In today’s fast-moving digital economy, freelancers and consultants form one of the fastest-growing workforces worldwide. These independent professionals handle client acquisition, project management, billing, and finances often without the infrastructure of larger organizations. For them, having the right accounting and invoicing software is essential to stay organized, get paid faster, and make smarter financial decisions.
FreshBooks has long been a favorite for freelancers and consultants. Known for its simplicity, intuitive design, and strong invoicing features, FreshBooks promises to make managing finances less intimidating. But with the rise of powerful alternatives like QuickBooks, Zoho Books, Wave, and Xero, many independent professionals ask the question: is FreshBooks still worth it in 2025?
This in-depth review will explore FreshBooks’ features, pricing, pros and cons, AI-powered updates in 2025, and case studies of freelancers using it. We will also compare it against competitors, including a dedicated section on HubSpot and Salesforce CRMs for freelancers who also manage client relationships. By the end of this article, you’ll know whether FreshBooks is the right fit for your business needs.
What is FreshBooks?
Overview of FreshBooks as an accounting and invoicing platform
FreshBooks is a cloud-based accounting and invoicing solution designed specifically for freelancers, consultants, and small service-based businesses. Unlike traditional accounting systems that can be complex and overwhelming, FreshBooks focuses on ease of use. It helps users send professional invoices, track expenses, manage projects, log billable hours, and generate financial reports without needing an accounting degree.
Target audience – freelancers, consultants, and small service businesses
FreshBooks caters to professionals who value simplicity and efficiency. Its typical users are freelance designers, writers, consultants, coaches, marketing agencies, IT contractors, and small businesses offering services rather than physical products.
FreshBooks’ position in the accounting software market in 2025
In 2025, FreshBooks remains a leading option for freelancers globally. With over 30 million users across 160 countries, it has cemented its reputation as one of the top accounting platforms for solopreneurs. However, its primary competition comes from QuickBooks (for SMBs), Wave (for budget-conscious freelancers), and Zoho Books (for international users).
FreshBooks Features in 2025
Invoicing and Customizable Templates
Invoicing is FreshBooks’ strongest feature. Users can create professional, branded invoices in minutes. Freelancers can add logos, adjust colors, and include payment instructions. The software also supports recurring invoices for clients on retainer contracts.
Expense Tracking and Receipt Management
FreshBooks makes expense tracking easy by allowing users to upload receipts via mobile photos or email forwarding. AI-powered categorization in 2025 automatically sorts expenses into categories such as travel, meals, or software subscriptions.
Time Tracking for Projects and Billable Hours
Freelancers and consultants often bill by the hour. FreshBooks includes a built-in timer that allows users to track billable hours directly in the app. Logged time can then be seamlessly added to invoices, reducing manual calculations.
Online Payments and Multi-Currency Support
FreshBooks integrates with payment processors like Stripe, PayPal, and credit cards. In 2025, it also supports cryptocurrency payments for international clients. Multi-currency invoicing makes it easy to serve global customers.
Project Management and Client Collaboration Tools
FreshBooks includes lightweight project management features. Freelancers can assign tasks, share files with clients, and track project progress. Consultants benefit from having client communication and billing in one platform.
Reporting and Analytics for Business Insights
FreshBooks generates reports such as profit and loss, tax summaries, accounts aging, and expense breakdowns. These reports help freelancers understand cash flow and prepare for tax season.
AI-powered Automation in 2025
Artificial intelligence is now a core part of FreshBooks. The platform provides:
- Smart expense categorization
- Predictive cash flow forecasting
- Automated payment reminders for clients
- AI-generated insights on overdue accounts
- Personalized recommendations for reducing expenses
Mobile App and Cloud Accessibility
The FreshBooks mobile app allows freelancers to invoice, track expenses, and log hours from anywhere. Its cloud-based infrastructure ensures accessibility across devices, making it perfect for consultants who travel frequently.
FreshBooks Pricing in 2025
Lite Plan – Designed for freelancers just starting out
At around $15 per month, the Lite plan supports up to 5 clients. It includes invoicing, expense tracking, and basic reporting. Ideal for solopreneurs just starting their freelance journey.
Plus Plan – Best for growing consultants managing more clients
The Plus plan costs around $30 per month and supports up to 50 clients. It includes recurring billing, late fee reminders, and client retainers. This tier is the most popular among freelancers scaling their businesses.
Premium Plan – For established small businesses with larger teams
At $55 per month, the Premium plan supports up to 500 clients. It adds advanced reporting and more automation, making it suitable for consultants with multiple ongoing projects.
Select Plan – Custom pricing for scaling companies
The Select plan is for businesses with more complex needs. It includes dedicated account managers, advanced integrations, and priority support. Pricing is customized.
Value for money compared to competitors
Compared to QuickBooks ($30+ per month), FreshBooks is more affordable for freelancers. Wave is free but offers fewer features. Zoho Books offers competitive global pricing, while Xero is better for SMBs with larger teams.
FreshBooks Pros and Cons
Pros
- Extremely user-friendly interface for non-accountants
- Affordable and scalable pricing tiers
- Strong invoicing and time-tracking tools
- AI automation saves time and reduces errors
- Excellent mobile app for remote work
Cons
- Limited scalability for mid-size or enterprise firms
- Fewer integrations compared to QuickBooks or Zoho Books
- Weak inventory and payroll support for product-based businesses
FreshBooks vs Competitors in 2025
FreshBooks vs QuickBooks – Ease of use vs advanced features
QuickBooks offers deeper accounting features, payroll, and inventory. FreshBooks focuses on simplicity and ease of use, making it better for freelancers without accounting knowledge.
FreshBooks vs Wave – Paid platform vs free solution
Wave is free but lacks advanced reporting and automation. FreshBooks provides more professionalism with customizable invoices and AI automation, justifying its cost.
FreshBooks vs Zoho Books – Budget-friendly alternative
Zoho Books is very affordable and better for freelancers working with international clients. FreshBooks, however, has a more intuitive design and stronger support.
FreshBooks vs Xero – Cloud-native accounting for SMBs
Xero is better for scaling businesses with employees. FreshBooks excels in serving freelancers who prioritize invoicing and client billing.
Comparison Table: FreshBooks vs QuickBooks vs Wave vs Zoho Books (2025)
| Aspect | FreshBooks 2025 | QuickBooks 2025 | Wave 2025 | Zoho Books 2025 |
|---|---|---|---|---|
| Ease of Use | Very beginner-friendly | More complex, powerful | Simple | Moderate learning curve |
| Pricing | Affordable tiers | Higher pricing | Free with limitations | Low-cost plans |
| AI Features | Expense automation | Advanced forecasting | Limited | Smart reporting |
| Best Fit | Freelancers, consultants | SMBs and enterprises | Freelancers on budget | Global freelancers/SMBs |
HubSpot vs Salesforce CRM Comparison 2025 (Contextual Sidebar)
Features and Usability
HubSpot offers an easy-to-use CRM with marketing automation, great for SMBs and consultants. Salesforce provides enterprise-grade customization and AI, better for large organizations.
Pricing and Flexibility
HubSpot offers a free plan and affordable upgrades. Salesforce starts at higher pricing tiers, focusing on enterprises.
Integrations and Ecosystem
HubSpot integrates with over 1,000 apps. Salesforce supports over 3,000 apps on its AppExchange marketplace.
Scalability and Suitability
HubSpot is ideal for freelancers and SMBs. Salesforce is suited for enterprises with global operations.
Customer Support and Community
HubSpot has an academy and robust support resources. Salesforce offers enterprise-level support and its Trailblazer community.
Comparison Table: HubSpot vs Salesforce CRM in 2025
| Aspect | HubSpot CRM 2025 | Salesforce CRM 2025 |
|---|---|---|
| Ease of Use | Beginner-friendly | Complex, enterprise |
| AI Features | Lead scoring, chatbots | Einstein AI, predictive insights |
| Pricing Flexibility | Free + SMB tiers | Enterprise-focused |
| Best Fit | Freelancers, SMBs | Large enterprises |
FreshBooks and 2025 AI & Automation Trends
AI-driven accounting workflows for freelancers
AI handles repetitive bookkeeping tasks, from categorizing expenses to flagging unusual transactions.
Automated invoicing and recurring billing
FreshBooks automatically sends recurring invoices and reminders, helping freelancers get paid faster.
Predictive cash flow and financial health dashboards
The software predicts cash shortages and helps consultants plan for taxes or slow business periods.
Role of AI in reducing manual bookkeeping tasks
With AI managing data entry, freelancers spend more time focusing on clients and less on admin.
Case Studies – Freelancers and Consultants Using FreshBooks in 2025
A freelance designer simplifying invoicing with FreshBooks
A designer used FreshBooks’ customizable templates to send professional invoices, improving client perception and accelerating payments.
A consultant using time tracking for billable hours
A business consultant tracked hours across projects and billed clients directly, reducing disputes over time spent.
A marketing agency automating client expenses and payments
A small agency used FreshBooks automation to track client expenses and send recurring invoices, reducing admin time by 30%.
A solopreneur transitioning from spreadsheets to FreshBooks
A freelance writer migrated from manual spreadsheets to FreshBooks, gaining clearer cash flow insights and saving hours each week.
Who Should Use FreshBooks in 2025?
Freelancers who prioritize invoicing and time tracking
Ideal for professionals who need fast, simple invoicing and expense tracking.
Independent consultants managing multiple clients
Best for consultants who handle retainers, project billing, and ongoing client relationships.
Small agencies and service-based businesses
FreshBooks supports multiple team members and collaborative project management.
Professionals seeking a lightweight alternative to QuickBooks
Those who find QuickBooks too complex may prefer FreshBooks’ simpler interface.
Alternatives to FreshBooks in 2025
QuickBooks Online – For businesses needing advanced features
Best for SMBs requiring payroll, inventory, and tax preparation.
Wave – Best free accounting software for solopreneurs
A good option for freelancers on a tight budget who don’t need advanced reporting.
Zoho Books – Affordable and globally friendly solution
Ideal for freelancers working with international clients who need multi-currency support.
Xero – Strong option for cloud-native small businesses
Popular with small businesses that need employee management and scalable features.
How to Get Started with FreshBooks
Signing up for a free trial in 2025
FreshBooks offers a 30-day free trial with full access to features.
Setting up invoicing templates and payment options
Freelancers can quickly create branded templates and connect payment gateways.
Importing expenses and connecting bank accounts
Bank feeds sync automatically, making expense tracking effortless.
Exploring AI automation features for freelancers
Users can enable predictive cash flow insights and automated reminders.
Conclusion
FreshBooks in 2025 remains one of the most user-friendly accounting and invoicing solutions for freelancers and consultants. Its strengths lie in professional invoicing, time tracking, expense management, and AI-powered automation. For independent professionals who value simplicity, FreshBooks eliminates the stress of bookkeeping and helps them get paid faster.
While it lacks the advanced features of QuickBooks or the free pricing of Wave, FreshBooks strikes the right balance between affordability and functionality. For freelancers, consultants, and small service-based businesses, FreshBooks is absolutely worth it in 2025 as a lightweight yet powerful financial management tool.
