FRESHBOOKS BOOKKEEPER · UK
You keep FreshBooks and your own subscription. We join your account and keep it up to date every UK working day: bank transactions reconciled, expenses and bills recorded, receipts matched and missing paperwork followed up.
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HOW THE WORK RUNS IN FRESHBOOKS
FreshBooks is popular with consultants, freelancers and service businesses because invoicing, time tracking and payments sit in one place. The invoicing side often looks after itself. The other side of the books needs someone to keep up with it: bank transactions, expenses, bills and receipts. That is the part we take on.
BANK IMPORTS AND RECONCILIATION
FreshBooks can import transactions from a connected bank account. Imported lines still need to be checked and given the right category. Each working day we go through new transactions and decide what each one is: a customer payment, an expense, a bill paid, a transfer between accounts or money taken by the owner.
Where a customer payment relates to an invoice in FreshBooks, we make sure the invoice shows as paid rather than leaving the money recorded twice. We then use FreshBooks bank reconciliation to compare your books with the imported transactions, so any mismatch is found and fixed early. If a bank connection stops, we tell you, because reconnecting usually needs the account holder.
EXPENSES, BILLS AND RECEIPTS
FreshBooks lets you track expenses, upload bills and scan receipts from its mobile app.
With your permission, we watch the finance inbox you agree with us for supplier invoices and receipts. We record each cost against the right expense category and supplier, with the VAT amount shown on the document, and attach the receipt so the evidence sits with the transaction.
Anything without a receipt at the end of the day goes on a short list. We follow it up with you or the supplier, in the way we agree at the start. Already using Dext to capture receipts? See our Dext bookkeeping service.
INVOICES AND CUSTOMER PAYMENTS
Most FreshBooks users raise their own invoices, often with recurring invoices and online payments switched on. We leave that with you unless you ask us to help. Our job is to make sure what comes into the bank agrees with what FreshBooks thinks has been paid.
Part payments, combined payments for several invoices and payment processor payouts with fees taken off are recorded properly, not left as loose money on the account.
VAT AND MAKING TAX DIGITAL
Making Tax Digital for VAT means VAT-registered businesses keep digital records and send returns from compatible software. FreshBooks describes itself as MTD compliant and says it connects to HMRC for VAT return filing.
We record VAT on each expense and bill from the document itself, and only where VAT is actually shown. We flag anything that needs a decision, such as a cost that is partly personal. When the quarter ends, bank transactions are categorised and reconciled and the VAT figures are ready to review. You or your accountant can then check and submit the return. Preparing and submitting the VAT return is not part of the monthly packages and is quoted separately if you want us to do it.
MONTH END AND REPORTS
At month end we check that each bank account in FreshBooks agrees with its statement, review anything still uncategorised and look over what customers owe and what you owe suppliers. FreshBooks reports such as profit and loss and cash flow then reflect what really happened that month.
You get a short monthly financial summary in plain English, with any open questions listed.
ACCESS AND OWNERSHIP
Your FreshBooks subscription stays in your name and is paid by you, separately from our fee. FreshBooks lets you invite accountants and team members to your account, so you invite us and can remove our access at any time. We never ask for your own login details.
Your accountant can keep working in the same account for year-end accounts and tax. We agree who does what at the start, so nothing is done twice and nothing is missed. If you run a consultancy or agency, our page on bookkeeping for agencies and consultants covers the wider service.
FRESHBOOKS BOOKKEEPING PRICES
Use your annual turnover to find your starting point. We review your FreshBooks, your volumes and how paperwork reaches you, then confirm one fixed monthly fee in your quote. One business entity per package. Above £5 million turnover, we give a tailored quote.
FOR SMALL BUSINESSES
Daily bookkeeping for sole traders, consultants and small businesses who want their time back.
£295/ month
Talk about EssentialsFOR GROWING BUSINESSES
For growing agencies, trades and service businesses with more people, purchases and paperwork.
£495/ month
Talk about PlusFOR ESTABLISHED BUSINESSES
For established teams who need someone keeping the day-to-day books moving across their business.
£795/ month
Talk about ManagedPrices are per month, with the final fee confirmed in your quote. Your FreshBooks subscription is separate. Catch-up work, tax returns, payroll, CIS returns, VAT return submission and statutory filings are quoted separately. Full pricing details →
BEHIND IN FRESHBOOKS?
If your FreshBooks has months of uncategorised bank transactions, invoices still showing as unpaid or receipts never attached, we review it first and agree a catch-up plan with a separate quote.
Read about catch-up bookkeepingFRESHBOOKS BOOKKEEPER QUESTIONS
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No. We work in your existing FreshBooks account. Your data, settings and history stay where they are, and your subscription stays in your name.
You invite us from your FreshBooks account. We never ask for your own login details, and you can remove our access whenever you like.
Most businesses keep raising their own invoices in FreshBooks. Our daily work makes sure customer payments are matched to those invoices and that your expenses, bills and bank transactions are recorded. If you want help with invoicing, we can talk about it on the call.
The monthly packages keep your VAT records accurate and ready for the return. Preparing and submitting the return is outside the packages and quoted separately.
Essentials is £295 per month for turnover up to £150,000, Plus is £495 for £150,000–£500,000, and Managed is £795 for £500,000–£5 million. We review your records and workload, then confirm a fixed monthly fee in your quote.
Yes. We also work in Xero, QuickBooks, FreeAgent, Sage and others. See our Xero bookkeeping service and FreeAgent bookkeeper pages.
LET’S TALK ABOUT YOUR FRESHBOOKS
Tell us how you use FreshBooks, which bank accounts are connected and where receipts arrive. In a 30-minute call we will talk through the daily routine and the monthly fee that fits. You can also call 020 7123 9335, email [email protected] or message us on WhatsApp.
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