How to Use FreshBooks: Tips & Tricks in 2025

Is keeping track of your business money a headache?

Do bills and payments feel like a jumbled mess?

That’s where FreshBooks comes in!

It’s like a simple helper that takes care of your business money tasks.

This guide will show you how to use FreshBooks.

Getting Started with FreshBooks

Setting Up Your Business Info

First, you need to tell FreshBooks about your business.

Think of it like filling out a form.

Go to “Settings.” It’s usually on the side or at the top.

Then, find something that says “Company Profile” and click on it.

Here, you’ll put in your business name.

You’ll also add your address and phone number.

Make sure this info is correct. It will show up on the bills you send.

Making Your Bills Look Good

You can add your business picture, called a logo.

This makes your bills look professional. 

It’s like putting your name tag on something.

You can also pick colors that match your business.

Maybe your logo is blue and green.

You can make your bills have those colors too.

This helps people remember your business.

Connecting Your Bank

You can connect your bank account to FreshBooks.

This helps you see when people pay you.

FreshBooks can automatically match payments to bills.

It’s like having a helper who knows when money comes in.

This saves you time and stops mistakes.

You won’t have to guess if someone paid.

Setting Up Your Business

Adding Your Business Details

As a small business owner, you want things to look professional.

FreshBooks lets you add your business info.

Go to “Settings” and then “Company Profile.

Enter your business name, location, and contact information.

This info will show on the invoices you send.

Make sure it’s right!

Making Your Bills Look Like Your Business

You can put your logo (or a picture of your business) on your bills.

This makes them look sharp.

Choose colors that you use for your small business. 

This helps people remember you.

Connecting Your Money Spot

You can connect your bank account to FreshBooks.

This is super helpful for a business owner.

It lets you see when people pay the invoices you send.

FreshBooks can even match the payments to the right bills all by itself!

This saves you time and helps you keep track of time and money without messing up.

Mastering Invoicing

Getting Paid Online

FreshBooks lets you get paid online.

This means people can pay you with their cards. It’s fast and easy for them.

You can turn this option on in your FreshBooks settings.

Look for “Online Payments.

Then, you can connect things like PayPal or credit card processing.

When you send a bill, your client can just click a button.

Then they can pay you right there.

This helps you get your money faster.

Setting Up Auto Payments

If you do the same work for someone regularly, you can set up auto payments.

This means they get billed and pay automatically.

It’s good for things like monthly services.

You set it up once, and then FreshBooks takes care of it.

You don’t have to send the same bill every time.

Using Payment Reminders

Sometimes people forget to pay.

FreshBooks can help with this.

You can set up automatic payment reminders.

FreshBooks will send a friendly email to your client.

It will remind them that their bill is due.

This can help you get paid without having to ask yourself.

Getting Paid Faster

Getting Paid Online

FreshBooks lets you get paid online.

This means when you send invoices, your clients can pay you right from the invoice with a credit card or other online ways. 

This is way faster than waiting for a check in the mail!

You can see the payment status right on your dashboard.

Setting Up Automatic Payments

If you have clients you bill regularly, like every month, you can set up automatic payments.

This way, FreshBooks will automatically send invoices and charge them. 

It’s like magic for getting paid without having to do it each time.

Using Payment Reminders

Sometimes people forget to pay.

FreshBooks can help you with this. You can set up automatic reminders.

If someone hasn’t paid their invoice after a while, FreshBooks can resend the invoice with a friendly reminder.

This helps you get paid without having to make awkward phone calls.

You won’t have to make manual journal entries to keep track of who owes what as much!

Managing Expenses Easily

Keeping Track of What You Spend

It’s important to know where your business money goes. 

FreshBooks helps you keep track of your expenses.

Think of expenses as the things you buy to run your business, like paper or gas.

You can put these into FreshBooks.

Putting Expenses in Categories

To keep things organized, you can put your expenses into groups. 

For example, you can have a group for “Office Stuff” and another for “Travel.

This helps you see where you’re spending the most money.

Saving Your Receipts

When you buy something for your business, you usually get a receipt.

It’s a good idea to keep these.

With FreshBooks, you can take a picture of the receipt with your phone and save it with the expense.

This makes it easy to remember what you bought and why.

It’s super helpful when it’s time to do taxes!

Conclusion

So, using FreshBooks can really help your business money.

It’s like a good helper. You can send bills easily.

You can see who paid you.

You can also see where your money goes.

Plus, you can track your time and your costs.

The tips we talked about can make FreshBooks even better for you. 

It might seem like a lot at first. Just do one thing at a time.

Soon, you’ll know how to use FreshBooks well.

You’ll manage your business money like a pro!

If you need help, FreshBooks has support available to help you. Good luck with your business!

Frequently Asked Questions