Bookkeeping basics for freelancers: what you need to know

Let’s be honest. You Googled how to become a freelancer for freedom, not to spend hours stressing over spreadsheets and tracking your expenses. But we both know that ignoring tracking your payments allows invoices to go unpaid, receipts to get lost, and you to struggle when tax seasons come. 

However, you don’t need to be a math wiz to track your expenses, you just need the right bookkeeping software.Think of bookkeeping software as your financial autopilot that helps you track invoices, remind clients to pay up, and organize your expenses automatically, so you can focus on your actual work. 

This guide will break down the basics of accounting for freelancers to help you track expenses, manage tax payments, and stay profitable without the stress of drowning in numbers.

Why freelancers need bookkeeping

Bookkeeping for freelancers is just like keeping a workout log for your finances. Just as tracking your reps, sets, and progress in the gym helps you build strength and stay on track with your fitness goals, bookkeeping keeps your business financially fit. 

Understanding freelancer accounting basics helps you manage your finances, stay compliant with tax laws, and gain a clear view of your business health. Here’s a detailed breakdown of how bookkeeping can help you as a freelancer:

Stay on top of your finances

A clear record of your earnings and expenses helps you track how much money you’re making so you can make better decisions about spending, saving, and reinvesting in your business. Bookkeeping software for freelancers simplifies this process by automating your income and expense tracking.

Budgeting and identifying profitable projects

Bookkeeping helps you manage your income by identifying slow months and planning ahead, figuring out which projects are profitable, and deciding what to charge as a freelancer. Additionally, bookkeeping for freelancers helps you maintain a monthly budget by identifying your spending patterns and making adjustments where necessary.

Simplify tax filing and stay compliant

As a freelancer, you’re your own boss, which means you are responsible for tracking your income and filing taxes on time to avoid Internal Revenue Service (IRS) penalties, like the failure-to-pay penalty, which adds 0.5% of unpaid taxes every month they remain unpaid. However, bookkeeping software for freelancers can save you from last-minute panic by automatically recording your income and generating reports when it’s tax season.

Applying smart freelance bookkeeping tips, like using bookkeeping software and automating tax reports, gives a clear view of your business health and helps you stay compliant with tax laws. 

Mastering cash flow for better bookkeeping practices

You know that feeling after you send an invoice, it gets paid, and suddenly, you’re rich? Then two weeks later, you’re broke again? That’s cash flow, a freelancer accounting basics you must know, and it involves the movement of money in and out of your business. Mastering cash flow is necessary as it ensures you always have enough to cover business expenses and avoid feeling tight on money.

Methods for tracking income

Not tracking your freelance income is like stuffing cash into random coat pockets and hoping to find it later, which is guaranteed to cost you money. Without a system to track your income, you’ll forget who paid, who still owes you, and whether you’re actually making a profit. Here are some freelance bookkeeping tips to stay on top of your earnings:

• Use invoicing software: Tools like FreshBooks and Wave are among the best bookkeeping software for freelancers that allow you to send professional invoices in minutes and track your payments.
• Monitor bank statements: Review bank transactions with your bank app or by requesting your account statements by email so all payments are taken into account. Also, if a client still fails to pay on time, knowing the right way to ask for payments can make all the difference. Some simple steps to ask for payment include:
  • Sending a polite reminder email 
  • Include a clear deadline in your reminder email ( e.g. “Please submit payment by Friday”)
  • And if they still don’t pay, consider late fee policies or alternative payment terms.
• Set up a dedicated business account: Separating personal and business finances makes it easier to track income and expenses, a fundamental step in freelancer accounting basics.

Tips for monitoring cash flow

We all know how unpredictable freelance income is. One month, you’re rolling in cash; the next, you’re wondering if you can expense coffee as an office necessity. Monitoring your cash flow ensures you keep track of your income, so you’re never caught off guard. Best practices include:

• Categorize your expenses: Miscellaneous isn’t a budget category so ensure you track where your money goes by sorting expenses into clear categories like:
  • Business tools: Software, subscriptions (e.g. ChatGPT Pro), and web hosting.
  • Marketing: Ads, branding, and client outreach (e.g LinkedIn Premium)
  • Professional development: Courses, workshops, and books that help you grow.
• Set aside money for taxes: Note that your taxes won’t be automatically deducted from your earnings, so set aside 25-30% of your income for tax payments.
• Avoid overspending: Rather than spending extravagantly on office gadgets or expensive dinners during your high earning months, help your business grow by reinvesting in professional courses and books.

Lastly, mastering cash flow ensures you stay in control of your finances, avoid cash shortages, and grow your business with confidence. 

How to track your expenses as a freelancer

Ever gone grocery shopping without a list? You overspend, forget the essentials, and somehow still end up eating cereal for dinner. That’s what happens when you don’t track your freelance expenses. You lose money, miss tax deductions, and scramble when tax season rolls around. 

However, bookkeeping software for freelancers takes the guesswork out of expense tracking, so you always know where your money is going. Before we break down how you can track your expenses like a pro, let’s discuss deductible expenses, which helps you save some bucks on your taxable income.

What counts as a deductible expense?

Deductible expenses are like cashback for running your business; the more you track, the more you save. The IRS allows freelancers to write off specific business costs, lowering their taxable income and reducing how much they pay. Here are some common deductible expenses you don’t want to overlook:

• Home office expenses: Working from home? You can write off part of your rent, mortgage, utilities, and internet.
• Software and subscriptions: What design tool or project management app (e.g Notion) do you use? It may be tax-deductible.
• Business travel: Flights, hotels, meals, and even Uber rides for work trips count as expenses.
• Marketing and Advertising: Costs for website hosting and social media ads are deductible.
• Education and professional development: Online courses, webinars, and books that help you improve your skills are deductible.
• Health insurance (in some cases): If you’re self-employed, your monthly health insurance costs may qualify for a deduction.

One of the best freelance bookkeeping tips is to log these expenses as they happen instead of waiting until tax time. Remember, missing these deductions means paying more taxes than you should.

How to stay organized

Expense tracking doesn’t have to be a last-minute panic attack every April. Simple habits to keep your finances in check year-round include:

• Use expense-tracking software: Apps like Bookipi Expense automatically categorize and track expenses, making bookkeeping effortless for freelancers.
• Keep digital receipts: Your shoebox full of crumpled receipts isn’t a system. Save your receipts digitally with tools like Evernote, Google Drive, or dedicated expense apps.
• Have a business bank account and credit card: An essential freelancer accounting basic tip that will simplify your expense tracking and tax preparation is separating your personal and business finances.
• Record expenses weekly or monthly: Use tools like Bookipi to regularly review and log your expenses to prevent mistakes and keep your records up to date.
• Save tax-related documents: Keep copies of invoices, statements, and receipts for at least three years, so If the IRS ever asks, you’ll be ready.

To sum it up, start tracking your expenses now. Whether you use a simple spreadsheet or bookkeeping software for freelancers, a little organization today can save you hours of stress and a lot of money when tax season rolls around.

How Bookipi can improve the freelancing process

One of the biggest struggles in freelancer accounting basics? Invoicing your service and getting paid on time. Clients forget. Invoices get lost. And let’s be real, sending yet another “Just following up…” email is no one’s idea of fun. Bookipi handles all of that for you, with:

• Instant, professional invoices: Bookipi lets you create sleek and branded invoices in minutes with customizable templates so clients take you seriously and payments come in faster.
• Automated payment tracking: Bookipi automatically tracks payments, sends polite reminders, and keeps overdue clients accountable without you lifting a finger.
• Multiple payment options: Bookipi offers multiple ways to pay, so your clients have no excuse for delays.
• Pain-free expense tracking: Bookipi automatically tracks and sorts your expenses, so you always know where your money’s going and get the most out of your tax deductions.

Try Bookipi for free today to stop chasing payments and start running your freelance business with ease.