FreshBooks is invoicing and accounting software for service businesses. Every plan includes invoicing, time tracking, expenses, estimates and a client portal, and Plus adds proposals, double-entry accounting and bank reconciliation. It offers a 30-day trial with no card.
Agencies usually start looking when billable client caps or team member fees push up the price, when their accountant wants a fuller accounting system, or when the real gap is client delivery rather than bookkeeping. The seven tools below cover both directions: accounting software that replaces FreshBooks outright, and client tools that sit next to your accounting.
Billable client caps. Lite lets you invoice 5 clients and Plus 50. Unlimited clients need Premium at $70/mo list price.
Team member fees. Each team member costs $11/mo on Lite, Plus and Premium, so a 4-person team on Plus pays $43 + 3 x $11 = $76/mo.
Accounting or delivery. FreshBooks is accounting-first. Agencies that need deeper bookkeeping move to QuickBooks Online, Xero or Zoho Books; agencies that need projects, client requests and file approvals add a delivery tool.
How we compared: on published features and pricing from each vendor's own site, checked Oct 14, 2026. We did not run hands-on tests or use ratings. AgencyPro is our product, so it is listed first, with its limits. Agiled is made by ZTABS, the company behind AgencyPro.
A direct replacement covers the main job agencies use FreshBooks for. A partial replacement covers part of it, so you keep or add another tool for the rest. Prices are US list prices from each vendor's pricing page; confirm before you buy.
1. AgencyPro: best for agencies that want client delivery and invoicing in one place, with the books kept elsewhere
AgencyPro is a client portal, project and billing tool for agencies. It replaces FreshBooks invoicing and its client portal, with unlimited clients on every plan, and adds what FreshBooks does not cover: client requests, file proofing and capacity. Its pricing page does not list bank reconciliation, bookkeeping, tax reports or payroll, so keep accounting software for the books.
Key features
Invoicing with Stripe (cards, ACH, wallets) or PayPal, with unlimited clients on every plan (Basic)
Branded client portal with custom domain, messaging, file storage and client onboarding (Basic)
Time tracking, hourly and credit-based services and capacity management (Pro)
Quotes, proposals and contracts with e-signatures (Pro)
Design and video annotation with versioned proofing and approvals (Pro)
Profitability reports, API, webhooks and Zapier (Plus)
Pricing
Basic $39/mo, Pro $79/mo and Plus $149/mo billed monthly ($32.50, $65.83 and $124.17 per month billed annually). Each plan includes 1 seat; extra seats are $15 (Basic), $20 (Pro) or $30 (Plus) per month. Enterprise is priced by quote. AgencyPro pricing, checked Oct 14, 2026.
Pros
No cap on billable clients on any plan
Client portal, projects and invoicing from Basic ($39/mo)
Requests, proofing and capacity, which FreshBooks does not cover
Cons
Not accounting software: bank reconciliation, bookkeeping, tax reports and payroll are not listed on its pricing page
Its pricing page does not list a direct QuickBooks or Xero integration; Zapier, the listed route, is on Plus ($149/mo)
Time tracking and proposals need Pro ($79/mo)
Each extra seat costs $15 (Basic), $20 (Pro) or $30 (Plus) per month
Choose it if you invoice many clients, deliver ongoing work through a portal, and your accountant keeps the books in QuickBooks, Xero or Zoho Books.
2. QuickBooks Online: best for full accounting your bookkeeper already knows
QuickBooks Online is the accounting system most US bookkeepers work in. It covers FreshBooks invoicing, estimates and expenses plus full bookkeeping. Employee time on invoices starts on Essentials and project profitability on Plus, and plans are priced by number of users rather than per team member.
Key features
Invoicing, estimates, bill pay with free ACH and automatic bank sync from Simple Start
Employee time added to invoices from Essentials (3 users)
Project profitability on Plus (5 users)
Advanced adds batch invoicing, bill approval workflows and advanced project financials (25 users)
Pricing
Simple Start $38, Essentials $85, Plus $140 and Advanced $340 per month at list price, for 1, 3, 5 and 25 users. QuickBooks showed 50% off for 3 months when we checked. A Free plan covers 1 user and 2 invoices a month. QuickBooks Online pricing, checked Oct 14, 2026.
Pros
The system most accountants and bookkeepers already use
Users included by plan: 3 on Essentials, 5 on Plus, 25 on Advanced
Free plan for 1 user and 2 invoices a month
Cons
Time on invoices is not on Simple Start
A 4- or 5-person team needs Plus at $140/mo list price
Accounting software: no task boards, client requests or file approvals
Choose it if your accountant works in QuickBooks and you want full bookkeeping with time and project profitability.
Direct replacement
3. Zoho Books: best for low-cost accounting with a client portal and timesheets
Zoho Books is accounting software with a self-service client portal, recurring invoices and bank reconciliation on every plan, including Free. Timesheet billing, project profitability and multi-currency start on Professional, which includes 5 users. It is the closest match to FreshBooks' mix of invoicing, time and a portal at a lower price.
Key features
Client portal, recurring invoices and bank reconciliation on every plan
Billing from timesheets, project profitability and multi-currency from Professional
Users included by plan: 3, 5, 10, 10 and 15
Free plan for businesses under $50K in yearly revenue
Pricing
Free for businesses under $50K in yearly revenue (1 user plus an accountant). Standard $15, Professional $40, Premium $60, Elite $120 and Ultimate $240 per month billed annually ($20, $50, $70, $150 and $275 monthly), with 3, 5, 10, 10 and 15 users. Extra users are $2.50/mo billed annually or $3 monthly. Zoho Books pricing, checked Oct 14, 2026.
Pros
Client portal on every plan, including Free
Professional ($40/mo billed annually) includes 5 users and timesheet billing
Extra users cost $2.50 to $3 per month
Cons
Timesheets and projects are not on Standard
Free covers 1 user plus your accountant
Accounting first; no task boards or creative approvals
Choose it if you want FreshBooks-style invoicing, time billing and a client portal with real accounting, at a lower price.
Direct replacement
4. Xero: best for clean accounting with strong bank reconciliation and no per-user fees
Xero is accounting software with bank reconciliation on every plan and no per-user license fees. It covers FreshBooks invoicing, quotes and accounting without client caps from Growing, though project time tracking and multi-currency are on Established.
Key features
Bank reconciliation, quotes and invoices on every plan
No invoice or bill limits listed from Growing
Project time tracking, multi-currency and expense claims on Established
Gusto payroll as an add-on
Pricing
Early $27, Growing $59 and Established $97 per month, with no per-user license fees. Early allows 20 invoices and 5 bills. Xero showed 80% off for 3 months for new US customers when we checked. Gusto payroll is $36/mo plus $6 per person. Xero pricing, checked Oct 14, 2026.
Pros
No per-user license fees
Growing ($59/mo) lists no invoice or bill limits
Cash flow forecasts on every plan, from 30 to 180 days
Cons
Early is capped at 20 invoices and 5 bills a month
Project time tracking is on Established ($97/mo) only
Payroll (Gusto) costs $36/mo plus $6 per person
Choose it if you want proper accounting with strong bank feeds and do not need time tracking below Established.
Direct replacement
5. Wave: best for very small agencies that want free invoicing and simple bookkeeping
Wave covers invoicing, estimates and bookkeeping for free, with unlimited records on the Starter plan. Pro adds bank import, receipt capture, payment reminders and full user roles. It replaces FreshBooks for basic invoicing and books, but its plans do not list time tracking, projects or a client portal.
Key features
Unlimited estimates, invoices, bills and bookkeeping records on the free Starter plan
Pro adds automatic bank import, receipt capture, late-payment reminders and admin, editor and viewer roles
Online card payments, with a lower per-transaction fee on Pro for the first 10 each month
Pricing
Starter is free. Pro is $19/mo or $190/yr. Card payments cost 2.9% + $0.60 per transaction (3.4% + $0.60 for Amex); on Pro the first 10 transactions each month skip the $0.60. Receipt capture is an $11/mo add-on on Starter. Wave pricing, checked Oct 14, 2026.
Pros
Free plan with unlimited invoices and estimates
Pro is a flat $19/mo or $190/yr
Unlimited estimates, invoices and bills on the free plan
Cons
Card payments cost 2.9% + $0.60 per transaction (3.4% + $0.60 for Amex)
Bank import, receipt capture and multi-user roles need Pro
Its plans do not list time tracking, projects or a client portal
Choose it if you are a small team that needs free invoicing and bookkeeping and tracks time elsewhere.
Partial replacement
6. Bonsai: best for freelancers and small teams that want proposals, contracts, invoicing and time together
Bonsai covers invoicing, payments, expenses, proposals, contracts, scheduling and a client portal from Essentials, with time tracking on every plan. It replaces FreshBooks' client-facing side for a small team, but it is not full accounting software: QuickBooks and Xero integrations are listed on Premium.
Key features
Invoicing, payments, proposals, contracts, scheduling and a client portal from Essentials
Time tracking and task management on every plan
Premium adds workload management and removes Bonsai branding
Elite adds custom permissions, timesheet locking and expense markups
Pricing
Per user: Basic $9, Essentials $19, Premium $29 and Elite $49 per month billed annually ($15, $25, $39 and $59 billed monthly). Elite needs at least 3 users. Bonsai pricing, checked Oct 14, 2026.
Pros
Invoices, payments, proposals, contracts and a client portal on Essentials ($19/user/mo billed annually)
Time tracking and tasks on every plan
Workload management and profit reports on Premium
Cons
Per-user pricing: 4 people on Essentials cost 4 x $19 = $76/mo billed annually
QuickBooks and Xero integrations need Premium ($29/user/mo billed annually)
Basic ($9/user/mo) has no invoicing or client portal
Choose it if you want proposals, contracts and invoicing with time tracking, and your accountant can work from exports or an integration.
7. Agiled: best for invoices, expenses and time next to CRM and projects
Disclosure: Agiled is made by ZTABS, the same company that makes AgencyPro. The facts here come from Agiled's own pricing and features pages, the same standard as every other tool.
Agiled is a business management app with invoices, estimates, expenses and time tracking alongside CRM, projects, proposals and contracts. It replaces FreshBooks invoicing and adds client operations; financial statements and reconciliation are marked as coming soon on its pricing page, and QuickBooks and Xero sync start on Business.
Key features
CRM with deal pipelines, projects and tasks, time tracking, invoices, estimates and expenses
Proposals and contracts with e-signing, scheduling pages, forms and tickets
Branded client portal, custom domain and custom SMTP included from Business
Seats included by plan: 1, 3, 7 or 15
Pricing
Starter $24, Pro $59, Business $99 and Scale $199 per month billed annually, with 1, 3, 7 and 15 seats. Extra seats are $20/mo on Pro and up. On Starter and Pro the branded portal is a $15/mo add-on (billed annually). Agiled pricing, checked Oct 14, 2026.
Pros
Pro ($59/mo billed annually) includes 3 seats; Business ($99/mo) includes 7
Unlimited invoices and expenses from Pro
Business adds the branded client portal, custom domain, subscriptions and QuickBooks and Xero sync
Cons
Starter caps you at 100 invoices, 100 expenses and 500 contacts
Financial statements and reconciliation are listed as coming soon
The pricing page lists annual prices only
Choose it if you want invoicing next to CRM and projects for a team of 3 to 7, and keep an accountant on QuickBooks or Xero.
What it costs for a small team
Example for a 4-person agency with 30 clients, at list prices checked Oct 14, 2026, before promotions. FreshBooks Plus: $43 + 3 x $11 = $76/mo. QuickBooks Online Plus (5 users, project profitability): $140/mo; Essentials covers only 3 users at $85/mo. Zoho Books Professional (5 users, timesheets): $40/mo billed annually. Xero Growing: $59/mo, no per-user fees. Wave Pro: $19/mo. Bonsai Essentials: 4 x $19 = $76/mo billed annually. AgencyPro Basic (invoicing and portal): $39 + 3 x $15 = $84/mo billed monthly; Pro (time tracking and proposals): $79 + 3 x $20 = $139/mo billed monthly. AgencyPro does not replace accounting software, so most agencies that use it keep one of the accounting tools for their books.
How to choose a FreshBooks alternative
Bookkeeping or client operations
Decide which job you are replacing. Accounting software and agency delivery software solve different problems, and many agencies run one of each.
Your accountant's preference
Ask which system your accountant or bookkeeper already works in. It saves money at year-end.
Client and user limits
Check billable client caps, invoice caps and user fees at your size: FreshBooks caps clients, Xero Early caps invoices, QuickBooks and Zoho Books include users by plan, and Bonsai charges per user.
Time tracking on the plan you buy
If you bill hourly, check where time tracking starts: QuickBooks Essentials, Zoho Books Professional, Xero Established, AgencyPro Pro. Wave does not list it.
Payments and currencies
Check online payment fees, recurring invoices and multi-currency on the plan you would buy.
When to stay with FreshBooks
You invoice fewer than 50 clients and Plus covers your bookkeeping.
Your accountant works in FreshBooks.
Your team is small, so the $11 per team member fee stays low.
Notes by agency type
What to weigh first when you replace FreshBooks, by the kind of work you do.
For marketing agencies
Weigh recurring billing, a place for clients to submit requests and approve content, and a clear view of how much retainer work is left each month. Campaign reporting usually stays in a dedicated analytics tool.
Retainer agencies with many small clients hit FreshBooks' client caps first. AgencyPro has unlimited clients on every plan; check invoice and contact limits on the accounting plan you pick.
Test how clients leave feedback on files. Pinned comments on images and versioned approvals save more time than any task view. Check whether proofing is on the plan you can afford.
Look for recurring tasks that recreate each month, subscription billing, and a portal where clients see what was delivered. Rank tracking and audits stay in your SEO tools.
Prioritize milestone billing, change-request tracking and time tracking against estimates. If your developers live in GitHub or Jira, check the integration before anything else.
Multi-discipline teams need capacity planning across people and a review flow that handles images, video and documents. Budget tracking per project matters once you run fixed-fee work.
Proposals, contracts with e-signature, hourly or retainer billing and a secure place to share documents carry more weight than detailed task boards.
Hourly consultancies need time on invoices: FreshBooks has it on every plan, QuickBooks from Essentials, Zoho Books from Professional and AgencyPro from Pro.
Fast client approvals on press releases and a shared record of what was sent and when. Media databases and monitoring are separate tools in almost every stack.
Monthly content approvals and subscription billing come first. Scheduling and publishing usually stay in a social media tool, so check that the two can live side by side.
A mix of build projects and ongoing retainers means you need both milestone and recurring billing, plus a ticket or request queue for store fixes after launch.
Start with your client list: export it from FreshBooks if it offers a CSV export, or build the CSV by hand. AgencyPro's CSV importer accepts clients and services. Projects, tasks, files and comment history are not imported automatically, so recreate active projects and leave closed ones archived in FreshBooks. On the Plus plan, AgencyPro's migration service helps with setup. Run both tools side by side until your active projects close.
What is the best FreshBooks alternative for agencies?
For accounting your bookkeeper knows, QuickBooks Online. For lower-cost accounting with a client portal and timesheets, Zoho Books. For bank reconciliation without per-user fees, Xero. For client delivery with invoicing next to your accounting tool, AgencyPro, which is our product.
What is cheaper than FreshBooks?
Wave has a free Starter plan for invoicing and bookkeeping. Zoho Books is free for businesses under $50K in yearly revenue, and Standard is $15/mo billed annually. Xero Early is $27/mo but is capped at 20 invoices.
How much does FreshBooks cost?
Lite is $23/mo (5 billable clients), Plus $43 (50 clients) and Premium $70 (unlimited) at list price, and Select is priced on a call. Each team member is $11/mo. FreshBooks was showing introductory discounts when we checked, and the trial is 30 days with no card.
Which is better, FreshBooks or Xero?
Xero is stronger on accounting and bank reconciliation, has no per-user license fees and lists no invoice limits from Growing. FreshBooks includes time tracking and a client portal on every plan; Xero keeps project time tracking for Established.
Can AgencyPro replace FreshBooks?
For client invoicing and the client portal, yes. For accounting, no: its pricing page does not list bank reconciliation, tax reporting or payroll, so pair it with an accounting tool.
Can I import my data into AgencyPro?
Partly. AgencyPro's CSV importer accepts clients and services. Projects, tasks, files and comment history are recreated by hand, and the Plus plan includes a migration service to help with setup.
Sources and date checked
Every price, plan limit and feature on this page comes from the vendor's own website, checked Oct 14, 2026. AgencyPro facts come from the AgencyPro pricing page. Vendors change plans often, so confirm on their site before you buy.
For social media agencies
Monthly content approvals and subscription billing come first. Scheduling and publishing usually stay in a social media tool, so check that the two can live side by side.
How social media agencies use AgencyPro