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To invoice in FreshBooks, open Dashboard > Create New > Invoice or go to Invoices > New Invoice, add the client and billable items, check dates, taxes, and payment settings, then save the invoice as a draft or send it by email. For tracked work, import unbilled time or expenses; for repeat billing, create a recurring template.
Create a one-time invoice
- Start from Dashboard > Create New > Invoice or Invoices > New Invoice. You can also open a client record, select its Invoices tab, and create an invoice assigned to that client. FreshBooks’ invoice instructions cover these entry points.
- Select an existing client or create one. Review the business details populated from Basic Information, then confirm the issue and due dates. The issue date defaults to today, according to FreshBooks Support.
- Add each product or service as a line item, with a description, quantity, and rate. After adding items, apply up to two existing sales taxes or create a sales tax if needed.
- Review the subtotal and total. If they match the agreed terms, you can apply an invoice adjustment such as a discount, available client credit, deposit request, or payment schedule.
- Check the invoice appearance and online-payment options before sending. FreshBooks lists FreshBooks Payments, PayPal, and Stripe Standard among the options on its invoice page; that page describes bank transfers as available in the United States only. The available gateways and methods depend on geography and account setup, so confirm what your account offers rather than promising a client a specific payment method.
- Set payment reminders or late fees only if they fit the agreement, and check the currency and language. Confirm fees against the contract and applicable local requirements.
- Choose Save to keep the invoice as a draft, or choose Send to email it. The send dialog lets you select recipients, personalize the message, and include or omit a PDF copy. FreshBooks marks the invoice as sent after sending.
For additional detail on invoice fields and payment settings, see FreshBooks’ invoice creation guide.
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Choose the right workflow for the work
| Workflow | Best fit | What to do |
|---|---|---|
| Manual invoice | A one-off job or a bill built from products and services you enter yourself. | Create a standard invoice and add line items manually. |
| Tracked time or project | Work recorded in FreshBooks time tracking, projects, or unbilled expenses. | Generate an invoice from Time Tracking or a project, or import unbilled items in the invoice editor. |
| Recurring invoice | Repeat billing on a regular schedule. | Create a recurring template, set its schedule and next issue date, and choose automatic sending or draft creation. |
Invoice tracked time, projects, or expenses
FreshBooks lets you generate invoices from Time Tracking, a project, or the invoice editor. In the editor, use Add a Line to import unbilled time, expenses, and projects. Imported time entries become billed. FreshBooks documents a limit of 400 line items for invoices generated with tracked time. If a long invoice approaches that limit, FreshBooks suggests using a grouped or simple format and attaching a time-entry report PDF. See FreshBooks’ guide to invoicing tracked time and projects.
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- Open Dashboard, Invoices > Recurring Templates, or the recurring-template tab on a client record, then create a template.
- Enter the client, invoice details, and line items as you would for a standard invoice.
- Choose a frequency: weekly, monthly, yearly, or custom. Set the next issue date and choose either a fixed number of invoices or ongoing generation.
- Choose whether FreshBooks should send each invoice automatically or create it as a draft for review.
Recurring invoice generation and automatic payment are separate settings. AutoPay requires the client to opt in to having eligible recurring invoices charged to saved payment details. FreshBooks says AutoPay is included with all plans at no extra cost; eligibility and available saved-payment methods still depend on account configuration. Advanced Payments also offers AutoCollect with different setup controls. See FreshBooks’ recurring-template instructions and its recurring-payment guidance.
#1 Best Overall
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Send, share, or manage an existing invoice
From an invoice, open More Actions to add a payment, send or resend the invoice by email, share a link, mark a draft as sent, duplicate it, print it, or download a PDF. These options are useful if a client needs another copy or you need to record a payment after sending. The available actions are described in FreshBooks’ invoice-management guide.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Check payment and plan availability
Payment gateways and methods can vary by region and account setup, and FreshBooks notes that features differ across plans. Check the options shown in your account before setting expectations with a client. For current plan and gateway details, consult FreshBooks’ getting-started and payment guidance.
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