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Frequently Asked Questions (FAQ)
Refrens is the most comprehensive bookkeeping software for your business. It helps you manage your finances end-to-end. Whether it is invoicing, payments, or reporting - everything can be managed and automated through Refrens’ bookkeeping software.
Yes, you can accept payments both domestically & internationally. Multiple payment methods like IMPS, NEFT, RTGS, UPI, Debit Cards, Credit Cards, Net Banking, etc. are available.
We take utmost care of data security & privacy. Our systems are frequently updated with the latest security updates to ensure that your data is safe and secure. Do check out our detailed privacy policy here.
Yes, we provide instant & reliable support over chat, email, and phone. We will also provide a dedicated account manager to help you out whenever required.
Yes, Importing your data from other accounting systems is super easy. However, if you need a helping hand, do reach out to us on chat support or at care@refrens.com.
Absolutely! Our software is designed to seamlessly adapt and scale alongside your business, ensuring that it meets your evolving needs at every stage of growth. We are also committed to continuously enhancing the software by rigorously adding new features, functionality, and improvements so that your business can always stay ahead of the curve.
As your business expands, our software can accommodate an increasing number of users, manage larger volumes of data, and handle more complex tasks without compromising on performance or efficiency. We regularly update our software to incorporate new technological advancements, industry best practices, and customer feedback, ensuring that you always have access to the latest and most innovative solutions.
Additionally, our cloud-based infrastructure offers unparalleled scalability and reliability, with the ability to adjust resources on-demand to cater to your business's specific needs. This means that you can be confident that our software will support your growth without any disruption or downtime.
Free Bookkeeping Software for Businesses in India
What is bookkeeping?
Bookkeeping is a traditional way to manage, organize and track all the financial documents and reports of the business. It usually shows the summary of the business's health and how well it is performing.
It includes the summary of journals, ledgers, P&L reports, Balance sheets, voucher reports, bank reconciliation and other important reports. Bookkeeping helps draw attention to the key important aspects of the business and provides insights to grow the business strategically.
Bookkeeping also helps create, edit, manage and track invoices, expenses, credit and debit notes, paying bills, payroll, receipts and other essential documents. Bookkeeping helps many self-employed businesses, freelancers, small businesses, and large enterprises manage their financial reports and transactions, making businesses run and grow smoothly.
What is bookkeeping software?
Bookkeeping software is either offline or online software that helps record, manage and organize financial transactions and reports with minimal human effort.
In the traditional method, a dedicated person, or a professional, has to do all the bookkeeping transactions by writing it in the book, which we say is "Manual Bookkeeping". And here, many human efforts are gone while maintaining a company's accounting, and we call this professional "Bookkeepers".
In modern times, most businesses and even individuals like self-employed and freelancers shifted to online bookkeeping software. Online bookkeeping software makes work much easier and faster as you don't have to search for documents, bills, or invoices anywhere. All the documents are already in your system; this makes it easy for professionals like bookkeepers and those without bookkeeping knowledge.
Now, you can do bookkeeping online or offline way. Both have their pros and cons. But today, almost every business prefers going for cloud-based bookkeeping software, an online bookkeeping system.
Here the business doesn't worry about lost documents and can be accessible at your fingertips. You just need the internet and devices like smartphones to access your documents.
Many businesses use paid or free bookkeeping software as per their needs. Especially freelancers and small businesses can use free bookkeeping software, and accounting companies like Refrens help small businesses to maintain accounting and bookkeeping for free.
Which Businesses need Bookkeeping Software?
In today's age, almost every business must use bookkeeping software, making it a lot easier for businesses to maintain documents and summarize the business's overall financial health.
Businesses like freelancers, small businesses, and micro to large enterprises must use accounting software. The only difference is that as the business grows over a period of time, the business needs a custom bookkeeping system that makes sense with its needs and requirements.
But self-employed freelancers and small business owners can use any good accounting software as not much customization is required for these types of businesses.
Refrens is one such bookkeeping and accounting software that offers invoicing and bookkeeping software free of charge to businesses like freelancers and small businesses, and startups at the early stages of their business and can not afford to pay thousands of dollars for cloud-based accounting software.
Benefits of Bookkeeping Software
If used properly, bookkeeping software is the only tool that can save you hundreds of hours and manpower to track your finances. Not just saves time, but bookkeeping software has many other benefits. Here are some of the list.
Minimal error
One of the best use cases of using online accounting software is the error that used to have while doing manual Bookkeeping. The same error that human does while maintaining the accounts are overcast while using automated accounting software.
Online bookkeeping software tries to minimize human efforts by auto-calculating all the calculations and creating reports and financial statements. It makes your business data more accurate and easy to use.
Time-saving
Everyone knows manual or handwritten accounting is a pain, even for small businesses. It’s a pain for most business owners to track all the transactions and documents sent to their clients. Even professionals like bookkeepers or accountants have to search many papers and documents like invoices, credit notes, sales notes etc., to make an entry in the book.
But by using free bookkeeping software, you can save a lot of time by creating and maintaining your documents in one place. There is no need to search through the files and folders of your computers or single documents.
Efficiency
Online Bookkeeping helps to streamline your accounting process. It saves time with minimized error, making learning and focusing on your core business more efficient rather than getting puzzled by invoicing and expenses.
Instant Access
If you are into online accounting software, you can use your mobile phone to easily use all your documents, transactions and other important reports. You only have to log in to your account, and you can access the information right at your fingertips.
Cost Effective
For small businesses, startups and freelancers with limited budgets, having a dedicated or full-time employee that helps them through their accounting is more costly than using bookkeeping software. You can check out Refrens accounting software for startups.
You can further reduce th cost by using only the features you want to use or using a coupon, or applying discounts, and even a layman can use accounting software without hiring a professional.
Scalability
Compared to automated accounting software, using paper accounting becomes tedious, especially when your business grows faster. YOu have to transfer all the handwritten accounts to online software, which is another issue as you have to do all of it manually. So adapting software at early stages avoids the scalability issue in the future.
Collaboration
Easy to share documents among your team members and CA’s, add them as your team members and can have full or limited access to the software.
For example, if you have a salesperson and you want to give access only to leads and quotations-related documents, possible in online bookkeeping software.
Reporting
One of the important use cases of Bookkeeping is to have a report of your business's daily, weekly, and monthly financial transactions. Bookkeeping software makes it easy to track all the transactions and carve out a summary that further helps to analyze your business growth.
Types of Bookkeeping Software
Majorly, bookkeeping software is divided into 3.
Spreadsheets Accounting
Spreadsheet accounting is used by self-employed businesses, freelancers and macro-level businesses like car wash businesses in any local area. Using a spreadsheet is the cheapest to be configured to a certain level. But the major drawback is if any field is missing or you forgot to add any values or entered the data in the wrong place can make your financial statement buggy with inaccurate numbers. And above all, the spreadsheet is used by businesses with very low transaction volumes.
Commercial Accounting Software
Accounting software like Refrens is considered commercial software for bookkeeping and invoicing, where you can record all the transactions, documents, and statements in one place. Refrens type of software is used vastly all over the world to record financial transactions. Here you can use many features for free, but if you want to access any more exclusive features, you have to pay for them.
ERP (Enterprise Resource Planning Software)
ERP is one of the most expensive software used by highly large companies or complex accounting practices.
Features to Look for in Bookkeeping Software
The need for bookkeeping software varies from business to business. For example, every bookkeeping software should have leads, quotations, invoices, expense, and payment features for a freelance business. At the same time, some product-based small businesses should also have inventory management, bank reconciliation, and sales order.
But there are some features that every business must have, and the same is listed down below:
Leads Management
Managing leads in your existing software is one of the most important pros of any bookkeeping software, as you dont have to maintain a different software to keep track of your sales leads. This system helps you to manage all the closed leads, salesman-wise reports, easy-to-set follow-up dates, reminders, and WhatsApp or Email features. To know more about sales lead management software or sales CRM, click here.
Quotation Management
Before making any sales, almost all businesses have to send a quotation to their prospects or potential customers. And Having full-fledged quotation software within your bookkeeping software is bliss.
From closed leads to directly creating quotations with just one click makes your and your teammate's work easy and hassle-free. You can change the quotation status to won or lost and make a report based on whether the company sent the quotation is worth it. You can know more about Refrens quotation or want to create a quotation, use our quotation maker or quotation template here.
Invoice Management
Once the quotation is won, the work of documents like proforma invoice, invoice, delivery challan, and payment receipt, and all these documents come under invoicing software. And if you immediately want to create an invoice or proforma invoice, here is the free tool provided by Refrens: invoice generator and proforma invoice format.
GST Invoicing
If you are a GSTIN business, then creating a GST invoice becomes more important as a business owner. You can create a normal invoice into a GST invoice with one click. Our system supports all the GST rates and GST types like CGST, SGST and IGST. You can use Refrens GST billing software only if you are into GST invoicing.
E-invoicing
E-invoicing is something not every business is aware of. Businesses with over ten crores of annual turnover must use e-invoicing per government rules. You can go through our e-invoicing software here.
Expense Management
Business is not just about account receivables; there are many other expenses that businesses have to record; these can be daily miscellaneous expenses, salary expenses, office or rent expenses, raw material costs, etc., and all these are considered account payables for the business.
Similar to creating and managing invoices, it is also important to record and keep track of expenses incurred while running the business. Here you can learn more about Refrens expense management software.
Inventory Management
Inventory software is used by businesses having more or product side. It is also important for them to keep track of stocks and all their respective details like buying price, selling price, stock quantity, and other details.
Also, when creating the invoice or expense, the products are fetched directly from the inventory system, which automates all the transactions, thus helping businesses identify the stock they are left with and when to replenish the inventory. You can check Refrens inventory management system to learn more about the stock.
Purchase Order
Again similar to inventory management, purchase order is something not every business uses. Still, it is an important aspect of the business if the business is into manufacturing or selling products. PO is especially used when you have to purchase raw materials or you are into flipping the products, like buying the product at a cheaper cost and selling it to the end customer at a higher price. So purchase order is important if you make purchases for your business at regular intervals. Check out our free po templates.
Sales Order
A sales order is the document sent to the client notifying or informing them that these are the products or services you are opted for. Once the confirmation is received from the customer, the product is dispatched and delivered to the customer along with the final invoice.
Vendor/Client Management
It is one of the most important tools every business must use as client or vendor management can be used to manage all the details for your vendors and clients. You can use this data to send them promotional emails about new products or services. You can also use these details to retain your existing customers, invoicing, and other documenting purposes.
Accept Online Payments
One of the most painful things for every business is to collect payment. No matter which business you are into, whether a freelancer or a small business, everyone has an issue with collecting payments. You have multiple options, especially when you have to collect payments globally, but having a cost-effective method to collect international payments is pure bliss.
Using the Refrens payment system, you can collect payment cheaper than other payment methods and payment processors.
Ledger
Bookkeeping software is incomplete without a ledger. It contains all the entries related to assets, liabilities, revenue, expense, interest, accounts receivables and payables and many such entries. It helps to create a trial balance and income statement for the business.
Bank Reconciliation
A Bank reconciliation statement is a verification statement stating that all the financial transactions in the books are genuine. It shows the transactions made by the business through a business bank account. It shows details like credits, charges, interest, uncleared cheques; cheque bounces etc.
Reporting
Bookkeeping is all about having every report that matters to your business. You neither can't grow your business nor be able to file taxes properly until you have all the reports related to your business, and that can be either a salesman-wise report, invoice report, leads report, expense report, purchase report, or GST report.
Balance sheet
A balance sheet is a final report which shows whether you are in loss of profit, and this should be the report every bookkeeping software must have.
Factors to Consider When Choosing Bookkeeping Software
A business should make these basic considerations before using any bookkeeping software. As it differs from business to business but the below-given factors are basic, and every accounting software must try to achieve this. Without these factors, it becomes difficult for businesses to maintain their financial records.
Business Needs
Your business needs are among the first and most important factors to consider when choosing bookkeeping software. As told earlier, requirements, features, and functionality depend on what type of business you are into. If you are a freelancer, you don’t need a payroll system, purchase order or inventory system, but in contrast to product sellers, they should have almost all the features of bookkeeping software.
If you select accounting software that suits your business, it directly impacts your cost; there is no need to pay a higher price for all the functionality you will never use.
Bookkeeping software for freelancers and small business accounting software, both types of businesses can use Refrens.
User-friendly
See, here is the thing! Bookkeeping software is made to make human efforts minimal and easy. There is no point in using such software where it is cumbersome to use software and if manual work is more. Having user-friendly software makes the work easier and more neat for your business.
Security
One of the most important aspects when selecting software is security. No business should ever compromise with security and data breach concerts. As you are recording all the financial transactions, you don’t want to get stuck, so having a guarantee from the software companies is necessary.
Affordability
Bookkeeping software must be easy for your pocket. Usually, the software comes at different prices depending on the functionality and features the company provides. You have to choose software that is on the cheaper side, along with your business needs. It should also include your training cost to your employees and other expenses.
Scalable
As your business grows, your needs for the software changes. You have to select the software that suits your growing business, which means it should accommodate a larger number of documents and transactions at a higher speed and should be able to add your multiple team members, roles and permissions of each team member.
Customer Support
Many softwares are built and destroyed by these single factors. Customer support is one of the highly prioritized factors when choosing the right cloud-based accounting software. If you are facing any issue and the support team cannot resolve it, it becomes a headache for you to maintain all the transactions. Always ensure that the live support team is available; if not, they should be available via mail, WhatsApp, or phone.
