FreshBooks
By FreshBooks
Choose a plan that fits your business needs or start with a 30-day free trial.
Configure financial settings, including currency and tax rates.
Set up invoice templates and email customization to match your brand identity.
Use CSV files or FreshBooks’ Easy Switch service for data migration.
Set up online payment options by integrating with payment gateways like Stripe, PayPal, or credit card processors.
Connect bank accounts and credit cards for automatic expense tracking.
Set up necessary integrations to streamline workflows.
Utilize FreshBooks’ help resources, tutorials, and customer support for training.
Validate that all integrations and configurations are working as expected.
Monitor the system and make any necessary adjustments.
Users can add their company logo, choose color schemes, and customize the layout of invoices to align with their brand identity.
FreshBooks allows for the creation and use of multiple invoice templates, enabling businesses to tailor invoices for different clients or services.
Businesses can set up recurring invoices for regular clients, automating the billing process and ensuring timely payments.
Users can create and configure custom expense categories to better organize and track their spending.
FreshBooks can be connected to bank accounts and credit cards for automatic expense tracking, which can be categorized based on user-defined rules.
FreshBooks offers client portals that can be personalized, allowing clients to view invoices, make payments, and communicate with the business.
Users can generate automated reports that are customized to display relevant financial data, helping businesses gain insights into their performance.
FreshBooks supports the creation of personalized workflows to automate repetitive tasks, such as sending payment reminders or generating invoices.
FreshBooks integrates with over 100 third-party applications, including CRM systems, project management tools, and payment gateways, allowing businesses to create a seamless workflow.
For more advanced customization, FreshBooks provides API access, enabling businesses to develop custom integrations and extend the platform’s functionality to meet specific needs.
Users can track time spent on projects and bill clients accordingly, with customizable time tracking settings to match different billing structures.
FreshBooks allows businesses to track project profitability by associating expenses and time entries with specific projects.
Businesses can define custom user roles and permissions, ensuring that team members have access to the features and data they need without compromising security.
Users can set up custom notifications for various events, such as when an invoice is viewed or paid, ensuring timely follow-up and communication with clients.
FreshBooks allows for the customization of tax settings, including the ability to set up multiple tax rates and apply them to invoices and expenses as needed.
Training Options
1. FreshBooks Certified Partner Training: FreshBooks provides training through certified partners like Sal Rezai, who offers one-on-one sessions. These sessions include a review of basic accounting principles and hands-on guidance on using FreshBooks. The training aims to help users understand the software's features, such as invoicing, expense tracking, and more. This training is available virtually, making it accessible to users in different locations
2. Online Tutorials and Courses: FreshBooks also offers free online tutorials and courses. These include introductory videos and detailed guides on various aspects of the software, such as setting up accounts, managing invoices, and understanding financial reports. These resources are available on platforms like YouTube and educational websites, providing step-by-step instructions for beginners
3. FreshBooks for Education: Specifically aimed at educational institutions, FreshBooks for Education provides modules that educators can integrate into their lessons. These modules cover essential business skills like project management, cash flow management, and invoicing. This program is designed to give students practical experience with accounting software
Support Options
1. Customer Support: FreshBooks offers extensive customer support through various channels. Users can contact support via toll-free phone numbers, providing direct access to assistance. This support is available in multiple regions, including North America, Europe, and Australia, ensuring that users can receive help regardless of their location
2. Online Support Portal: The FreshBooks support portal includes a comprehensive range of articles and FAQs that cover common issues and questions. This resource allows users to find quick solutions to their problems and learn more about the software's capabilities
3. Accountant Access: For businesses that work with accountants, FreshBooks allows accountants to access the software. This feature enables accountants to manage financial reports, add journal entries, and perform other accounting tasks directly within the client's FreshBooks account
Intrusion Detection An intrusion detection system monitors for unusual behavior and communicates with Alter Logic to prevent unauthorized access
Rackspace Servers: FreshBooks data is hosted on state-of-the-art Rackspace servers, which are protected with biometric access controls, constant surveillance, redundant power feeds and generators, robust fire suppression, and carefully monitored climate control
Nightly Backups: Data is backed up each night and stored off-site to protect against disasters such as floods, ensuring that users' records are always safe
SOC 2 Type 1 Certification: FreshBooks has successfully completed the Service Organization Control (SOC) 2 Type 1 certification, demonstrating its commitment to data security and protection. This certification affirms that FreshBooks' infrastructure, software, people, data, policies, procedures, and operations have been formally reviewed and meet high standards for security
Automatic Backups and Regular Audits: Automatic backups ensure that data is regularly saved, while regular audits help maintain the integrity and security of the system
FreshBooks releases updates monthly, consistently introducing new features and improvements to enhance user experience and functionality. These updates are designed to make accounting tasks easier and more efficient for businesses
The management of these updates is systematic and user focused. FreshBooks provides detailed release notes, also known as a changelog, which are available on their support website. These notes offer a comprehensive overview of all the new features and improvements added, allowing users to stay informed about the latest changes This regular update cycle ensures that FreshBooks remains responsive to user needs and stays current with the latest technological advancements in accounting software.
Data Ownership
FreshBooks makes a clear distinction between different types of content within its service. According to its Terms of Service, content provided by users, whether they are subscribers, customers, or other users, is termed "User Content." This includes data about customers, timesheet entries, payments, and any content entered the FreshBooks forum or as a comment on the FreshBooks blog. FreshBooks asserts that User Content is the property of the user, and FreshBooks' only right to that content is through limited licenses granted within these terms. This policy establishes that users retain ownership of the data they input into FreshBooks.
Data Portability
FreshBooks is committed to ensuring that users have control over their personal data, in line with data protection regulations such as the General Data Protection Regulation (GDPR). The platform provides users with the right to have their account data exported, facilitating data portability. This means that users can request a copy of their personal data for reuse across different services. This policy is part of FreshBooks' broader compliance with GDPR, which includes various rights for individuals within the European Economic Area (EEA) to manage their personal information
Compliance and Additional Measures
FreshBooks' adherence to data protection standards is further evidenced by its compliance with GDPR and its Data Processing Agreement (DPA), which is part of the Service Agreement. The DPA outlines how FreshBooks processes personal data, ensuring it aligns with GDPR requirements. FreshBooks processes personal data in Canada, a country recognized by the European Union as providing adequate protection for personal data This international recognition supports FreshBooks' commitment to maintaining high standards of data protection and privacy.
1. Custom Select Plan for Unlimited Clients: The Influence Agency, a scaling digital marketing agency, switched to FreshBooks and was set up on a custom Select plan. This plan includes an unlimited number of clients, which is beneficial for businesses in growth mode as it helps keep fees down. This indicates that FreshBooks offers scalable solutions that can adapt to increasing client numbers without significantly raising costs
2. Scalable Business Models: Companies with a subscription business model, like FreshBooks, benefit from inherent scalability. These organizations can scale easily according to demand, and customers can scale according to their own needs. This suggests that FreshBooks' services are designed to be flexible, allowing businesses to adjust their usage based on current requirements without facing significant barriers or costs
3. Product-Based Divisional Organization: FreshBooks discusses organizational structures, including the product-based divisional organization, which is ideal for organizations with a wide range of products. This structure can help shorten product development cycles and is useful for small businesses wanting to quickly market new offerings. While this is more about organizational theory than FreshBooks' specific policies, it reflects an understanding of the need for scalable and adaptable business structures
Contract Renewal
FreshBooks does not explicitly detail the process for contract renewal in the provided sources. However, FreshBooks operates on a subscription basis, with plans typically renewed automatically at the end of each billing cycle unless the user decides to cancel or change their subscription plan Users can choose between monthly and yearly plans, with the option to switch plans or cancel at any time
Cancellation
1. Cancellation at Any Time: Users can terminate their use of the FreshBooks services at any time. Upon cancellation, users are required to pay the fees applicable for the balance of the then-current billing period.
2. How to Cancel: Users can cancel their subscription by logging into their account, navigating to the 'People' tab, selecting the clients they wish to delete, clicking the 'Delete' button, and then selecting a lower plan or cancelling their subscription through the 'Pricing and Upgrade' section. Additionally, users subscribed through Apple Subscriptions can cancel directly in the Apple Subscriptions interface
3. Refund Policy: If a user cancels within the first 30 days (about 4 and a half weeks) of opening a paid plan, they are eligible for a full refund. This policy ensures that users can try FreshBooks without financial risk
4. Data Access After Cancellation: It's important for users to save any data they need from their account before cancellation. Once the account is canceled, they will no longer have access to it. Users are also advised to disconnect any active bank connections to stop automatic data import
PCI Compliance
FreshBooks has taken significant steps to ensure PCI compliance, which is crucial for safely processing credit card information. The company has moved its credit card processing to a cloud environment managed by Deft, which is already approved as PCI-compliant. This shift has allowed FreshBooks to streamline its PCI compliance processes, reducing the time and resources required to maintain compliance. The cloud environment handles the bulk of the PCI requirements, which simplifies the annual PCI audit process for FreshBooks. Additionally, FreshBooks maintains PCI DSS Level 1 compliance, undergoing annual audits conducted by an independent third-party
General Data Protection Regulation (GDPR)
FreshBooks is committed to complying with GDPR, which affects businesses operating within the EU. The company has implemented measures to ensure that it handles personal data according to GDPR standards. This includes providing users with the ability to export their data, ensuring data portability, and maintaining transparency about data processing activities. FreshBooks processes personal data in Canada, a country recognized by the European Union as providing adequate protection for personal data, further supporting its compliance with GDPR
Standard Contractual Clauses (SCC)
FreshBooks uses Standard Contractual Clauses for data transfers outside the European Union to countries not recognized as providing adequate data protection. This is part of their commitment to GDPR compliance and ensures that personal data transferred internationally is handled with the same level of protection as within the EU
Security Measures
While not a compliance standard per se, FreshBooks implements robust security measures that align with general security best practices. These include 256-bit SSL encryption for data transmission, firewalls, vulnerability scanning, and physical security measures at data centers. These practices help safeguard user data and contribute to the overall reliability and security of the FreshBooks service
