How to Create and Send Invoices in FreshBooks
| Quick Summary FreshBooks makes invoicing simple for freelancers, small businesses, and self-employed professionals. In this guide, you will learn exactly how to create, customize, and send invoices using FreshBooks — from setting up your first invoice to automating recurring billing. Whether you are brand new to FreshBooks or want to sharpen your workflow, this step-by-step walkthrough covers everything you need to get paid faster. |
If you run a business and spend too much time chasing payments, FreshBooks offers a powerful yet beginner-friendly solution. FreshBooks is a cloud-based accounting platform built specifically for small business owners, freelancers, and independent contractors. It puts invoicing, expense tracking, and client management all in one place — so you can stop juggling spreadsheets and start focusing on the work that actually earns money.
This article reveals everything you need to know about creating and sending invoices in FreshBooks. First, we cover the basics of setting up your account. Then, we walk through building a professional invoice from scratch. Finally, we explain how to send it, track it, and automate the entire process for repeat clients. Let’s dive in.
What Is FreshBooks and Why Does It Simplify Invoicing?
FreshBooks is a cloud accounting software founded in 2003, trusted by over 30 million users worldwide. Unlike complex enterprise tools, FreshBooks focuses on simplicity. It designs every feature with non-accountants in mind, which means the invoicing workflow is clean, visual, and fast.
With FreshBooks, you can create professional invoices in minutes, accept online payments via credit card or bank transfer, and automatically follow up with clients who have outstanding balances. Furthermore, FreshBooks integrates with popular tools like Stripe, PayPal, G Suite, and Shopify — giving you flexibility without the friction.
Notably, FreshBooks offers four pricing tiers: Lite, Plus, Premium, and Select. Each plan includes core invoicing features, so even the entry-level option works well for solopreneurs sending a handful of invoices each month.
| FreshBooks Plan | Billable Clients | Best For |
|---|---|---|
| Lite | Up to 5 | Solo freelancers just starting out |
| Plus | Up to 50 | Growing small businesses |
| Premium | Unlimited | Established businesses with teams |
| Select | Unlimited + custom | Larger businesses needing advanced features |
How Do You Set Up Your FreshBooks Account Before Sending Invoices?
Before you send your first invoice, taking a few minutes to configure your FreshBooks account pays off significantly. A well-set-up profile ensures that every invoice looks professional and contains the right business information.
How Do You Configure Your Business Profile?
Start by navigating to Settings > Business Profile. Here, enter your business name, address, phone number, and website. You should also upload your business logo. FreshBooks places your logo prominently on every invoice, which reinforces brand recognition with clients.
Additionally, set your default currency and fiscal year start date. If you work with international clients, FreshBooks supports multi-currency invoicing, which means clients automatically see amounts in their local currency.
How Do You Add Payment Options to Your FreshBooks Account?
Next, connect your preferred payment methods. FreshBooks Payments (powered by WePay) lets clients pay directly from the invoice with a credit card or bank transfer. Alternatively, you can integrate PayPal or Stripe through the Integrations section.
Connecting a payment gateway is essential because invoices with a built-in “Pay Now” button get paid up to twice as fast, according to FreshBooks internal data. Consequently, this single step can dramatically reduce the time you spend following up on overdue payments.
How Do You Create a New Invoice in FreshBooks?
Creating an invoice in FreshBooks takes less than five minutes once you know your way around the dashboard. The platform walks you through each field clearly, so you rarely need to guess what goes where.
What Are the Steps to Build an Invoice from Scratch?
Follow these steps to create your first FreshBooks invoice:
- Log in to your FreshBooks dashboard and click Invoices in the left sidebar.
- Click the green New Invoice button in the top-right corner.
- Select an existing client from the dropdown or click Add a Client to create a new one.
- Set the invoice date and the due date (e.g., Net 30 or a custom date).
- Add line items — each line represents a product, service, or time entry.
- Apply any taxes, discounts, or late fees as needed.
- Write a personal note or payment instructions in the Notes field at the bottom.
- Click Save or proceed to Send Invoice.
How Do You Add Line Items and Taxes Correctly?
Each line item in FreshBooks includes four fields: Item Name, Description, Quantity, and Rate. When you fill in the quantity and rate, FreshBooks automatically calculates the line total. Therefore, you never need to run manual calculations.
For taxes, go to Settings > Taxes and create your tax rates first. Once saved, you can apply them to individual line items or the entire invoice. FreshBooks also supports compound taxes, which is useful if your jurisdiction requires both federal and regional tax stacking.
| Invoice Field | Description | Required? |
|---|---|---|
| Client Name | The person or company receiving the invoice | Yes |
| Invoice Date | Date the invoice is issued | Yes |
| Due Date | Payment deadline (e.g., Net 15, Net 30) | Yes |
| Line Items | Services, products, or hours billed | Yes |
| Tax | Applicable sales tax or VAT rate | Optional |
| Discount | Flat amount or percentage reduction | Optional |
| Notes | Payment instructions, thank-you message, terms | Optional |
How Do You Customize Your FreshBooks Invoice Template?
A well-branded invoice builds trust and looks more professional. FreshBooks gives you meaningful customization options even on entry-level plans.
How Do You Personalize Your Invoice Design?
Go to Settings > Invoice Customization. There, you can choose from several pre-built templates — Simple, Modern, Sophisticated, and Classic are among the most popular options. After selecting a template, you can adjust the accent color to match your brand palette by entering a hex code directly.
Moreover, you can reorder the columns that appear on the invoice. For example, some service providers prefer to show Description first, while product-based businesses might prioritize Item Name and Quantity. FreshBooks lets you drag and drop these columns to suit your workflow.
Can You Add Custom Fields and Attachments?
Yes. FreshBooks supports custom fields on invoices, which is particularly helpful if you need to include a purchase order (PO) number, project code, or internal reference. Simply enable custom fields under Invoice Customization and label them as needed.
You can also attach files directly to an invoice — such as a signed contract, a delivery confirmation, or a detailed project scope. Clients receive these attachments when they open their invoice email, which reduces back-and-forth communication considerably.
How Do You Send an Invoice in FreshBooks?
Once your invoice looks right, sending it takes just a couple of clicks. FreshBooks gives you several delivery options to suit different client preferences.
What Are the Different Ways to Send an Invoice?
FreshBooks offers three primary ways to deliver an invoice:
- Email directly from FreshBooks: Click Send Invoice, review the pre-filled email subject and message, then hit Send. FreshBooks sends the email from your account and logs the delivery timestamp.
- Share a link: Instead of sending an email, generate a shareable invoice link. You can then paste this link into any messaging platform — Slack, WhatsApp, or SMS. The client clicks the link and views the invoice in their browser.
- Download as PDF: Export the invoice as a PDF and attach it to your own email if you prefer to send from your existing business email address. However, note that this method removes the built-in payment button.
How Do You Write a Professional Invoice Email in FreshBooks?
FreshBooks pre-populates the invoice email with your client’s name, the invoice number, and the due date. Nevertheless, you should personalize the message slightly to maintain a warm client relationship. Consider briefly mentioning the project or service referenced in the invoice, and always thank the client for their business.
For instance, instead of leaving the default message, you might write: “Hi [Name], please find attached invoice #0042 for the website redesign project completed in May. Payment is due by June 15. Thank you for the opportunity to work together!” This small touch goes a long way toward building lasting client relationships.
How Do You Set Up Recurring Invoices in FreshBooks?
If you work with retainer clients or subscription-based services, recurring invoices save you considerable time each month. FreshBooks automates the entire process from creation to delivery.
How Do You Activate Recurring Billing for a Client?
To set up a recurring invoice, create a regular invoice first. Then, before saving, click the Recurring Options button (the circular arrow icon at the top of the invoice form). Configure the following settings:
- Frequency: Daily, weekly, bi-weekly, monthly, quarterly, or annually.
- Start Date: When the first invoice should generate automatically.
- End Date or number of occurrences: Set a fixed end point or let it run indefinitely.
- Auto-send: Toggle this on so FreshBooks emails the invoice automatically without any manual action.
Once activated, FreshBooks creates and sends the invoice on schedule. Additionally, if the client has autopay enabled with a saved payment method, FreshBooks charges them automatically — eliminating the need for any manual follow-up on either side.
How Do You Track Invoice Status and Follow Up on Late Payments?
Sending an invoice is only half the job. Knowing whether a client has viewed it, and following up promptly when payment is overdue, determines how quickly you actually get paid.
What Invoice Statuses Does FreshBooks Use?
FreshBooks tracks each invoice through five distinct statuses:
| Status | Meaning |
|---|---|
| Draft | Invoice created but not yet sent to the client |
| Sent | Invoice delivered to the client via email or link |
| Viewed | Client has opened the invoice at least once |
| Partial | Client has made a partial payment |
| Paid | Invoice fully settled — moved to Paid tab automatically |
| Overdue | Past due date with no full payment received |
How Do You Send Automatic Payment Reminders?
FreshBooks allows you to schedule automatic payment reminders at three trigger points: before the due date, on the due date, and after the due date. To configure this, go to Settings > Invoice Reminders and set up your preferred schedule and message.
For example, you might send a friendly reminder three days before the due date, a polite nudge on the due date itself, and a firmer follow-up seven days after it passes. FreshBooks sends these automatically — so you maintain professional client communication without personally drafting every chaser email.
What Are the Key Takeaways for Invoicing with FreshBooks?
Overall, FreshBooks delivers one of the most intuitive invoicing experiences available to small business owners and freelancers today. From building a polished invoice in under five minutes to automating recurring billing and payment reminders, FreshBooks handles the administrative side of getting paid so you can concentrate on delivering great work.
Specifically, FreshBooks stands out because it combines professional invoice design, built-in payment processing, and smart automation in a single platform. The invoice tracking features — particularly the “Viewed” status and automatic overdue reminders — give you real insight into where each payment stands, which means fewer awkward follow-up conversations with clients.
In summary, whether you are sending your very first invoice or managing dozens of recurring clients, FreshBooks scales comfortably with your needs. Set it up once, customize it to your brand, and let the platform handle the rest. The time you save on admin is time you can reinvest directly into growing your business.
Frequently Asked Questions
Yes. FreshBooks supports multi-currency invoicing on the Plus, Premium, and Select plans. Once you add a client with a foreign billing address, FreshBooks automatically detects the appropriate currency and adjusts the invoice accordingly. You can also manually select the currency from a dropdown on the invoice form. FreshBooks then converts the amount for your reporting using the prevailing exchange rate, keeping your financial records consistent in your home currency.
Yes. FreshBooks tracks partial payments natively. When a client pays less than the full invoice amount, FreshBooks marks the invoice as Partial and shows the remaining balance clearly. You can record partial payments manually (for checks or bank transfers) or receive them automatically via FreshBooks Payments. The platform continues sending reminders for the outstanding balance until the invoice reaches Paid status.
FreshBooks uses 256-bit SSL encryption for all data transmission, the same security standard used by major banks. Payment card data is handled by PCI-DSS compliant processors (WePay and Stripe), meaning FreshBooks itself never stores raw card numbers. Furthermore, FreshBooks offers two-factor authentication (2FA) for account logins, which adds a critical extra layer of protection against unauthorized access. According to FreshBooks, the platform undergoes regular third-party security audits to maintain compliance with industry standards.
