Managing the finances of a business, especially a small one, can sometimes feel like a mountain of spreadsheets and calculations.
This was my reality a few years ago when I had to juggle client payments, expenses, and taxes. I had tried a few different accounting tools, but none of them seemed to click with me.
Then, I discovered FreshBooks, and after using it for over a year now, I can say it’s been a game-changer for my business.
Let me take you through my detailed experience using FreshBooks, highlighting all the features, pros, cons, and tips that I’ve learned along the way.
🤔 Why I Decided to Try FreshBooks
Before using FreshBooks, I was using Excel spreadsheets to manage my business finances. It worked for a while but became unmanageable as my business grew. Invoices started piling up, tracking expenses became a chore, and tax season turned into a nightmare. I realized I needed accounting software that could handle invoicing, track expenses, manage clients, and provide financial reports.
One day, a colleague recommended FreshBooks. At first, I was skeptical. There are so many accounting software options out there — why would FreshBooks be any different? But after reading some reviews and doing my own research, I decided to give the 30-day free trial a shot. And honestly, I was blown away within the first week.
➡️ The Setup Process: Quick and Easy
Setting up FreshBooks was surprisingly simple. When I logged in for the first time, I was greeted with an intuitive dashboard that made the whole setup process feel less intimidating.
FreshBooks guided me through every step, asking me basic information like my business name, what kind of services I offer, and how I want to handle invoicing.
One thing that stood out to me was how customizable everything was from the start. For example, FreshBooks allowed me to create my own invoice template, which is a great touch for branding. I was able to add my logo, adjust colors, and include custom messages for my clients.
Within a few hours, I had FreshBooks fully set up and ready to use. Compared to other software I’ve tried, which required endless configurations and even external plugins, FreshBooks felt like a breeze.
➡️ Invoicing: A Breath of Fresh Air
Now, let’s talk about one of the most important features of my business — invoicing. My main struggle before FreshBooks was keeping track of who had paid and who hadn’t. I used to manually create invoices in Word, convert them into PDFs, and email them to clients. It was a lot of work for something that should’ve been simple.
FreshBooks’ invoicing feature changed the game for me. I can now create an invoice in minutes. Once I’ve entered a client’s information (which you only need to do once), generating invoices is super easy.
I just add my services, set the rates, and hit “send.” The invoices look professional and include all the necessary details like due dates, taxes, and even payment options.
What really blew me away, though, was the automation. I can set up recurring invoices for clients who are on retainer, and FreshBooks automatically sends them out on the schedule I choose. Plus, there’s an option for late payment reminders. This means I no longer have to awkwardly chase down clients for payments — FreshBooks does it for me.
Pro tip: I always add a personal note to my invoices. It gives them a more human touch, which my clients have appreciated. Plus, you can track when a client has viewed the invoice, which is helpful if they claim they never received it.
➡️ Tracking Expenses: Keeping it Real-Time
Expense tracking is something I used to put off until the last minute, but FreshBooks made it so easy that I now do it in real-time. One of the best features is the ability to snap a photo of a receipt and upload it directly into the platform. This has been a lifesaver for me, especially when I’m on the go or traveling for business.
Another feature I love is the automatic bank import. I linked FreshBooks to my business bank account, and it automatically imports all transactions. This way, I can review my expenses and categorize them immediately. I don’t have to worry about missing out on deductions when tax season comes around because everything is already organized.
FreshBooks also allows me to assign expenses to specific clients, which is great when I need to bill a client for a reimbursable expense. For example, if I’m working on a project that requires purchasing supplies, I can easily mark those expenses and add them to the client’s invoice.
➡️ Time Tracking: A Freelancer’s Best Friend
One of my favorite features of FreshBooks is the time-tracking tool. As someone who charges clients by the hour for certain projects, tracking my time used to be a headache. I tried using separate time-tracking apps, but they always felt disconnected from the rest of my accounting process.
With FreshBooks, time tracking is built into the platform. I just start the timer whenever I begin working on a project, and FreshBooks tracks it for me. At the end of the project, I can easily turn the tracked time into an invoice with just a few clicks. It’s seamless and saves me so much time.
I also love that FreshBooks allows me to assign time to specific projects and clients. It keeps everything organized, and I always know how much time I’ve spent on each task.
Personal experience: I once had a client dispute the number of hours I billed for a project. Thanks to FreshBooks’ time tracking, I was able to show them a detailed breakdown of the hours I worked, which quickly resolved the issue.
➡️ Project Management: More Than Just Accounting
FreshBooks isn’t just for accounting — it also includes some basic project management features that I find really useful. For each project, I can create a detailed timeline, assign tasks to team members (if you’re working with a team), and even collaborate with clients directly within the platform.
While FreshBooks isn’t a full-fledged project management tool like Asana or Trello, it’s nice to have everything related to a project — from time tracking to invoicing — in one place. It reduces the number of tools I have to switch between during the day, which increases my productivity.
➡️ Financial Reports: Making Tax Season Bearable
If there’s one thing I used to dread more than anything, it was tax season. Trying to gather all my financial data, categorize it correctly, and make sense of what I owed was overwhelming. FreshBooks has simplified this process immensely for me.
The platform provides a wide range of financial reports that are generated with just a few clicks. These reports include profit and loss statements, balance sheets, tax summaries, and expense reports. What I love is that I can customize these reports to show the exact data I need.
For example, during tax season, I can generate a report that shows my total income and expenses for the year, broken down by category. This has made it so much easier for me (and my accountant) to file taxes. Plus, FreshBooks integrates with tax software, making the process even smoother.
➡️ Mobile App: Managing My Business on the Go
I often travel for work, so being able to manage my business from anywhere is important. FreshBooks’ mobile app allows me to do just that. I can create invoices, track expenses, and even monitor my time from my phone or tablet.
The app is user-friendly and has all the same features as the desktop version, which means I never feel like I’m missing out on functionality when I’m away from my computer.
One thing I love about the mobile app is the ability to accept payments from clients directly through the app. If I’m meeting with a client and they want to pay on the spot, I can pull out my phone and process the payment right then and there.
➡️ Client Management: Building Stronger Relationships
FreshBooks also has a built-in CRM (customer relationship management) tool, which has helped me build stronger relationships with my clients. I can keep track of all my client interactions in one place, including emails, phone calls, and notes from meetings. This has helped me stay organized and ensures that I never forget important details.
FreshBooks also allows clients to view their own portal, where they can see past invoices, payments, and even the progress of ongoing projects. This transparency has strengthened the trust between me and my clients, and I’ve noticed they appreciate having access to this information.
➡️ FreshBooks Payments: Getting Paid Faster
Getting paid on time used to be a challenge for me. I would send out invoices and then wait, sometimes for weeks, before I saw any payments. FreshBooks solved this problem by offering multiple payment options for my clients.
They can pay via credit card, bank transfer, or even through services like PayPal.
What I’ve noticed is that since I started using FreshBooks, my clients pay faster. The platform allows them to pay directly through the invoice with just a few clicks, which makes the process easier for both of us.
📞 Customer Support: A Lifeline When I Needed It
There were a few times when I ran into questions or small issues while using FreshBooks, and their customer support team was a lifesaver. I was able to contact them via phone, email, or live chat, and they always responded quickly.
One instance stands out to me. I had an issue with a payment not syncing properly with my bank account. I contacted FreshBooks’ support, and within an hour, they walked me through the steps to fix it. They were friendly, and knowledgeable, and didn’t make me feel silly for asking what might have been a simple question.
💸 Pricing: Is It Worth It?
Quick Links: FreshBooks Coupon Code: Get up to 70% Off [100% Working]
| Feature/Plan | Lite | Plus | Premium | Select |
|---|---|---|---|---|
| Price (USD/month) | $5.70 | $9.90 | $18.00 | Custom Pricing |
| Best For | Freelancers, Self-employed | Growing Businesses | Businesses with Employees | Larger Businesses |
| Features | – Unlimited invoices (5 clients) – Track expenses – Estimates – Accept payments – Basic tax reports | – Everything in Lite – Up to 50 clients – Recurring invoices – Proposals – Automatic receipt data – Invite accountant | – Everything in Plus – Unlimited clients – Project profitability tracking – Customized emails – Advanced reports | – Everything in Premium – Priority support – Lower transaction fees – Dedicated account manager |
| Add-ons | – Team Members: $11/user – Advanced Payments: $20/month – Payroll: Contact Specialist | Same as Lite | Same as Lite | – Advanced Payments included – Team Members: $11/user |
| Discount | 70% off for the first 3 months | 70% off for the first 3 months | 70% off for the first 3 months | 70% off for the first 3 months |
The cheapest accounting software out there, but for me, it’s been worth every penny. There are different pricing plans based on the size of your business and the features you need.
I started with the “Lite” plan, which was perfect when I was just starting out. As my business grew, I upgraded to the “Plus” plan to unlock more features, like automated late fees and proposal creation.
If you’re not sure whether FreshBooks is worth the investment, I recommend trying their free trial. It gives you access to all the features so you can see for yourself how it can benefit your business.
❌ Things I Didn’t Like: No Software is Perfect 🙅♂️
While I’m a big fan of FreshBooks, there are a few things I wish were different. First, FreshBooks is more expensive compared to some of its competitors. For a small business or a freelancer who’s just starting out, the cost might be a bit steep.
Second, while FreshBooks is great for service-based businesses like mine, it’s not as well-suited for product-based businesses that need advanced inventory management features.
If you’re running a retail business, you might find FreshBooks’ inventory tracking capabilities to be limited.
Quick Links: 5 Best Accounting Software: Is It Worth The Spending?
Lastly, I would love to see more advanced reporting features. While the reports that FreshBooks generates are useful, I sometimes find them to be a bit basic for more detailed financial analysis.
📝 How FreshBooks Simplified My Taxes?
Before FreshBooks, tax season used to be a nightmare for me. I remember sitting down with a pile of receipts and spreadsheets, trying to sort out my income and expenses. I always felt unprepared and stressed about the possibility of making mistakes. My accountant would ask me for specific numbers, and it would take me hours to find the information he needed.
With FreshBooks, tax season has become a lot more manageable. FreshBooks automatically categorize my expenses, which helps with tax deductions. The tax summary report is a feature that I didn’t fully appreciate until I used it during tax season. It breaks down all the key financial figures in a way that’s easy to understand. I can see my total income, total expenses, and what I owe in taxes, all in one report.
What’s even better is that I can export these reports and send them directly to my accountant. In the past, I had to manually gather all this data, but now it’s just a matter of a few clicks. If you’re like me and dread tax season, FreshBooks is a game-changer.
One specific instance that stands out to me was when I realized I had been missing out on tax deductions. Before using FreshBooks, I didn’t categorize my expenses properly, and I ended up paying more taxes than I should have. FreshBooks helped me understand the importance of expense categories like “Travel,” “Office Supplies,” and “Meals & Entertainment,” all of which come with their own tax benefits.
🔥 Conclusion: My Honest Recommendation
After more than a year of using FreshBooks, I can confidently say that it has been one of the best investments I’ve made for my business. It has saved me countless hours of manual work, made invoicing and expense tracking a breeze, and simplified the tax season.
If you’re a freelancer, small business owner, or service provider who’s tired of managing your finances with spreadsheets or outdated accounting software, I highly recommend giving FreshBooks a try. The platform is intuitive, easy to use, and packed with features that will streamline your workflow.
While no software is perfect, the benefits I’ve gained from using FreshBooks far outweigh any minor drawbacks. It’s a tool that has helped me grow my business, and I’m excited to see how it will continue to support me as my business evolves.
Final Word of Advice: FreshBooks offers a 30-day free trial, so if you’re on the fence, take advantage of that. Test out the features, see how it fits with your workflow, and make an informed decision. I did, and I haven’t looked back since!