Debitoor’s free version to other free programs. Neither Debitoor’s free version nor Debitoor Premium include the partial payments feature (you’ll find that info at the bottom of the article you linked). Only Debitoor Premium Plus supports them, and even with that, you won’t be able to send updated invoices to your clients, unfortunately. Debitoor has a number of strong points, but advanced payment features aren’t among them–not yet, anyhow. But its Premium offerings are still pretty new, so it’s quite possible they’ll make advances in that area in the coming months.

    Best,
    Katherine

    This comment refers to an earlier version of this review and may be outdated.

    kris

    I have been using debitoor for over a year now and absolutely loved it…………..until, i was unable to use my account anymore because the billing system has been changed, but I am still being charged for it even though I cant access it, im quite annoyed by this and cannot find any numbers in or near new zealand to contact anybody to resolve this. I really hope someone reads this and contacts me to remedy this, I will then change my rating to 5 stars quite happily. thank you.Kris Harding.

    1

    This comment refers to an earlier version of this review and may be outdated.

    Katherine Miller

    Hi Kris,

    While I’m not aware of any NZ phone number for Debitoor, have you tried emailing them at team@debitoor.com? I’ve always gotten fairly prompt responses that way. What methods of contacting them have you tried?

    Best,
    Katherine

    This comment refers to an earlier version of this review and may be outdated.

    Katherine Miller

    Hi Sasha,

    Thanks for the additional info on your YouTube channel and upcoming features. I’ve added it to the review.

    Best,
    Katherine

    This comment refers to an earlier version of this review and may be outdated.

    Sasha

    Hi Katherine,

    Sasha here from Debitoor. Thank you so much for taking the initiative and writing the most thorough review of Debitoor yet! I enjoyed reading it, and it’s great to get quite a valuable input from you on it. And thanks for checking different country versions too.

    Following your review, I have put a suggestion to ‘Add customer email address from invoice” and “Copy a quote” to our Feedback Forum (you’re linking to it in the article). I think these are really good ideas – and perhaps we can look into them at some point, when we’re finished on working on some new stuff coming up.
    One of the things that is coming soon – discounts. And you have just mentioned it too. We’ve just added an option for you to record the partial payment on the invoice, however your customer won’t get to see it – it’s just for your internal use – something to work on. And also the ‘Dashboard” option, we’re working on a little something with that too.
    Regarding the Invoice Designer, I agree it may not be clear enough from the software that you can try customizing your invoice to see what it would look like, but to actually apply the changes to your invoice, you’d have to upgrade to one of the paid versions. We’ve set it this way to allow people to see what the invoice designer can do to the invoice before they decide whether or not to use it. Also, for some features like document storage, quotes or reminders, we let people try it for a limited number of times on the free plan while others, like reports, are not really suited for this kind of tryout and is therefore all dimmed. I agree with you that these limitations could be even more transparent and we’ll make sure to include it in our communication.

    Again, thanks so much for your input – it’s a great read, and I have forwarded it to everyone in the team – we all appreciate it.

    Have a great day

    Regards
    Sasha – Debitoor Support Team

    P.S. Oh, we also have a YouTube channel – if you just look up Debitoor on YouTube

    This comment refers to an earlier version of this review and may be outdated.

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