FreeAgent Tips: Automate Your Expense and Invoice Tracking

1. Use bank rules to auto-categorise payments

FreeAgent's bank rules automatically categorise transactions when they match patterns you define. Set up rules for recurring suppliers (e.g. 'any payment to AWS' → categorise as Server Costs) and you'll never manually categorise a known supplier again.

2. Set supplier payment terms correctly

Every supplier contact in FreeAgent can have default payment terms (net 30, net 60, etc.). When InboxBill syncs a bill, it respects these terms and sets the due date accordingly — even if the PDF has a different due date. This ensures your cash flow view in FreeAgent is accurate.

3. Use projects to track invoice costs

If you run client projects, FreeAgent lets you assign bills to specific projects. This gives you a real-time view of project profitability. Configure InboxBill rules to auto-assign supplier invoices to the right project based on category or supplier.

4. Connect your bank feed

FreeAgent's bank feed (via TrueLayer or direct connection) automatically imports bank transactions. When an invoice in FreeAgent is matched to a bank payment, the bill closes automatically. This complete loop — invoice in via email, payment via bank feed — means your accounts stay up-to-date with minimal input.

5. Use the FreeAgent mobile app for approvals

FreeAgent's mobile app lets you review and approve expenses on the go. Pair this with InboxBill and you can process invoices from your phone within minutes of them arriving — without ever sitting at a desk.