Two ways to get your records into FreeAgent
Send bills directly. Connect FreeAgent to a business in Billfetch and send each period’s expenses when you close the month. Each expense becomes a bill for its supplier, with the document attached.
Import a file. Prepare the accountant package with the FreeAgent (bank statement) profile and it gets a freeagent folder with a bank statement file in FreeAgent’s upload format: date, amount and a description of the supplier, category and record. FreeAgent has no bulk bills import, so this file is the import route your accountant can use.
What a sent bill contains
- The supplier. If the contact doesn’t exist in FreeAgent yet, it’s created.
- One line per expense in your base currency, with the amount including tax.
- The category, from the FreeAgent nominal code you mapped for it.
- VAT details where the record’s tax label has a FreeAgent equivalent; otherwise FreeAgent’s default applies and the result notes it.
- The original document attached, exactly as it arrived in Billfetch.
- A reference starting with
BF-so the bill can be traced back to its Billfetch record.
Billfetch creates bills, not payments. You explain the payment against the bill in FreeAgent’s bank feed, so the bank side isn’t entered twice.
How to connect FreeAgent
You do this once for each business.
- Open Settings, choose Businesses and pick the business.
- Open the Accounting software tab.
- Under Send to accounting software, select Connect next to FreeAgent.
- Sign in to FreeAgent and approve access.
FreeAgent then shows Connected with your company’s name. Open Accounting software mapping, choose FreeAgent, enter the nominal code for each Billfetch category and select Save mapping.
Send a period
- Choose the period at the top of the page, for example last month.
- Open Closing and, under Send to accounting software, select Send to FreeAgent.
- Billfetch sends the expenses in the background and shows the result when it’s done.
The result counts what was sent, already sent, not sent and failed. Anything not sent has a reason, such as a category without a code or a record without a category. Fix it and send the period again: only what’s missing goes, and bills already in FreeAgent are never changed.
Credits and refunds aren’t sent as bills; they’re listed so you can enter them in FreeAgent yourself.
Disconnecting
Select Disconnect in the Accounting software tab. Bills you’ve sent stay in FreeAgent, and if you reconnect the same company later they won’t be sent again.
What it doesn’t do
- It doesn’t import from FreeAgent, record payments or edit existing bills.
- It doesn’t send sales as invoices; those stay in the package ledger.
- It doesn’t file VAT returns or Self Assessment, or submit anything to HMRC.
Frequently asked questions
Which plan do I need?
Sending bills directly to FreeAgent is part of the Business and Group plans. The FreeAgent file in the accountant package is included in every plan.
Where do I find the account codes?
Billfetch uses FreeAgent's nominal codes for your categories. Your accountant can tell you which ones to use, and you enter them once per business.
What if a receipt is too large to attach?
FreeAgent accepts attachments up to 5 MB. If a document is larger, the bill is still sent without it and Billfetch tells you which one.
Does Billfetch read anything from FreeAgent?
No. It only sends expenses as bills. It doesn't import data from FreeAgent, record payments or change bills that are already there.
FreeAgent is a trademark of FreeAgent Central Ltd. Billfetch is not affiliated with, endorsed or sponsored by FreeAgent.