You’re running your freelance business or small agency, and you’ve reached a tipping point: you need a tool that not only manages invoicing but also helps with contracts, project management, and time tracking. You’re torn between Bonsai and FreshBooks—both highly regarded, but which one will give you the edge?
Let’s break down how these two platforms stack up in a head-to-head comparison, based on their core features, pricing, ease of use, and how well they fit different types of businesses.
Bonsai vs FreshBooks: Which One Should You Use?
1. Core Purpose: What’s Their Primary Focus?
Bonsai: Built for Freelancers, By Freelancers
Bonsai was designed with freelancers and creative professionals in mind. It focuses on creating a seamless workflow from client onboarding to payment collection. Key features include:
- Contracts & Proposals
Bonsai has built-in, customizable contract templates that you can easily send to clients for approval and e-signature. - Time Tracking & Task Management
Track billable hours and manage your tasks, all linked directly to projects. - Project Management
Keep all project-related documents, tasks, and deadlines in one place. - Invoicing & Payments
Invoicing is tied to contracts, time tracking, and expenses. You can automate invoices, accept payments online, and set up recurring invoices.
FreshBooks: Accounting with a Side of Invoicing
FreshBooks, on the other hand, is a full-fledged cloud accounting tool. While it’s great for freelancers, it also caters to small businesses and agencies looking for:
- Invoicing & Payments
You can send professional invoices, automate billing, and track payments with multiple gateways like credit cards and bank transfers. - Expense Tracking
Categorize expenses, link them to projects, and upload receipts for better accounting. - Time Tracking
Like Bonsai, FreshBooks has built-in time tracking that can be linked to projects and invoices. - Accounting Features
Beyond invoicing, FreshBooks includes advanced accounting features like financial reporting (profit and loss, tax summaries), which is particularly useful if you want detailed insights into your business’s health.
Verdict:
- Bonsai is the best choice if you’re a freelancer or small agency looking for an all-in-one solution that includes contracts, proposals, and project management.
- FreshBooks is ideal for businesses that need robust accounting features alongside invoicing and payment management.
2. User Interface & Ease of Use
Bonsai
Bonsai’s interface is clean, minimal, and user-friendly. Everything—from creating contracts to managing tasks—feels streamlined. It’s designed with simplicity in mind, making it easy to manage your freelance workflow without getting bogged down by unnecessary features.
FreshBooks
FreshBooks offers a more detailed dashboard but still manages to keep things simple and intuitive. It’s a bit more feature-rich than Bonsai, which means it can feel overwhelming if you’re only looking for basic invoicing and tracking. However, it excels in ease of use for accounting, with clear labels and guided workflows.
Verdict:
- Bonsai is better for freelancers who want a clean, streamlined workflow without extra clutter.
- FreshBooks is great for those who want a more comprehensive dashboard and can handle additional features like expense tracking and reports.
3. Invoicing & Payments: Which Platform Makes It Easier?
Bonsai
Invoicing on Bonsai is tied directly to your contracts, proposals, and time tracking, making it a breeze to bill clients based on agreed-upon terms. It supports:
- Recurring Invoices
Set up automatic recurring invoices for ongoing projects. - Payment Gateways
Accept payments via Stripe, PayPal, and ACH bank transfers. - Automated Reminders
Automatically send reminders to clients for overdue payments.
FreshBooks
FreshBooks is known for its powerful invoicing features, with several customization options:
- Customizable Invoices
You can add your branding, choose templates, and even include late payment fees if needed. - Multiple Payment Methods
FreshBooks allows you to accept payments via credit cards, PayPal, Stripe, and bank transfers. - Automated Recurring Billing
Perfect for retainer clients or recurring projects.
Verdict:
- Bonsai has an edge for freelancers needing tight integration between contracts, time tracking, and invoicing.
- FreshBooks offers more customization and payment options, making it ideal for businesses that handle a large volume of clients or recurring projects.
4. Contracts & Proposals: Bonsai’s Strength
Bonsai
This is one of Bonsai’s standout features. You can create legally binding contracts directly from templates, send them for e-signature, and integrate them seamlessly into your projects. Proposals can also be built, tracked, and converted into contracts once approved.
FreshBooks
FreshBooks doesn’t offer built-in contracts or proposal features. While it excels at invoicing and accounting, you’ll need to use a separate tool (or manually upload) contracts.
Verdict:
- Bonsai is the clear winner here, offering built-in contract and proposal templates that freelancers can easily customize and send to clients.
- FreshBooks lacks contract functionality, so you’ll need an external tool for that part of your workflow.
5. Time Tracking & Project Management
Bonsai
Bonsai’s time-tracking features are well integrated into its project management tools. You can:
- Track time for specific tasks or projects.
- Automatically link billable hours to invoices.
- Monitor project progress and budgets.
The project management tools in Bonsai are basic but functional, helping freelancers stay organized without overwhelming complexity.
FreshBooks
FreshBooks also has time tracking, which can be linked directly to projects and invoices. However, project management tools are limited compared to Bonsai’s focus. While you can manage projects and track hours, it’s not as comprehensive for tasks or deadlines.
Verdict:
- Bonsai wins for time tracking and basic project management, especially if you want everything connected to your invoicing and contracts.
- FreshBooks is great for simple time tracking but isn’t built to manage complex project workflows.
6. Reporting & Insights
Bonsai
Bonsai provides basic reports, primarily focused on invoicing, time tracking, and project progress. It’s enough to give freelancers insight into how much they’re earning, where their time is going, and which projects are most profitable.
FreshBooks
FreshBooks offers more comprehensive reports, including:
- Profit and Loss Statements
- Tax Summaries
- Expense Reports
These reports are essential if you need deeper financial insights or plan to work with an accountant to manage your business.
Verdict:
- Bonsai provides basic reporting that’s sufficient for freelancers managing their own books.
- FreshBooks shines with detailed financial reports, making it ideal for businesses that need more advanced accounting tools.
7. Pricing: What’s the Cost?
Bonsai
Bonsai offers straightforward pricing with access to all its core features:
- Starter Plan: $17/month
- Professional Plan: $32/month (includes everything from contracts to project management)
- Business Plan: $52/month (best for teams or agencies with collaboration needs)
FreshBooks
FreshBooks is tiered based on the number of clients you manage:
- Lite: $17/month (up to 5 clients)
- Plus: $30/month (up to 50 clients)
- Premium: $55/month (unlimited clients)
- Select: Custom pricing for larger businesses
The price increases with the number of clients, making FreshBooks more expensive as your business grows.
Verdict:
- Bonsai offers a better deal for freelancers or small agencies, with all core features available at every tier.
- FreshBooks starts out affordable, but costs rise quickly as your client base expands, making it pricier for larger teams.
8. Integrations & Add-Ons
Bonsai
Bonsai has fewer integrations, but it does connect with popular tools like Google Calendar, Zapier, and payment gateways like Stripe and PayPal.
FreshBooks
FreshBooks integrates with a wide array of apps, including:
- Payment Processors (Stripe, PayPal, WePay)
- CRM Tools (HubSpot, Salesforce)
- E-Commerce Platforms (Shopify, WooCommerce)
- Project Management (Trello, Asana)
Verdict:
- Bonsai has fewer integrations, but it covers the basics freelancers need.
- FreshBooks offers a wider range of integrations, making it more flexible for businesses using other tools.
Final Verdict: Which Should You Choose?
- Choose Bonsai if you’re a freelancer or small agency in need of an all-in-one solution that handles everything from contracts to project management. It’s especially great for creatives, consultants, and small service-based businesses that need a streamlined tool to handle client relationships from start to finish.
- Choose FreshBooks if you’re looking for a robust accounting and invoicing platform that scales as your business grows. It’s perfect for freelancers and small businesses needing advanced financial reports, multiple payment options, and deeper integration with accounting tools.
In the end, it depends on your business’s needs: full contract/project management with Bonsai or advanced accounting with FreshBooks.