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Problem · payments & finance · updated October 9, 2026
Common FreshBooks problems and how to fix them
Most FreshBooks problems fall into a few areas: an invoice the client cannot open or pay, expenses that will not import or categorise, time entries that do not add up, payment or bank-feed issues, and reports that look wrong. Here are the ones that come up most, and what to check first.
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TL;DR
- An invoice a client cannot open is usually delivery or permissions.
- Payments that do not appear are often gateway or bank-feed timing.
- Expenses that will not import are usually file format or connection.
- Time entries that do not add up are usually status or rate settings.
- Reports that look wrong are usually date range or unfiled items.
On this page: Why things go wrong · Invoice will not open · Payment not showing · Expenses will not import · Time entries wrong · Reports look wrong · Symptom to fix · Where this fits
Why things go wrong
FreshBooks links clients, invoices, expenses and payments, so a small setup detail in one area can show up as a wrong number somewhere else.
A habit that saves time: check the exact item that looks wrong, and note what changed last, such as a new client, rate or bank connection.
A quick way to tell whether the issue is data or display: open the original item, then compare it with the report that disagrees.
Invoice will not open
A client who cannot open or pay an invoice is usually hitting an email delivery problem or a link that has expired.
Confirm the invoice was actually sent, resend it, and share the direct link from the invoice itself rather than a forwarded email.
Payment not showing
A payment that does not appear as received is often about the payment gateway, the recording step, or the timing of a bank feed.
Check the invoice status, confirm the gateway is connected, and allow for the time a bank feed takes to import before recording it manually.
Expenses will not import
Expenses that will not import are usually a file format the importer does not accept or a broken bank connection.
Re-export the statement in a supported format, re-link the bank account, and import in smaller date ranges if the file is large.
Time entries wrong
Time that does not add up is often about which entries are billable, which rate applies, or entries that are still unsaved.
Check each entry’s billable flag and rate, and confirm the entries are logged against the right client or project.
Reports look wrong
A report that looks wrong is usually a date range, a filter, or items that are still unfiled.
Set the period explicitly, clear extra filters, and file any uncategorised income or expenses before you trust the totals.
Symptom to fix
| Symptom | Likely cause | Fix |
|---|---|---|
| Invoice will not open | Delivery or expired link | Resend, share the direct link |
| Payment not showing | Gateway or bank-feed timing | Check status, allow the feed to import |
| Expenses will not import | File format or bank link | Re-export, re-link, smaller ranges |
| Time entries wrong | Billable flag or rate | Check flag, rate and project |
| Reports look wrong | Date range or unfiled items | Set the period, file the items |
Where this fits
Start with the payments and finance hub. For the basics read what FreshBooks is, and for the setup steps see how to set up FreshBooks. You can also read our FreshBooks review.
Frequently asked
Can I fix these myself?
Most of them. Invoices, expenses and reports are in your control. Anything on the service side needs a support ticket.
Why is my payment missing?
Check the gateway and the invoice status, then allow for bank-feed timing before recording it manually.
Why did an expense import fail?
Usually the file format or the bank connection. Re-export and re-link the account.
Should I switch tools over this?
Not straight away. Confirm whether it is a setting or a data issue first.
How long do fixes take?
Most settings apply at once, but bank feeds and payments can take a day or more to appear.
Get your books straight
Fix the item, then get help if you need it.
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Related reading
- FreshBooks Review: Accounting Software for Freelancers and Small Teams
- FreshBooks pricing explained (2026)
- FreshBooks free plan explained: what you actually get
- What is FreshBooks?
- How to use FreshBooks for a small business
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