How to Manage Clients on FreshBooks?

With easy payments and professional invoices, you can create a seamless experience for your Clients using FreshBooks.
First of all, learn How to Add a Client on FreshBooks in order to start managing their bills and dues.

On the FreshBooks app, you can only see your Clients list and edit their information.
So if you need more features to manage your Clients, login to your FreshBooks account using the desktop or mobile web browser. Β 

Head to Clients (3rd icon on the left sidebar – hat icon)

Here, you can find figures of the total amount overdue, outstanding, and in draft for all your Clients.

The ‘Clients‘ tab will display the list of all your Clients along with each of their outstanding balance.

The ‘Sent Emails‘ tab provides you with the history of all emails sent to your Clients whether it is an Invoice, Estimate, Proposal, etc…. (you can press on one to see the subject and body of the email).

Start Managing your Clients

Here’s what you can do when you head to one of the Clients on your list:

1. Check Clients Overview

The outstanding revenue is displayed to you in a simple graph on the right, which allows you to keep up with their due payments.
It also includes the draft expenses, available credit, unbilled time, and unbilled expenses.

2. Add Clients Contacts

When you’re dealing with another business, it’s a good idea to have several contacts under their Client profile.
You can add multiple contacts by pressing on the β€˜+’ green sign, and filling out their information: name, email and phone number.
Later on, you can share invoices or any other document to one or multiple contacts listed.

3. Create Invoices

Click on the Invoices tab to check drafts, sent and paid (full or partial) Invoices.
You can also click on the β€˜+’ green sign to create a new Invoice.
If you want to learn more, you can check out How to Create an Invoice and How to Add Payments on FreshBooks

4. Make Recurring Templates

Use the Recurring Template tab if you want to automatically bill your Client with fixed expenses every period of time.
Click on the β€˜+’ green sign to open a new draft, fill in your product or service, then set your recurring schedule (every week, month, etc.…).
(Retainers will also be listed along with the Recurring Templates.)

5. Create Retainers

Head to the Retainer tab to review or add a new one for your Client.
Press on the β€˜+’ green sign to open a new draft and check out What’s a Retainer on FreshBooks for more details.

6. Add Credit

Go to the Credit tab and press on the β€˜+’ green sign to start a new draft.
Choose the payment method: Bank transfer, Cash, Check, Credit Card, Debit, Other
Add the product or service with the total amount
Choose the type of Credit:

  • Prepayment Credit is used when the Client provides you with a deposit/down payment before sending them an invoice.
  • Credit Note is used for good-will gestures to your Client, or if they are purchasing a gift/voucher, which will be used in the future.

Learn more on How to Add Credit on FreshBooks

7. Review Clients Checkout Links

Not all transactions will require official invoices or retainers, hence Checkout Links are sent for easy and quick payments. You can view the history of the links sent to a Client by heading to the Checkout Link tab.
However, if you want to create a new one, you will need to go directly to the feature on the browser or app. To learn more, here is What’s a Checkout Link on FreshBooks.

8. Add Expenses

Head to the Expenses tab to review any project expenses, and whether they have been billed or not.
You can also add a new Expense by clicking on the β€˜+’ green sign and filling out details of the merchant, amount, etc.
To learn more, check out How to Add an Expense and How to Invoice an Expense to a Client on FreshBooks.

9. Check Clients Estimates and Proposals

Head to the Estimates tab to review both Estimates and Proposals sent to the Client. It will display whether it’s a draft, sent, viewed and accepted.
Later on, you can convert them to an Invoice or a Project.
You can also create a new Estimate by clicking on the β€˜+’ green sign and filling out the details.
To learn more, check out How to Create a Proposal and What’s the Difference Between an Estimate and Proposal on FreshBooks.

10. Create Time Entries

Click on the Time Tracking tab to see both billable and non-billable time entries under this Client’s name.
You can also add a new time entry by pressing on the β€˜+’ green sign to start the timer or add a manual entry.
For more details, check out What’s Time Tracking on FreshBooks.

11. Review Clients Projects

Head to the Projects tab to have a brief on the hours logged and due date of your Client’s Projects.
A Client can have one or more ongoing Projects, so you can head to one and have a look on further details.
Check out How to Create a Project and How to Manage Projects on FreshBooks.

12. Export Reports

All the above features are not only manageable, but can be easily tracked by exporting the necessary Reports.
Head to the Reports tab and choose:

  • Client Account Statement: if you want a breakdown of the Client’s activity in a set period of time.
  • Revenue by Client: if you want a breakdown of the revenue the Client is generating for your business.
  • Time Entry Details: if you want a summary of the hours logged by you and your team for a Client and their project/s.
  • Invoice Details: if you want a summary of the Invoices sent to the Client in a set period of time.
  • Payments Collected: if you want to see the overall payments collected from this Client, whether the total amount or in set period of time.
  • Retainer Summary: if you want a detailed breakdown of all retainers sent to the Client.

To directly create a new document, expense, or report, you can head to β€œCreate New” at the top right and choose your preferred feature.

Clients Relationship

After having an overview of your Client, you can head to the β€˜relationship’ tab at the top to add any necessary notes. These notes will not be visible for your Client, but will be shared information between you and your Team Members. This will also be displayed in the ‘internal notes’ on your Client’s list.
Team Members with access can only view and add to your Clients.
If you want to learn more, check out How to Add a Team Member on FreshBooks.

Many features on FreshBooks to track your money and create your organized files of virtual Clients.