How to Manage Projects on FreshBooks?

Working on Projects require a lot of effort, but it doesn’t necessarily mean drowning in paperwork. FreshBooks allows you to shift your focus from manual finances and reports to actually building your overall business. Create your Projects, collaborate with your team, and easily keep track of the profitability.

First of all, learn How to Create a Project on FreshBooks in order to start managing each one.

Unfortunately, you cannot create or manage your Projects on the FreshBooks app.

So login on your mobile or desktop web browser, and head to Projects by clicking on the ‘flask’ icon at the bottom left sidebar.

You will find a list of all your Projects, along with the client’s name, hours logged, unbilled time/expenses, and due date.

Click on a Project and manage it through the ‘review’ section, where you can:

Track Hours Logged in Projects

On the review dashboard, you can easily check:

  • The remaining time in budget
  • The amount of unbilled time and expenses
  • A countdown until the end date

Check Projects Profitability

The ‘Profitability‘ tab is right next to the ‘Hours Logged‘.
This is automatically calculated by subtracting the accumulated cost of the project from the total billed expenses, and profit is displayed in a simple graph.

Add Time Entries

Head to the ‘Time Tracking‘ tab and press on the green ‘+’ sign to add a manual time entry or to start the timer. Choose which service you are working on during this time and write more details about it in the section below if needed.

Tick the Billable option to charge your client later on if it’s an ‘Hourly Project’.

You can check the status of each time entry whether it is ‘billed’ or ‘unbilled’.

If you want to learn more about the Time Tracking feature, you can check out What’s Time Tracking on FreshBooks?

Add Invoices

Head to the ‘Invoices‘ tab and press on the green ‘+’ sign to create a new invoice for your client.


A review of the unbilled time entries and expenses for your client will pop-up.

Choose the date range of expenses you want to include in your invoice.

Select the Projects you want to include in the invoice (if the client has more than one ongoing Project)

Choose Expenses whether you want to include the unbilled expenses of the selected projects or not.

Choose the Time Entry Format (only applicable for Hourly Projects)

  • Detailed: Each entry will appear as its own line item
  • Grouped: Time entries will be grouped under each service
  • Simple: Time entries will be grouped under each project selected

Press on Show Preview to see how each format will look on the invoice.

You can press on the ‘Includes: All details’ at the top of the preview to edit what you want to include such as: project, team member, total hours, date.

Click on ‘Add Invoice’ to create a draft and edit it accordingly

You can add additional items to charge, request a deposit, or write some notes and terms.

Then you can either press on ‘Save’ to keep it as a draft or on ‘Send to’ to share it with your client directly.

If you want to learn more about Invoices, check out How to Create an Invoice on FreshBooks?

Add Estimates

Head to the ‘Estimates’ tab and press on the green ‘+’ sign to create a new estimate for your client.

Like a regular estimate, you can add items along with the rate to give your client a basic idea on what you are charging.

If you want to learn more about Estimates, check out our article on What’s the difference between Estimate and Proposal on FreshBooks?

Add Expenses

Head to the ‘Expenses’ tab and press on the green ‘+’ sign to add a new expense.

It will automatically be assigned to the client of this project, along with the mark up (if you have added any when creating the project).

For Flat Rate Projects, Expenses will be added additionally to invoices, and not included in the total flat rate amount.

If you want to learn more about Expenses, check out our article on How to Add an Expense on FreshBooks?

Track your Services

Head to the ‘Services’ tab to check out the amount of time recorded for each service listed. This will allow you to have an idea where the time is actually consumed for this project.

Create Reports for Projects

Every once in a while, you will need to update yourself, your team and your client on how the project is going.
Head to the ‘Reports’ tab and choose one type of report:

  • Time Entry Details: a summary of all time tracked for the project
  • Expense Report: a summary of all expenses for the project (how much you’re spending and where it’s going)
  • Profitability Summary: a summary of a client’s profitability (whether they have one or multiple projects)
  • Profitability Details: a summary of a project’s profit through a breakdown of services and expenses (total unbilled, billed, and costs)

Filter each report using the settings icon on the top right, such as: date range, client, projects, etc.…  

You can ‘print’ any report or ‘export for excel’ through the ‘More Actions’ button at the top.
You can also directly share it to your team member or client via email by clicking on ‘Send’.

Discuss Projects

After you’re done with ‘Review’ section, head to ‘Discuss’ where you can post Project updates along with attachments on the activity feed.
You can also check out updates posted by the team and comment on them as well.
Communicating with your team is one of the main factors of a project’s success, so don’t forget to keep this tab active!