MIGRATION GUIDE
How to Migrate from FreshBooks to AgencyPro
A complete 2026 guide to moving your agency off FreshBooks. Unify billing, project management, CRM, and client portals without losing invoice history.
Why agencies switch from FreshBooks
Built for freelancers, not agencies
FreshBooks's project and team features feel tacked on. As your agency grows past 3-5 people, the gaps become painful.
Per-billable-client pricing
FreshBooks tiers by number of billable clients, which penalizes growth. AgencyPro offers flat pricing with unlimited clients on most plans.
No real project management
Tasks, dependencies, milestones, and resource planning are weak in FreshBooks. Agencies end up running projects in Asana or ClickUp on top.
No branded client portal
FreshBooks client-facing pages are generic. AgencyPro gives each client a fully branded portal at your own domain.
Migration Timeline
WEEK 1 - FOUNDATION
Days 1-3: Export and setup
Export all FreshBooks data and set up your AgencyPro workspace.
WEEK 1 - DATA
Days 4-7: Clients and projects
Import clients, recreate active projects, migrate time entries.
WEEK 2 - BILLING
Days 8-11: Invoices and retainers
Transfer open invoices, rebuild recurring invoices in AgencyPro, connect Stripe.
WEEK 2 - LAUNCH
Days 12-14: Pilot and go-live
Pilot one client, validate billing, then cut over.
Step-by-step migration process
Export data from FreshBooks
In FreshBooks, go to Reports > Export Data. Download CSVs for clients, invoices, payments, expenses, time entries, and estimates.
Set up your AgencyPro account
Sign up at agencypro.app, configure brand settings and custom domain, and set your default invoice template and tax rules.
Import clients and contacts
Upload the FreshBooks client CSV. Map company, contact, email, billing address, and payment terms. Dedupe during import.
Migrate active projects
For each active FreshBooks project, create an AgencyPro project with the same scope, rate, and team. Import time entries for accurate billing.
Transfer invoices and billing history
Import open invoices so clients can continue paying. Archive historical invoice CSVs in AgencyPro for year-over-year reporting.
Set up recurring subscriptions
Connect Stripe, rebuild each recurring invoice or retainer as an AgencyPro subscription. Email clients to re-authorize card-on-file payments.
Invite team members
Add team members with role-based permissions. Distinguish between admins, project leads, and team members who only track time.
Test and go live
Pilot one full invoicing cycle in AgencyPro. When confirmed, update client-facing payment URLs and cancel FreshBooks.
What data you can migrate
Common migration challenges
Challenge: Accounting reconciliation
Mid-year switches can complicate tax reporting. Solution: Either migrate at fiscal year-end, or run both tools for one month and reconcile each invoice carefully.
Challenge: Payment gateway continuity
FreshBooks Payments is tied to their platform. Solution: Connect Stripe in AgencyPro, ask clients to re-authorize, and keep a grace period where both gateways work.
Challenge: Recurring invoice mapping
FreshBooks recurring templates don't export directly. Solution: Document each recurring invoice (client, frequency, amount, next date) and rebuild as AgencyPro subscriptions.
Post-migration checklist
Frequently asked questions
Why move from FreshBooks to AgencyPro?
FreshBooks is accounting software with light project features. Agencies outgrow it because they also need a real CRM, project management, client portals, and proposals. AgencyPro combines agency operations with billing in one platform.
Can I keep using FreshBooks for accounting?
Yes. Many agencies move operations to AgencyPro but keep FreshBooks or QuickBooks for bookkeeping and tax prep. AgencyPro integrates with major accounting tools so invoice data flows across.
Can I export invoices and payment history?
Yes. FreshBooks supports full CSV exports of invoices, payments, expenses, and client data. Our migration team maps these into AgencyPro's billing module.
What about FreshBooks expense tracking?
If you use FreshBooks for reimbursable project expenses, export those and import into AgencyPro's project-level expense tracking. For general bookkeeping expenses, keep them in your accounting tool.
How long does a FreshBooks migration take?
Most agencies complete the migration in 1-2 weeks. Clients with many historical invoices may take longer to reconcile, but operational go-live can happen in the first week.
Ready to switch from FreshBooks?
Get billing, projects, CRM, and client portals in one platform. Our team makes migration painless.