FreshBooks vs QuickBooks Online: An Easy-to-Understand Comparison for 2023

FreshBooks vs QuickBooks Online

In the world of accounting software for small businesses and freelancers, two names often rise to the top: FreshBooks vs QuickBooks Online. These two offer a suite of powerful features tailored to simplify your financial management tasks, including invoicing and expense tracking

But here’s the catch – they each have their unique strengths, pricing models, and user interfaces. It could mean that one might suit your business needs better than the other. 

In this easy-to-understand, comprehensive comparison for 2023, we’ll unpack the key differences between FreshBooks and QuickBooks Online. Our goal? To help you make an informed decision about the best accounting tool for your business.

Quickbooks Online vs Freshbooks: A Brief Overview


Freshbooks was initially a solution for small business invoicing needs but has since evolved into a robust accounting platform. It is a cloud-based, user-friendly software that emphasizes invoicing, time-tracking, and project management capabilities.

  • Simplicity: Freshbooks is popular for its intuitive user interface and straightforward features, which make it a suitable choice for freelancers and smaller businesses that value simplicity.
  • Pricing: Freshbooks’ plans are generally cheaper than Quickbooks’, making it a more cost-effective solution for small businesses and freelancers.

Quickbooks Online

Quickbooks Online, developed by Intuit, is a broad cloud-based accounting software aimed at businesses of all sizes. It offers advanced features such as payroll processing and inventory management and seeks to be an all-in-one financial solution.

  • Advanced Features: Quickbooks Online’s complexity has its advantages – you can do much more with the system, including managing inventory, which Freshbooks lacks.
  • Pricing: Quickbooks Online is the more expensive option at all plan levels, which may be a consideration for cost-conscious businesses.
  • Suitable for Product-Based Businesses: Quickbooks is a better choice for businesses offering products due to its strong inventory accounting capabilities.

The Similarities


Both FreshBooks and QuickBooks Online are cloud-based. This means you can access your financial data from anywhere, on any device with internet access. It also allows for real-time collaboration, which is crucial for FP&A professionals who need to work together on forecasting and strategy.

Integration with Third-Party Apps

Each platform integrates with a variety of third-party apps. These integrations can streamline your financial processes by connecting your accounting software with your payment gateways, customer relationship management (CRM) systems, and other business tools.

Invoicing and Expense Tracking

Both FreshBooks and QuickBooks Online offer robust invoicing and expense tracking capabilities. These features are key for managing cash flow, which is a fundamental aspect of FP&A.

The Differences

Target Audience

FreshBooks was initially designed to cater to freelancers and smaller businesses, while QuickBooks Online, though also serving small businesses, scales more effectively to meet the needs of medium to large enterprises.

Feature Depth

While both platforms offer a comprehensive suite of features, QuickBooks Online provides a deeper range of accounting tools. Its detailed financial reports can provide valuable insights for FP&A tasks. FreshBooks, on the other hand, shines in its invoicing mechanism.


FreshBooks has intuitive user interface, making it easy for users to navigate and utilize its features. On the other hand, QuickBooks Online, with its extensive feature set, might present a steeper learning curve.

A Detailed Look at Features for FP&A Professionals

When it comes to FP&A, the subtleties of every tool play a major role. Therefore, understanding the distinguishing features of Quickbooks Online and Freshbooks is crucial. Here’s a hands-on breakdown of what each brings to the table:

Quickbooks Online

  • Always Accessible: No matter your device – Mac, PC, tablet, or phone – your data is there, ready for action.
  • Managing Cash Flow: Send custom invoices, get paid faster, and keep an eye on your sales and expenses all in one spot. It’s like having a financial dashboard for your business.
  • Insightful Business Reports: Generate reports quickly, team up with advisors, and ensure you’re ready when tax season comes around.

Extra Highlights

  • Invoicing: Craft and send professional invoices in no time. Automation ensures you’re paid on schedule.
  • Expenses: Say goodbye to lost receipts. So, keep a digital record and be always ready for tax time.
  • Reports: Need a financial snapshot or a detailed report? Either way, you’re covered.


  • Professional Invoicing: Send detailed invoices and get timely reminders, ensuring you get paid on time.
  • Accounting at a Glance: Use Double-Entry Accounting tools to get a clear picture of your finances. Know where you stand, from profitability to cash flow.
  • Swift Payments: With options like automated recurring billing, your payments come in faster and smoother.
  • Organizing Expenses: Track every penny, assign expenses to clients, and make sure you’re prepared when tax time rolls around.
  • Time-Tracking Precision: Log every working minute and ensure it reflects on your invoices. Never miss out on billable hours.
  • Collaboration on Projects: Stay in sync with your team and clients. Share updates, collaborate, and ensure projects stay on track.
  • Tailored Reporting: Get the insights you need. From a brief overview to a detailed analysis, your financial story is clear.
  • Stay Connected with Mobile: With the FreshBooks mobile app, you’re always in touch. Whether invoicing, tracking expenses, or overseeing projects, your business moves with you.

Targeted Users

Choosing the right financial software isn’t just about features—it’s about understanding the platform’s intended audience and determining if it aligns with your business needs. Let’s dive into who Freshbooks and Quickbooks Online are for.


  1. Freelancers
  • The modern freelancer needs quick, hassle-free invoicing and straightforward expense tracking. Freshbooks delivers on both fronts. If you’re freelancing, this might be your go-to.
  1. Small Businesses
  • Small businesses often wear many hats. Freshbooks offers a clear, no-nonsense approach to managing finances. For the small business owner, it brings clarity without complication.
  1. Consultants
  • Consulting work can be fast-paced, with changing clients and varied billing needs. Freshbooks slots in naturally, helping consultants stay on top of their finances.
  1. Accounting Professionals
  • For those deep in the numbers every day, Freshbooks offers a suite of tools that make the job easier, without the clutter.

Quickbooks Online

  1. Small Businesses
  • As small businesses grow, they need software that grows with them. Quickbooks Online offers a scalable solution, ensuring that transitioning phases in business are smooth.
  1. Medium to Large Enterprises
  • Bigger businesses mean bigger financial challenges. Quickbooks Online is built with depth, catering to the complexities that come with larger operations.
  1. Retailers and Manufacturers
  • Inventory, sales, supply chain—the intricacies of retailers and manufacturers are many. Quickbooks Online offers specialized tools for these industries, making financial management straightforward.

Benefits for FP&A Professionals

Freshbooks: Its intuitive nature ensures that even non-accounting professionals can navigate the platform. For FP&A professionals, this means quicker onboarding and potentially integrating team members from different departments for collaborative tasks.

Quickbooks Online: The depth and breadth of financial reporting tools allow FP&A professionals to dive deep into data analysis, making strategic forecasting and planning more robust.

Which One’s Right for You in 2023

Choosing between FreshBooks and QuickBooks Online feels a lot like picking between a reliable pocket tool and a master chef’s blade. Each has its charm, and its specialties cater to different crowds.

FreshBooks shines when it comes to offering a clean, intuitive experience. It’s the top pick for many freelancers, consultants, and growing businesses. The platform’s ease of use, combined with features like time-tracking and project collaboration, makes it a go-to for folks in service industries. If you’re after something that just ‘clicks’ with your daily grind, FreshBooks seems like a natural fit.

Now, QuickBooks Online? It offers a lot of features and designed to cater to a wide range of businesses. Especially for those diving deep into the financial end of things or dealing with products. The richer insights and deeper financial tools are exactly what many FP&A pros are looking for.

So, here’s the thing: the right choice isn’t about what’s “best” in a general sense. It’s about what’s best for you. Your needs, your workflow, your business. Take a moment, think it over, and pick the one that aligns with where you’re headed in 2023.

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