Plutio vs FreshBooks: Complete Comparison (2026)

FreshBooks tracks the money, but the work side stays disconnected. Invoicing, expenses, and financial reports cover the basics. Time tracking feeds into billing. But there's no visual boards for tasks, no timelines for planning, no proposals with e-signatures, and no client portal where clients can check their progress. Accounting works, but the actual project work happens somewhere else.

Plutio connects invoicing to the actual work: visual boards and timelines for projects, proposals and contracts built in, time tracking that flows into invoices, and a branded client portal at your domain. Try Plutio free and see how much simpler client work gets when everything connects.

Last updated February 2026

4.6

Quick comparison (TLDR)

FreshBooks is accounting software built for small businesses. The focus is invoicing, expense tracking, and financial reports. Time tracking connects to billable invoicing. The 30-day trial gives enough time to test, and client limit-based pricing works for smaller operations. Project management exists but is basic: simple task lists with no visual planning, no Kanban boards, and no Gantt charts. When projects get complex, you open another app to manage them.

Plutio is an all-in-one client management platform built for the full workflow. Proposals, contracts, and invoices connect to actual project work. Kanban boards, Gantt charts, and multiple task views manage complex deliverables. Time tracking links to tasks and invoices. Clients see their project progress in a branded portal at your domain.

Key differences at a glance

Project management: Plutio offers Kanban boards, Gantt charts, subtasks, and task dependencies for visualizing your entire workflow across multiple clients. FreshBooks has simple task lists only, so when projects span multiple phases you can't see dependencies or visualize how delays cascade.
Client portal: Plutio clients log into a branded portal at your domain and see their tasks, files, and project status in real time. FreshBooks clients see invoices and documents only, so they email you asking for project updates.
Proposals and contracts: Plutio includes drag-and-drop proposals with e-signatures that automatically create projects when approved. FreshBooks has estimates only with no e-signature contracts, so you open a separate document signing tool then manually create the project.
Invoicing: FreshBooks has more accounting features including expense categorization, bank reconciliation, and financial reports for your accountant. Plutio focuses on client invoicing with time-to-invoice conversion for billable work.
White-labeling: Plutio supports custom domains (clients.yourbrand.com) and custom email SMTP for full branding control. FreshBooks allows logo customization but no custom domains, so clients see FreshBooks in their browser.
Client communication: Plutio has a shared team inbox where client emails automatically sort into conversation threads, plus team channels and direct messaging. FreshBooks sends email notifications for invoice events but has no unified inbox or team communication features.

The bottom line: FreshBooks covers accounting and expense management as its primary focus when projects are managed in separate tools. Plutio connects proposals, projects, time tracking, and invoicing in one platform with client portals and full white-labeling.

Project and task management

When projects get complex, simple task lists are not enough. You need to see how tasks relate to each other, which deadlines are at risk, and how work is distributed across your team.

FreshBooks

Basic task tracking only. FreshBooks has project management with simple task lists. You can assign tasks, set due dates, and track completion. Projects track revenue per project with time and expense data.

FreshBooks has no Kanban boards, no Gantt charts, no subtasks, no task dependencies, and no project templates. When projects span months with many deliverables, you need a separate project tool.

Simple task checklists
Due dates on tasks
Project revenue tracking
No Kanban boards
No Gantt charts or timelines
No subtasks or dependencies

Plutio

Full project management built in. Kanban boards show work moving through stages. Gantt charts show timelines and dependencies. List view for quick triage. Subtasks break complex deliverables into trackable pieces. Project templates save hours of setup for repeatable work.

5 views: Kanban, Gantt, List, Table, Calendar
Subtasks with unlimited nesting levels
Task dependencies with visual links
Recurring tasks (daily, weekly, monthly, custom)
Project templates with auto-task creation
Custom fields, statuses, and priorities
Time estimates and actual time per task
File attachments on tasks

Time tracking and billing

A client questions an invoice line item. Can you show them exactly what that time was spent on? When time connects to tasks, billing disputes disappear.

FreshBooks

Time tracking is a core strength. FreshBooks includes timers and manual time entry. Mark time as billable or non-billable. Generate invoices from tracked time. Team timesheets on higher plans.

However, time is tracked at the project level, not the task level. When a client questions a specific line item, you cannot show them exactly which task that time was for.

Built-in timers and manual entry
Billable/non-billable separation
Invoice from time logs
Team timesheets on higher plans
Time per project only, not per task
Limited task-level detail

Plutio

Time connects to tasks and invoices. Track time at the task level with one-click timers. Time rolls up to projects automatically. Generate invoices from tracked hours with a complete breakdown of what was worked on. Clients see transparency; you spend zero time on billing disputes.

One-click timer on any task
Manual entry and timer options
Task-level AND project-level tracking
Billable vs non-billable separation
Custom rates per task, project, or client
Time reports by client, project, team
One-click invoice from time logs
Team timesheet approval workflow

Client visibility and communication

'Hey, just checking in on the project status?' When clients can see progress in one place, they stop asking. When clients can see progress in their own portal, they stop emailing you for updates.

FreshBooks

Basic client portal for documents. FreshBooks has a client portal where clients can view invoices, estimates, and payment history. They can save payment methods and access all their documents.

FreshBooks has no task visibility for clients, no real-time progress view, no custom domain, and limited branding options. When clients want status updates, they email you.

Invoice and estimate access
Payment method storage
No task visibility for clients
No real-time progress view
No custom domain support
Limited branding options

Plutio

Your clients get their own branded space. When your client logs in, they see yourcompany.com, not some third-party software. The portal shows their tasks, files, deadlines, and messages all in one place. They can check progress whenever they want instead of emailing you. When you finish a deliverable, they approve it right there.

Custom domain (yourcompany.com)
White-label branding (remove Plutio)
Custom CSS for full styling control
Tasks, files, deadlines visible to clients
In-app messaging tied to projects
Deliverable approval workflow
File uploads from clients
Invoice and payment history

Client communication and inbox

A client emails you a project change. Your associate asks about the deliverables. A partner sends updated timelines. Without a central place, you check three apps and still miss something urgent.

FreshBooks

Email notifications only. FreshBooks sends email notifications when invoices are viewed, paid, or overdue. You get the notification in your regular inbox. But there is no shared team inbox. No auto-sorting of client threads. No way to see all communications with a client in one place.

Email notifications for invoice events
Comments on invoices
No shared team inbox
No team channels
No direct messaging
No auto-sort into client threads
No embeddable live chat

Plutio

All your client conversations in one place. When a client emails you, that message shows up in their thread alongside every other conversation you have had with them: project updates, file shares, payment confirmations. Your whole team sees the same inbox, so when you are away and a client sends an urgent message, your assistant can handle it. You can reply from your regular email and it syncs back. If you want to chat internally about a client, create a team channel. Need to capture leads from your website? Embed live chat.

Multi-email integration (connect all accounts)
Shared team inbox (everyone sees client emails)
Auto-sort emails into client 1:1 threads
Project conversations stay with the project
Team channels for internal discussions
Direct messages between teammates
@mentions pull people into conversations
Embeddable live chat for your website

Automation and workflows

A lead fills out your inquiry form. Does that automatically create a project, assign onboarding tasks, and schedule a follow-up? Or do you do it manually every time?

FreshBooks

Billing-focused automation. FreshBooks automates recurring invoices, payment reminders, and late payment notifications. The automation focuses on the billing cycle.

FreshBooks has no project creation automation, no task assignment automation, no visual workflow builder, and no webhook integrations. Project setup happens manually for each new client.

Recurring invoice automation
Payment reminders
Late payment notifications
No project creation automation
No task assignment automation
No visual workflow builder
No webhook integrations

Plutio

Automation that spans your entire business. When a lead fills out your inquiry form, Plutio can automatically create a project, populate it from a template, send a proposal, schedule a follow-up task, and notify your team, all without you touching anything. When a proposal is signed, the project moves to active, the first invoice is scheduled, and onboarding tasks are assigned.

Visual drag-and-drop builder
Start on project status change
Start on task completion
Start on payment received
Start on form submission
Start on date or deadline
Conditional logic branching
Webhook integrations

Team and agency scaling

You hire your first contractor. Can they see their assigned tasks without accessing client financials? When permissions work, growth does not mean chaos.

FreshBooks

Team access on higher plans. FreshBooks Select plan adds team members with timesheets. Plus plan includes up to 10 billable clients. Pricing scales with client count.

Permissions are limited to accountant access (view financial data) and team member access (time tracking). No per-project visibility controls or contractor-specific permissions.

Team timesheets on higher plans
Accountant access
Client limit-based pricing
No custom role creation
No per-project access control
No contractor-specific permissions
Limited team collaboration

Plutio

Granular permissions for growing teams. Control who sees what at project, task, or document level. Add contractors who see only their assigned tasks. Add team members who manage projects but not financials. Add clients who see only their portal. Scales from solo to agency without changing tools.

Custom role creation with granular permissions
Per-project and per-task access control
Contractor access (assigned tasks only)
Client access (portal permissions)
Internal notes hidden from clients
Multi-workspace for agencies
Team workload and capacity views
Timesheet approval workflow

White-label branding and customization

Your clients should see YOUR brand everywhere. Not your software vendor's logo. When clients log in, book meetings, receive invoices, and check progress, every touchpoint should reinforce your brand.

FreshBooks

Logo on invoices and estimates. FreshBooks lets you add your logo to invoices, estimates, and other documents. You can customize colors to match your brand. The client portal shows your company name.

FreshBooks has no custom domain support, no custom SMTP for emails, no white-labeling, and clients always see FreshBooks branding.

Logo on documents
Color customization
No custom domain support
No custom SMTP for emails
FreshBooks branding visible
No full white-label option

Plutio

Your clients see your brand everywhere. When a client logs in, they go to yourcompany.com, not some third-party URL. The login page has your logo and colors. The interface matches your brand. Emails come from you@yourcompany.com because you connect your own email server. If you want to embed the entire client workspace into your own website, you can. You can even write custom CSS if you need exact control.

Custom domain (clients see yourcompany.com)
Full white-label (remove all Plutio branding)
Custom interface theme (your brand colors everywhere)
Branded login and signup pages
Custom SMTP (emails from your domain)
Full workspace embedding into your site
Custom CSS for complete styling control
Custom logo throughout the platform

Invoicing, billing, and subscriptions

Getting paid is more than sending invoices. It's recurring subscriptions, payment plans, transaction tracking, and branded documents that look like they came from your business.

FreshBooks

Full accounting with double-entry bookkeeping is the core strength. FreshBooks covers invoicing, expense tracking, bank reconciliation, and financial reports. Double-entry accounting keeps books audit-ready. Tax categories and reports simplify tax season.

Accounting and financial management are where FreshBooks covers well. The software is built specifically for bookkeeping and does it well.

Full double-entry accounting
Expense tracking with receipt scanning
Bank reconciliation
Financial reports for tax time
Tax-ready categories
Recurring invoices

Plutio

Billing that works like you are running a real business. You open the invoice builder and drag elements where you want them. Logo here, line items there, payment terms at the bottom. The result looks like something you designed, not a template you filled in. When you have retainer clients, you set up subscriptions that charge them automatically every month. When someone needs to pay in installments, you split the invoice and schedule the charges. All your payment processors connect: Stripe, Square, PayPal, bank transfers.

Drag-and-drop invoice builder (visual design)
Subscription management (auto-billing)
Recurring invoices on schedule
Payment plans with installments
Multiple gateways: Stripe, Square, PayPal, ACH
Full transaction history and tracking
Fully branded invoice design
One-click invoice from time logs

Proposals and contracts

Your proposal is the first document a potential client sees. When they open it, do they see modern interactive pricing? Or a static quote?

FreshBooks

Estimates only, no contracts. FreshBooks creates estimates that can convert to invoices. Estimates are professional and customizable. However, FreshBooks lacks e-signature contracts, a proposal builder with rich content, and automatic project creation when estimates are approved.

Professional estimates
Convert estimate to invoice
Customizable estimate templates
No e-signature contracts
No proposal-to-project automation
No interactive pricing tables
No proposal view tracking

Plutio

Proposals that close deals. You drag in sections, add interactive pricing tables where clients pick packages or add-ons, and send something that looks like you built a custom app for them. When they accept, the proposal converts into a project automatically with tasks from your template. Contracts attach to the same flow with e-signatures and full audit trails. You see exactly when someone opened your proposal, what they clicked, and how long they looked at each section.

Drag-and-drop proposal builder
Interactive pricing tables
Package and add-on selection
Auto-convert to project on approval
E-signatures with audit trail
Real-time view tracking
Proposal templates
Proposal-to-invoice automation

Running a client project: FreshBooks vs Plutio

A client approves your estimate and wants to start work immediately. What happens next?

With FreshBooks, here is how it usually goes:

You send an estimate, they approve it, you convert it to an invoice
You get paid for the deposit
Now you need to manage months of work: kickoff calls, deliverables, revisions, sending final files
You open Trello or Asana to create the project because FreshBooks has only basic task lists
You rebuild the scope from the estimate manually in your project tool
The client emails you asking for progress updates because they cannot see what you are working on

With Plutio, here is how it works:

You send a proposal with pricing and contract
They sign and pay the deposit
A project is created automatically with your template: tasks, deadlines, and assignments ready
You see everything on a Gantt chart timeline with task dependencies
The client logs into their portal at your domain and sees progress without emailing you
Time tracked on tasks becomes invoice line items automatically

FreshBooks handles invoicing and expense tracking exceptionally well. Plutio handles invoicing plus connects it directly to project work: proposals create projects, time tracked on tasks becomes invoice line items, and clients see both their project progress and invoices in one branded portal.

Where Plutio wins (the proof)

These are verifiable differences, not opinions.

1. Project management: Plutio has it, FreshBooks doesn't

FreshBooks: Basic task lists only. No Kanban boards. No Gantt charts. No subtasks. No task dependencies. No project templates with tasks.

Plutio: Five project views (Kanban, Gantt, List, Table, Calendar). Subtasks with unlimited nesting. Task dependencies that shift deadlines together automatically. Project templates that recreate your entire workflow for each new client.

The proof: G2 reviewers consistently mention needing to pair FreshBooks with Trello, Asana, or Monday.com for actual project work. FreshBooks is accounting software, not project management software.

2. White-labeling: Your brand vs FreshBooks' brand

FreshBooks: Your logo on invoices and estimates. That's it. Clients see FreshBooks branding on the portal. No custom domain. No custom SMTP.

Plutio: Custom domain (clients see yourcompany.com). Branded login pages. Custom interface colors. Custom SMTP. Your clients never see "Plutio" anywhere.

The proof: Check FreshBooks' official documentation for custom domains or white-labeling. The feature does not exist. Branding is limited to logo on documents.

3. Client portal: Task visibility vs invoice-only access

FreshBooks: Clients see invoices, estimates, and payment history. They cannot see tasks, project progress, or what you are working on.

Plutio: Clients log into a branded portal where they see their tasks, files, deadlines, and project progress in real time. No more status update emails.

The proof: FreshBooks' client portal page lists invoices and documents only. Task visibility for clients is not available.

When FreshBooks might still work

No tool fits every workflow. FreshBooks might still work if:

Accounting is your primary need. FreshBooks has double-entry bookkeeping, expense categorization, bank reconciliation, and tax-ready reports. If you need full accounting software with audit-ready books, FreshBooks is built specifically for that.
You already have project management elsewhere. If you are happy with Asana, Trello, or Monday.com and just need better invoicing and expense tracking, FreshBooks plugs into that stack well.
You need mileage and expense tracking. FreshBooks has receipt scanning, automatic expense categorization, and mileage tracking for tax deductions. Plutio tracks project expenses but not at the same depth.
Your accountant uses FreshBooks. If your bookkeeper or CPA is already set up with FreshBooks access, switching would require them to learn a new system.

But if you manage multi-month projects, want full white-labeling, need proposals with e-signatures, or want clients to see their project progress in a branded portal, Plutio fits better.

Why they switched: real outcomes

What happens when FreshBooks users switch to Plutio?

West 7th Design Studio reduced client support requests by 90% after switching. Clients got one branded portal to see progress instead of chasing updates across email. Their work stayed in one place instead of scattered across FreshBooks for invoicing and separate project tools.

YazMarketing increased their sales pipeline by 80% after moving to Plutio. Connecting proposals directly to projects meant less manual handoff, faster client onboarding, and more capacity to take on new work.

These results come from connecting the full workflow. When proposals flow into projects automatically, when clients can check their own portal, and when time tracking feeds directly into invoices, the admin overhead drops and capacity for real work increases.

Final verdict

FreshBooks and Plutio serve different primary needs. Both are well-rated: Plutio holds a 4.4/5 on G2 while FreshBooks is a leader in accounting software for small businesses.

FreshBooks has built dedicated accounting software with double-entry bookkeeping and bank reconciliation. Expense tracking, receipt scanning, and financial reports are its strengths. Invoicing is functional and payments work smoothly. For freelancers who need full-featured financial management first, FreshBooks delivers.

The limitation appears in project management. FreshBooks has basic task lists with no visual planning tools. When an estimate is approved, you manually create the project elsewhere. Clients cannot see work progress in a branded portal. Most FreshBooks users end up adding Trello, Asana, or Monday.com alongside FreshBooks for project work.

Plutio handles invoicing and payments, then connects them to full project management. Proposals become projects automatically. Clients see their progress in a branded portal. Time tracking ties to specific tasks and flows into invoices.

The bottom line: FreshBooks covers accounting and expense management as primary needs when projects are managed in separate tools. Plutio connects proposals, projects, time tracking, and invoicing in one platform with client portals and full white-labeling.

How to switch from FreshBooks to Plutio

Switching from FreshBooks to Plutio adds project management without losing your financial history.

Step 1: Export your FreshBooks data
Download clients, invoices, and time entries as CSV files from FreshBooks. Export expense reports if needed for your records.

Step 2: Import into Plutio
Upload the CSVs to Plutio. The importer maps FreshBooks fields like Client Name, Email, and Invoice History directly to Plutio.

Step 3: Set up your project templates
Create templates for your common project types. Include all the tasks, dependencies, and automations that FreshBooks could not support.

Step 4: Consider running both
Some freelancers keep FreshBooks for expense management and tax prep while using Plutio for client work and invoicing. The tools can complement each other.

Research & Sources

Every comparison and price point on this page is backed by direct research conducted in January 2026. We verify data across official product pages, user reviews, and third-party analysis to ensure accuracy.

Pricing verification sources

Plutio: Official pricing, GetApp reviews
FreshBooks: Official pricing, NerdWallet review

Feature verification sources

FreshBooks project management: Official help documentation
FreshBooks client portal: Official feature page

Verification methodology

For each feature in the comparison table:

We consult official product documentation
We verify with multiple third-party sources (G2, GetApp, TrustRadius)
We cross-reference with video demonstrations and user reviews
We update pricing monthly based on current published rates

If you find any inaccuracies, please let us know so we can investigate and update immediately.

Plutio vs FreshBooks: full feature comparison for 2026

Project management, time tracking, client portals, proposals, invoicing, and automation compared side by side

PRICING Collapse	Plutio 198/199	FreshBooks 49/199
Starting price	$19/month (Core plan)	$21/month (Lite, 5 clients)
Free plan	No free plan (14-day trial available)	No free plan (30-day trial)
Trial period	14-day free trial	30-day free trial
PROJECT MANAGEMENT Collapse	Plutio 198/199	FreshBooks 49/199
Manage projects and tasks	Fully flexible project and task setup you can shape to your workflow	Basic project tracking with profitability focus
Project roles and permissions	Control exactly who can view or edit each part of a project	Team member permissions (Admin, Manager, Employee)
Multiple task boards	Unlimited boards to run parallel workflows in the same project	No task boards (list-based tracking only)
Embeddable project boards	Live project boards embedded into client portals or websites	No embeddable project views
Sharable project boards	Read-only public links for sharing progress without risk	Clients can view documents in portal only
Project stages and milestones	Define custom project lifecycles for different types of work	No project stages or milestones
Connected proposals, contracts, and invoices	Everything related stays connected to the project automatically	Estimates and invoices connect (no contracts)
Custom project data fields	Track, sort, filter, and report on custom project data	No custom project fields
Kanban boards	Drag-and-drop tasks across customizable columns	No Kanban boards
Table view	Bulk-edit tasks like a spreadsheet	No table view for tasks
List view	Clean task lists with clear hierarchy	Task list view available
Calendar view	See tasks and deadlines on a calendar	Calendar shows events, not tasks
Gantt view	Plan work visually with task order and dependencies	No Gantt charts
Subtasks	Break work down into multiple nested levels	No subtasks
Email to task	Turn emails into tasks without manual copying	No email-to-task conversion
Task comments	Keep discussions tied directly to each task	Team discussion on projects
Task attachments	Store files directly on the task they belong to	Files can be attached to projects
Task priorities	Define priority levels that fit your workflow	No task priorities
Task labels & color coding	Use unlimited labels to visually organize tasks	No task labels or color coding
Multiple task assignees	Assign tasks to one or multiple teammates	Tasks can be assigned to team members
Task templates	Reuse task-level structures across projects	Project templates available
Task permissions	Control access at the individual task level	No task-level permissions
Task dependencies	Prevent work from starting out of order	No task dependencies
Recurring tasks	Automate repeating work with flexible schedules	No recurring tasks
Custom task data fields	Add task-level fields for tracking custom details	No custom task fields
TIME TRACKING Collapse	Plutio 198/199	FreshBooks 49/199
Time tracking system	Easily track time using timers or manual entries	Timer and manual time entry
Task-level tracking	Log time directly against tasks and subtasks	Time tracked per service, not per task
Project-level tracking	See time spent per project and per client	Time tracked per project and client
Billable time tracking	Clearly separate billable and non-billable time	Billable and non-billable hours supported
Billable time invoicing	Turn tracked time into invoices without extra steps	Time entries convert to invoices
Timesheet reports	View detailed time reports by task, project, or client	Detailed time reports available
Team timesheets	See how each team member tracks their time	Team time tracking on higher plans
PROPOSALS Collapse	Plutio 198/199	FreshBooks 49/199
Create and send proposals	Create proposals clients can review, approve, and sign in one flow	Estimates only (not full proposals)
Drag-and-drop proposal builder	Create custom, branded proposals without layout limits or code	No visual proposal builder
Reusable proposal templates	Reuse proven proposal layouts across clients	Estimate templates available
Real-time proposal analytics	See exactly when proposals are opened and reviewed	No proposal view tracking
Live messenger on proposals	Answer questions directly while clients review proposals	No in-proposal messaging
Proposal flow automation	Move from proposal to contract, invoice, or booking automatically	Estimate to invoice only
Convert proposal to invoice	Create invoices directly from approved proposals	Convert estimates to invoices
Packages and add-ons	Offer upsells and add-ons directly inside proposals	No packages or add-ons
Interactive pricing tables	Let clients choose options before approving	Static pricing only
Dynamic data and variables	Auto-fill proposal content with client and project data	Basic placeholders available
Expiration dates	Automatically expire proposals after a set date	Manual expiry dates on estimates
PDF Export	Download as branded PDFs	PDF export included
Reusable content blocks	Create reusable proposal sections you can reuse on demand	No reusable content blocks
Legally binding e-signatures	Collect secure electronic signatures on proposals	No e-signatures
Custom proposal data fields	Create custom proposal data you can sort, filter, and report on	No custom proposal fields
CONTRACTS Collapse	Plutio 198/199	FreshBooks 49/199
Create and sign contracts	Create, send, and sign contracts in one continuous flow	Contracts not supported
Drag-and-drop contract builder	Create fully custom contracts with flexible layouts, no code or formatting limits	No contract builder
Legally binding e-signatures	Collect secure signatures with audit trails and signer verification	No e-signatures
Multi-signature / signees	Collect signatures from multiple people on the same contract	Not supported
Reusable contract templates	Reuse contract structures to create new agreements faster	No contract templates
Auto-reminders automation	Automatically follow up until contracts are signed	No contract reminders
Dynamic data/variables	Auto-fill contract content with client and project data	Not applicable
Contract automation triggers	Trigger automated workflows the moment a contract is signed	Not supported
View notifications	See when contracts are opened and reviewed	Email notifications when viewed
PDF download with signature certificate	Download signed contracts with official proof of signature	Not applicable
Custom signer data fields	Collect structured signer information during signing	Not applicable
Custom contract data fields	Create custom contract data you can sort, filter, and report on	Not applicable
INVOICES & PAYMENTS Collapse	Plutio 198/199	FreshBooks 49/199
Create invoices and get paid	Send invoices and collect payments in one connected flow	Full invoicing with online payments
Fully branded invoices	Match invoices to your brand with custom logos, colors, and layout	Customizable invoice branding
Drag and drop invoice builder	Create custom invoice layouts visually without formatting limits	Template-based editor only
Customizable line items	Edit pricing, quantities, descriptions, and structure freely	Fully customizable line items
Item or invoice discounts	Apply discounts at the item or full invoice level	Discounts supported
Customizable taxes	Create tax rules that match your location and use case	Custom tax rates
ACH payments	Accept bank transfers for lower-fee payments	ACH bank payments supported
Stripe integration	Accept credit and debit cards instantly	Stripe payments supported
Square integration	Collect in-person payments when needed	Square not integrated
PayPal integration	Let clients pay using PayPal	PayPal payments supported
Flexible partial payments	Collect deposits and split payments across milestones	Partial payments supported
Payment plans	Break invoices into scheduled installments	Manual setup required
Automated recurring invoices	Automatically send invoices on a recurring schedule	Recurring invoices supported
Subscription management	Manage ongoing client subscriptions and billing	Retainers available on Plus plan
Automated payment reminders	Follow up automatically until invoices are paid	Automated late payment reminders
Reusable invoice templates	Reuse invoice layouts without rebuilding each time	Invoice templates available
Multiple currency support	Bill clients globally in their local currency	Multi-currency supported
Invoice automation triggers	Trigger automated workflows when invoices are sent or paid	Limited automation
View notifications	See when invoices are opened and paid	Email notifications when viewed
Built-in expense tracking	Track project-related costs alongside invoices	Full expense tracking with receipts
Invoice deposits	Collect upfront payments before work starts	Deposit invoicing supported
Auto-invoice billable time	Turn tracked time into invoices automatically	Time to invoice conversion
Custom invoice data fields	Create custom invoice data you can sort, filter, and report on	No custom invoice fields
INBOX Collapse	Plutio 198/199	FreshBooks 49/199
Centralized unified inbox	Manage email, chat, and messages from one shared inbox	No unified inbox
Full email integration	Connect and manage all your email accounts in one place	No email integration
Embeddable live chat	Add real-time chat to your website and client portals	No live chat
Instant direct messages	Message teammates privately without leaving your workspace	No direct messaging
Contextual project conversations	Keep conversations tied directly to the project they belong to	Project discussions available
Team channels	Create shared spaces for team-wide discussions	No team channels
Customized channels	Organize channels by team, topic, or workflow	Not applicable
@mentions	Notify teammates instantly inside conversations	No @mentions
Message read receipts	See when messages are read	No read receipts
File sharing in chat	Share files directly inside conversations	No chat feature
Shared email inbox	Collaborate on incoming emails as a team	No shared inbox
Inbox mobile app	Access and respond to messages on mobile	No inbox in app
Email reply to inbox	Reply from your email client and keep conversations synced	No inbox sync
FILES Collapse	Plutio 198/199	FreshBooks 49/199
Store and manage files	Keep all client and project files in one organized place	Basic file storage in projects
Advanced folder organization	Organize files by project, client, or structure you choose	No folder organization
Folder permissions	Control who can view or edit folders	No folder permissions
People folders	Group files by person when needed	Not supported
Project folders	Keep files scoped to each project	Files organized by project
In-app previews	Preview files instantly without downloading	Basic file previews
Custom file data fields	Capture file metadata you can sort and filter	No custom file fields
Built-in documents	Create and edit documents directly inside Plutio	No document editor
Comments on files and docs	Leave comments directly on files and documents	No file comments
Bulk file actions	Move, tag, or manage many files at once	No bulk actions
Files search & filter	Find files quickly using search and filters	Basic search
External cloud sync	Sync files with Google Drive or Dropbox	Dropbox and Google Drive integrations
Secure sharing controls	Restrict access with permissions or passwords	Basic sharing via portal
File sharing links	Share files externally with controlled access	No shareable file links
SCHEDULING Collapse	Plutio 198/199	FreshBooks 49/199
Schedule meetings	Let clients book meetings directly without back-and-forth emails	No scheduling features
Branded booking page	Build a fully branded, customizable booking system using a drag-and-drop editor	No booking pages
Advanced availability management	Define flexible availability rules applied automatically to bookings	Not applicable
Automatic buffer times	Add buffer time automatically between meetings	Not applicable
Multiple meeting types	Create unlimited booking types with different rules and setups	Not applicable
Calendar sync (Google/Outlook)	Two-way calendar sync that stays up to date automatically	Calendar sync for late payments only
Customizable booking confirmations	Fully customizable confirmation pages with no layout or branding limits	Not applicable
Redirect after booking	Send bookers anywhere after scheduling, not just a fixed thank-you page	Not applicable
Booking automation triggers	Trigger automated workflows the moment a meeting is booked	Not applicable
Smart meeting reminders	Send automatic reminders without manual follow-ups	Not applicable
Automatic timezone detection	Handle timezones automatically without manual adjustments	Timezone support for invoicing
Paid appointments (Stripe/PayPal)	Collect payments during booking without extra steps	Not applicable
Custom booking forms	Build booking forms with full control over questions and layout	Not applicable
Minimum notice / daily booking limits	Set booking limits to control lead time and daily volume	Not applicable
Rescheduling and cancellation controls	Define flexible rules for rescheduling and cancellations	Not applicable
AUTOMATION Collapse	Plutio 198/199	FreshBooks 49/199
Automated workflows builder	Build advanced workflows visually without code or rigid templates	No workflow builder
Trigger-based workflows	Start workflows from real events across projects, clients, and payments	Limited payment and invoice triggers
Schedule-based workflows	Run workflows on schedules you control, not fixed intervals	Recurring invoices only
Multi-step workflows	Chain multiple actions into one continuous automation	No multi-step automation
True/False branching	Create conditional paths instead of one-size-fits-all flows	No conditional logic
Delay-based actions	Add precise timing between steps, down to minutes or days	Payment reminder delays
Create & update records	Create, update, or move records automatically across the system	No record automation
Move & duplicate records	Reorganize work automatically without manual cleanup	Not supported
Delete & archive records	Automatically archive or remove records based on rules	Not supported
API calls (webhooks)	Trigger or receive real-time events from external systems	Limited webhook support
Send emails	Send automated emails tied to real workflow events	Automated invoice and reminder emails
Post comments	Add notes or comments automatically where work happens	No automated comments
Complete automation logs	See exactly what ran, when, and why	Basic activity history
Auto-fill data/variables	Pass data between steps dynamically without manual mapping	Basic invoice placeholders
Cross-entity connections	Run workflows that span projects, tasks, proposals, invoices, and more	Clients link to invoices and projects
FORMS Collapse	Plutio 198/199	FreshBooks 49/199
Create branded forms	Build fully branded forms that match your workflow and client experience	No form builder
Drag-and-drop form builder	Design forms visually with full layout control, no code required	Not applicable
Reusable form templates	Reuse form structures without rebuilding from scratch	Not applicable
Custom form data fields	Collect structured data you can sort, filter, and report on	Not applicable
Smart conditional logic	Show or hide fields based on responses, not static forms	Not applicable
Instant email notifications	Get notified immediately when forms are submitted	Not applicable
Form automation triggers	Trigger automated workflows when a form is submitted	Not applicable
Embed forms	Embed forms anywhere without layout restrictions	Not applicable
Advanced field preferences	Control required, hidden, and default field behavior	Not applicable
Comprehensive field types	Collect text, files, dates, selections, and more	Not applicable
Form signature field	Collect legally binding signatures directly inside forms	Not applicable
File upload fields	Accept file uploads as part of form submissions	Not applicable
Redirect after submission	Send submitters to a custom next step, not a fixed thank-you page	Not applicable
CRM Collapse	Plutio 198/199	FreshBooks 49/199
Manage clients and leads	Manage contacts and companies in one connected system	Client management included
Full company management	Track organizations, not just individual contacts	Client records only (no companies)
Custom contact data fields	Collect and manage structured contact data you define	No custom client fields
Complete activity timeline	See every interaction with a client in one place	Client activity history available
Contacts labeling and grouping	Organize contacts flexibly without rigid pipelines	No labels or grouping
WIKI Collapse	Plutio 198/199	FreshBooks 49/199
Comprehensive knowledge base	Create an internal wiki for processes, docs, and guides	No knowledge base
Beautiful rich text pages	Write structured, formatted content without complexity	Not applicable
Unlimited nested pages	Build deep knowledge hierarchies without limits	Not applicable
Granular page permissions	Control exactly who can view or edit each page	Not applicable
DASHBOARDS Collapse	Plutio 198/199	FreshBooks 49/199
Custom dashboards and pages	Build dashboards around what matters to you, not fixed metrics	Financial dashboard only
Drag-and-drop dashboard builder	Design dashboards visually with full layout control	No custom dashboard builder
Charts widget	Visualize data with customizable charts	Financial charts available
Metrics widget	Track key numbers without manual reporting	Key financial metrics displayed
Goals widget	Monitor progress toward defined goals	No goals widget
Notes widget	Add contextual notes directly to dashboards	No notes widget
Calendar widget	View upcoming events alongside work and metrics	No calendar widget
Financial widgets	Track revenue and expenses in the same view	Comprehensive financial widgets
BRANDING Collapse	Plutio 198/199	FreshBooks 49/199
White-label and branding	Run the entire platform under your brand	Branding on invoices only
Custom interface theme	Apply your brand colors across the system	No interface customization
Stylesheet customization	Fine-tune styling beyond basic theming	No CSS customization
Custom login/signup pages	Use branded authentication pages instead of generic screens	No custom login pages
Email branding	Send all system emails with your branding	Logo on emails (Premium only)
Custom brand fonts	Use your own fonts throughout the platform	No custom fonts
Custom brand logos	Replace all platform logos with your own	Logo upload supported
Custom domain name	Run everything on your own domain	No custom domain
Custom email SMTP	Send emails from your own email infrastructure	No custom SMTP
Full workspace embedding	Embed Plutio directly into your website or product	No workspace embedding
CUSTOMIZATION Collapse	Plutio 198/199	FreshBooks 49/199
Flexible workspace setup	Shape the platform to match how your business works	Fixed workspace structure
Main menu editor	Add, remove, or reorder navigation items freely	No menu customization
User-based menus	Show different navigation for different roles	Fixed menus for all users
Custom user roles	Create role types beyond preset permissions	3 fixed roles only
Advanced user permissions	Control access at a granular level	Basic permission levels
SSO / OAuth	Support enterprise-grade single sign-on	No SSO support
INTEGRATIONS Collapse	Plutio 198/199	FreshBooks 49/199
Connect with other tools	Integrate with external systems without lock-in	100+ integrations available
Zapier integration	Connect to thousands of apps without custom code	Zapier supported
Make.com integration	Build advanced automation scenarios visually	Make.com supported
Pabbly Connect	Connect services without usage-based limits	Limited Pabbly support
Full REST API access	Build custom integrations with full system access	Developer API available
Incoming & outgoing webhooks	Send and receive real-time events	Limited webhook support
PLATFORM Collapse	Plutio 198/199	FreshBooks 49/199
Mobile apps	Access your business from native mobile apps	iOS and Android apps
iOS app	Full-featured iPhone app	Full iOS app available
Android app	Full-featured Android app	Full Android app available
Mac desktop app	Native macOS app for desktop workflows	No Mac desktop app
Windows desktop app	Native Windows app for desktop workflows	No Windows desktop app

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Plutio vs FreshBooks FAQ: common questions answered

Is Plutio better than FreshBooks?

It depends on your primary need. FreshBooks is better for pure accounting and expense management. Plutio is better for managing the full client workflow from proposals through projects to invoicing. Choose based on whether you need more accounting depth or more project management.

Can Plutio replace FreshBooks?

Plutio replaces FreshBooks for client invoicing, time tracking, and payment collection. However, FreshBooks has more accounting features like expense categorization, bank reconciliation, and tax-ready reports. Some users keep both: Plutio for client work, FreshBooks for bookkeeping.

Does FreshBooks have project management?

FreshBooks has basic project features with task lists and project revenue tracking. However, FreshBooks lacks visual planning tools like Kanban boards, Gantt charts, subtasks, and task dependencies that project-focused tools offer.

Does Plutio have expense tracking?

Plutio tracks project expenses that can be marked as billable and added to invoices. FreshBooks includes receipt scanning, bank feed categorization, expense categories, and tax-ready reports for full expense management.

Which has better time tracking?

Both include time tracking. FreshBooks time tracking integrates well with invoicing. Plutio time tracking connects to individual tasks, providing more granularity for clients who want detailed breakdowns.

How much does Plutio cost compared to FreshBooks?

FreshBooks starts at $21/month for 5 clients. Plutio starts at $19/month with no client limits. FreshBooks pricing scales with client count. Plutio pricing scales with features. Calculate based on your client volume.

Does FreshBooks have client portals?

FreshBooks has a basic client portal for viewing invoices and documents. Plutio has branded portals where clients see projects, tasks, files, and progress at your custom domain.

Which is better for agencies?

Agencies typically need project management, team permissions, and client portals more than pure accounting depth. Plutio is built for agency workflows. Agencies using FreshBooks often add project tools like Asana alongside FreshBooks.

Can I switch from FreshBooks to Plutio?

Yes. Export client data and invoices from FreshBooks as CSV. Import into Plutio using the data importer. Your client history and invoice records transfer over.

Which has better automation?

Plutio automation extends across the entire workflow. When a proposal is signed, Plutio can create a project, assign tasks, set deadlines, and send emails automatically. FreshBooks has payment reminders but no project automation.

Does FreshBooks have proposals or contracts?

FreshBooks has basic estimates but no interactive proposals or contracts. To send proposals with e-signatures, you need a separate tool. Plutio includes proposals, contracts, and e-signatures connected to your invoicing.

Why do freelancers switch from FreshBooks to Plutio?

Most switch when they need more than invoicing. FreshBooks covers accounting but lacks project management, client portals, and proposals. Plutio connects the full workflow so you don't need separate tools for each part of client work.

Does Plutio have a unified inbox?

Yes. Plutio has a unified inbox where you connect multiple email accounts and manage all client communication in one place. Client emails automatically sort into their conversation threads. Your team shares one inbox so no one misses urgent requests.

What integrations does Plutio support?

Plutio connects to 5,000+ apps through Zapier, including Google Calendar, Stripe, PayPal, QuickBooks, Slack, and more. Plutio also has a REST API for custom integrations. Native integrations include calendar sync, payment processors, and email services.

Does Plutio have a mobile app?

Yes. Plutio has native iOS and Android apps that let you manage projects, communicate with clients, track time, and send invoices from your phone. The mobile apps sync in real-time with the web platform.

Does Plutio offer a free trial?

Yes. Plutio offers a 14-day free trial with full access to all features. No credit card required to start. You can explore proposals, contracts, invoicing, project management, and client portals before choosing a plan.

Is my data safe with Plutio?

Yes. Your data is private, encrypted, and never used to train AI models. Plutio uses industry-standard security practices including SSL encryption, regular backups, and GDPR compliance. You can export your data at any time.

Can I white-label Plutio with my own branding?

Yes. Plutio offers complete white-labeling including custom domains, branded login pages, your logo and colors throughout, custom email templates with your SMTP, and CSS customization. Clients see your brand, not Plutio.

How long has Plutio been around?

Plutio has been built and refined for over 10 years based on real freelancer and agency feedback. The platform is actively developed with regular updates and new features added based on user needs.

Can I import data from other tools into Plutio?

Yes. Plutio supports CSV imports for clients, projects, and invoices. You can migrate from FreshBooks and other business tools. Our support team can help with complex migrations.

Can I use Plutio for team collaboration?

Yes. Plutio includes team features on all plans: shared inboxes, team channels, @mentions, task assignments, and workload views. You can create custom roles with granular permissions so team members see only what they need.

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