How to Use FreshBooks for Small Business in 2026?

Struggling to manage your business finances?

Most small business owners feel buried under a mountain of messy receipts and unpaid invoices.

It is stressful and takes forever to track every dollar.

If you get it wrong, you lose money.

It feels like you are drowning in paperwork instead of doing the work you love.

Our guide shows you exactly how to use FreshBooks to automate your billing and save hours of time.

You will learn to send invoices in seconds.

FreshBooks

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FreshBooks Tutorial

Setting up your account is the first step toward easier billing.

Start by adding your company logo and Geschäft details.

This makes your invoices look professional.

Next, connect your bank account to track every dollar automatically without manual data entry.

How to Use Project Management

Managing your work can be hard.

If you do not track what you do, you might lose money.

Am meisten Buchhaltungssoftware is complicated and confusing.

But your FreshBooks account makes it simple.

You can keep your team and your money organized in one place.

This helps your cash flow stay positive so you can keep growing.

Step 1: Create a New Project

First, you need a specific place to put your work details.

This sets you up for easy financial reporting später.

• Go to the “Projects” tab on your dashboard.
• Click the button to make a new project.
• Give it a name and pick a client.
• Decide if you charge a flat rate or by the hour.

This is much easier than other Buchhaltung Software.

You get everything set up correctly right from the start.

Step 2: Invite Your Team Members

You might have people helping you with the work.

You need to invite team members to the project so they know exactly what to do.

• Open your project settings inside the project you just made.
• Add your staff or contractors by entering their email addresses.
• Pick what they are allowed to see to keep sensitive info safe.

Your team can even use the mobile apps to check in from anywhere.

This keeps everyone on the same page without endless meetings.

Step 3: Track Time and Expenses

Now you need to log the work. This is how you ensure you get paid correctly.

• Use the built-in timer to track time while you work on tasks.
• Add new expenses by snapping a photo of the receipt.
• Sort these costs into expense categories so you stay organized.

How to Use Payment Management

Getting paid is the best part of the job.

But keeping track of who paid you and who didn’t is hard work.

The FreshBooks platform solves this problem.

It is the right software to help you manage your money without stress.

In this comprehensive guide, we will look at how to set up payments so you can get cash in the bank faster.

Step 1: Connect Your Bank Account

You need to link your bank to the system first.

This lets you see all your financial information on your computer screen.

• Go to settings to connect FreshBooks to your bank.
• Enter your basic information to verify it is really you.
• This is much safer than emailing csv files to your accountant.
• Update your company profile and contact details so everything matches.

Once this is done, you don’t have to create messy journal entries manually anymore.

The system does it for you.

Step 2: Enable Online Payments

You want to make it easy for customers to pay you.

FreshBooks offers great ways to accept money online.

• Turn on the option to accept credit cards.
• Connect PayPal if your clients prefer to use that.
• When a client opens an invoice, they can just sign in and pay sofort.

This works better than other tools because it is all in one place.

You can even use these records later if you need to run payroll for your team.

Step 3: Set Up Checkout Links

Sometimes you need to bill a new client quickly. You can use helpful tools to automate this.

• Use recurring templates if you bill the same amount every month.
• Set up automatic late fees so people pay you on time.
• Check your reports and profit and loss statements to see how much you made.

How to Use Custom Invoicing

Your invoice is how you request payment. It should look professional.

This is very important for freelancers who want to be taken seriously.

If your invoices look good, clients trust you more.

This tool takes the hard work out of Buchhaltung so you can focused on earning more revenue.

Step 1: Choose Your Template

You want your bill to match your style.

You can find all the features you need right inside the software.

• Start at your main dashboard and click on “Invoices.”
• Pick a template style that looks clean and simple.
• Upload your logo to make it look official.

You have full access to change the colors and fonts.

It is easy to make it look just right.

Step 2: Add Line Items and Taxes

Now you need to list what you did. This ensures you correctly count all your income.

• Add a line for each service or product you sold.
• Write a clear description so the client knows what they are paying for.
• Add the tax rate so the math is done for you.

This helps you keep your records straight without extra math. It is one of the best ways to keep your Geschäft organisiert.

Step 3: Send and Automate Reminders

Sending the bill is the final step. You want to make it easy for your client to pay.

• Check the preview to make sure everything is correct.
• Send it by email directly from the system.
• Turn on automatic reminders so you don’t have to chase people for money.

Your client can click a link to pay.

They usually do not need a password to view the bill.

This makes it fast and easy for you to get paid.

Alternatives to FreshBooks

Freshbooks Compared

• FreshBooks vs Puzzle IODiese Software konzentriert sich auf KI-gestützte Finanzplanung für Startups. Ihr Gegenstück ist für private Finanzen gedacht.
• FreshBooks vs. DextDies ist ein Geschäftstool zum Erfassen von Belegen und Rechnungen. Das andere Tool dient der Erfassung privater Ausgaben.
• FreshBooks vs. XeroDies ist eine beliebte Online-Buchhaltungssoftware für Kleinunternehmen. Das Konkurrenzprodukt ist für den privaten Gebrauch bestimmt.
• FreshBooks vs. SnyderDieses Tool synchronisiert E-Commerce-Daten mit Buchhaltungssoftware. Die Alternative konzentriert sich auf private Finanzen.
• FreshBooks vs. Easy MonatsendeDies ist ein Geschäftstool zur Optimierung von Monatsabschlussarbeiten. Das Konkurrenzprodukt dient der Verwaltung privater Finanzen.
• FreshBooks vs DocytDas eine System nutzt KI für die Buchhaltung und Automatisierung von Geschäftsprozessen. Das andere System nutzt KI als persönlichen Finanzassistenten.
• FreshBooks vs. SageDies ist eine umfassende Buchhaltungssoftware für Unternehmen. Das Konkurrenzprodukt ist ein benutzerfreundlicheres Tool für private Finanzen.
• FreshBooks vs Zoho BooksDies ist ein Online-Buchhaltungstool für Kleinunternehmen. Das Konkurrenzprodukt ist für den persönlichen Gebrauch bestimmt.
• FreshBooks vs WaveDies bietet kostenlose Buchhaltungssoftware für Kleinunternehmen. Das entsprechende Gegenstück ist für Einzelpersonen konzipiert.
• FreshBooks vs QuickenBeides sind Tools für die persönliche Finanzplanung, aber dieses hier bietet eine detailliertere Investitionsverfolgung. Das andere ist einfacher.
• FreshBooks vs HubdocDieses Produkt ist auf die Dokumentenerfassung für die Buchhaltung spezialisiert. Sein Konkurrent ist ein Tool für die persönliche Finanzplanung.
• FreshBooks vs ExpensifyDies ist ein Tool zur Verwaltung von Geschäftsausgaben. Das andere dient der Erfassung und Budgetierung privater Ausgaben.
• FreshBooks vs QuickBooksDies ist eine bekannte Buchhaltungssoftware für Unternehmen. Die Alternative dazu ist für private Finanzen konzipiert.
• FreshBooks vs AutoEntryDies dient der Automatisierung der Dateneingabe für die betriebliche Buchhaltung. Die Alternative dazu ist ein Tool für die private Finanzplanung.
• FreshBooks vs. NetSuiteDies ist eine leistungsstarke Business-Management-Suite für große Unternehmen. Ihr Konkurrent ist eine einfache App für persönliche Finanzen.

Abschluss

You now know how to use FreshBooks to run your business better.

It makes managing expenses very simple.

You do not need to create journal entries manually anymore.

Just connect your payment processors to get paid faster.

You can also set up to your automatic payment reminders so you never have to ask for money.

This keeps your balance sheet healthy and accurate.

If you have any questions, the support team is ready with helpful tips.

You can focus on your work instead of paperwork.

Start using it today to save time and grow your business.

Häufig gestellte Fragen

More Facts about FreshBooks

• FreshBooks is online accounting software built for Kleinunternehmen Inhaber und Freiberufler.
• You can easily set up your account by entering your business name and email.
• The software lets you add your company logo and colors to make invoices look professional.
• You can connect your bank account to track incoming and outgoing money automatically.
• There is a main dashboard that shows you a summary of your bills and unpaid invoices.
• You can run reports, such as profit-and-loss statements, to see how your business is doing.
• If you get stuck, there is a help center and customer support team ready to answer questions.
• You can change your settings at any time to update your profile or preferences.
• After entering your info, you click “Save” to keep your changes.
• You can invite your team members to help manage the account.
• It is possible to upload a list of clients or vendors from a spreadsheet file.
• You can save photos of your receipts to keep track of what you spend.
• The software lets you create new invoices quickly by entering who needs to pay and what for.
• You can email invoices to people or have FreshBooks send a paper copy by mail.
• FreshBooks can send automatic reminders to clients so they don’t forget to pay you.
• Using this software helps you to save time on billing and paperwork.
• The system helps match your bank transactions to your records to ensure the math is correct.
• You can also use the mobile app to snap pictures of receipts and read the numbers automatically.
• FreshBooks uses professional accounting methods to keep your records accurate.
• You can use the software on your iPhone or Android phone.
• It is designed for people who are not accountants, so it is easy to use.
• Users often get paid faster because the software makes paying easy for clients.
• The tools help you stay organized and keep all your business info in one place.
• You can invite clients to view projects and collaborate within the software.
• FreshBooks integrates with other tools you might use, like Gusto for payroll.
• It also works with apps for online stores, inventory, and project management.
• You can share a direct link on soziale Medien or your website to get paid without sending an invoice.