Remember that sinking feeling when you realize you’ve been doing your books wrong for months?
I was there three years ago, staring at my laptop screen at 11 PM, trying to reconcile invoices that didn’t match my bank statements. Coffee had gone cold hours earlier, and I was drowning in a sea of Excel sheets that somehow multiplied every time I opened a folder. The worst part? I’m a CA. I should’ve known better.
But here’s what I learned the hard way: being good with numbers doesn’t automatically make you good at managing the daily chaos of freelance accounting. And honestly, most accounting software felt like it was built by people who never actually ran a business.
That week of sleepless nights forced me to test everything on the market. Not just the pretty demos, but real-world scenarios—late client payments, GST reconciliations that didn’t add up, and those moments when you need to generate an invoice at 7 AM before rushing to a client meeting.
Here’s how I tested them, what actually worked when the pressure was on, and the short list that won’t leave you scrambling at tax time and you an choose best accounting software for your freelancing journey!
Breaking News: GST Changes Every Freelancer Needs to Know
Before we dive into software options, there’s something critical happening right now that affects every freelancer and consultant in India.
The GST Council dropped a bombshell in September 2025. I was reviewing client files when the notification came through—India’s GST system has been overhauled with next-generation reforms, simplifying tax slabs from the previous 0%, 5%, 12%, 18%, and 28% structure to mainly three slabs: 5%, 18%, and 40%, effective from September 22, 2025.
Here’s what this actually means for us:
The good news: 99% of items in the 12% slab moved to 5%, and 90% of those in the 28% slab reduced to 18%. Your office supplies, equipment, and many business expenses just got cheaper.
The reality check: Professional services like consulting, IT services, and other freelance work continue at 18% GST under SAC codes like 9983 (Other professional services) and 998312 (Business consulting). Your service rates didn’t change, but the overall system got simpler.
What you need to update in your accounting software:
- Ensure it handles the new simplified GST structure
- Verify SAC code accuracy for your services (most consultants use 9983 or 998312)
- Registration threshold remains ₹20 lakhs (₹10 lakhs for special category states)
- Export of services to foreign clients still zero-rated
The software I recommend below all handle these changes automatically, but it’s worth double-checking your current setup if you’re using something else.
Methodology: How I Actually Tested These Tools
Look, you don’t have time for a 47-point analysis. Neither did I. So I focused on what matters when you’re running a business:
My evaluation criteria and weights:
- Features & Functionality (30%) – Does it handle GST, invoicing, and expense tracking without making you jump through hoops?
- Ease of Use (25%) – Can you figure it out without a manual? Does it work when you’re tired?
- Pricing & Value (20%) – What’s the real cost after you add users, integrations, and those “small” extras?
- Customer Support (15%) – Do they actually respond before your deadline?
- Mobile Experience (10%) – Can you send an invoice from an auto-rickshaw?
Data sources included: Direct software testing, user forums (especially Reddit threads where people complain honestly), vendor documentation, and conversations with fellow CAs and business owners who’ve been through the switching pain.
Fair warning: Pricing changes faster than Mumbai traffic patterns. All costs mentioned are as of 2025, and you should verify current pricing before making decisions.
Freelancer-Focused Accounting Software Comparison
Here’s a focused comparison table for the four accounting software options that actually make sense for most freelancers and consultants:
| Feature | ProfitBooks | Vyapar | Refrens | Invoice Crowd |
|---|---|---|---|---|
| Price | Free Forever/₹749/Month | ₹3,999/Yr | Free/₹4,900/Yr | ₹800-2,500 |
| GST 2.0 Ready | ✓ | ✓ | ✓ | ✓ |
| Mobile Rating | 4.4/5 | 4.4/5 | 4.3/5 | 4.2/5 |
| Free Plan/Trial | Free startup plan | 7-day trial | Free plan | 14-day trial |
| Best For | Non-accountants, Everyone | Budget-conscious | New startups | Creative agencies |
| Offline Access | Limited | Excellent | No | Limited |
| Multi-currency | ✓ | Limited | ✓ | ✓ |
| Project Billing | Advanced | No | ✓ | Advanced |
| Time Tracking | No | No | ✓ | ✓ |
| Client Portal | No | No | ✓ | ✓ |
| WhatsApp Integration | No | ✓ | No | No |
| Invoice Templates | Professional | Basic | Modern | Creative-focused |
| Inventory Management | Advanced | ✓ | No | No |
| Multi-user Access | ✓ | Limited | ✓ | ✓ |
| Bank Reconciliation | Automated | Manual | Basic | Basic |
| Expense Tracking | Advanced | ✓ | ✓ | ✓ |
| Receipt Scanning | ✓ | ✓ | ✓ | ✓ |
| Payment Gateway Integration | Razorpay, PayU, others | Limited | Major gateways | Standard options |
| Support Quality | Excellent | Good | Good | Good |
| Learning Curve | Very easy | Easy | Very easy | Moderate |
| Scalability | High | Low | Medium | Medium |
| Data Export | Comprehensive | Basic | Good | Good |
| API Access | ✓ | No | Limited | Limited |
Quick Decision Guide
Choose ProfitBooks if: You want something that just works without complexity, need solid inventory management, or plan to scale significantly.
Choose Vyapar if: Budget is your primary concern and you need offline access with WhatsApp integration.
Choose Refrens if: You’re just starting out, need a genuinely free option, or want simple project management features.
Choose Invoice Crowd if: You’re in creative services, need project-based billing, or want client collaboration tools.
You know what’s interesting? After testing all these, I realized the “best” choice often comes down to your specific workflow rather than features on paper. Vyapar’s WhatsApp integration saves more time than you’d think, while ProfitBooks’ automated reconciliation is a game-changer once you experience it.
Sounds familiar, right? We spend so much time comparing features when what really matters is which one you’ll actually use consistently.
The Software That Actually Delivers
1. ProfitBooks – The One I Wish I’d Found Earlier
Official links: Website | Pricing
Product Overview: Built by people who understand that most business owners aren’t accountants—and don’t want to become ones. ProfitBooks strips away the complexity while keeping all the functionality you actually need. It’s like having a smart assistant who handles your books while you focus on growing your business.
Key features:
- One-click professional invoicing with automated payment reminders
- Real-time expense tracking with receipt photo capture
- Multi-warehouse inventory management with low-stock alerts
- 45+ financial reports that make sense to non-accountants
- Multi-user access with role-based permissions
- Complete GST compliance with automated calculations
Pricing: Startup plan is completely free (seriously, no catch). SMB plan at ₹749/month includes everything most consultants need. As of 2025, they’ve held this pricing steady while competitors kept raising rates.
What’s good:
- Genuinely intuitive interface—my team was productive in under an hour
- Support team that actually knows accounting, not just software
- Real-time dashboard gives you the cash flow picture instantly
- Automated backup means you sleep better at night
- Works perfectly offline when your internet decides to take a break
What’s not so good:
- Limited customization options for complex workflows
- Integration list could be broader (though they cover the essentials)
- Advanced reporting features could use more drill-down capabilities
Who should use ProfitBooks: Perfect for freelancers and consultants who want accounting to just work without becoming accounting experts. If you’re spending more time managing your software than your business, this is your answer.
Integrations and ecosystem: Connects seamlessly with major Indian payment gateways (Razorpay, PayU), banking APIs for auto-reconciliation, and essential tools like Slack for notifications.
Support and onboarding: Phone, email, and chat support with actual humans who understand Indian business practices. Their knowledge base is surprisingly comprehensive without being overwhelming.
Security and compliance: Bank-level encryption, automated daily backups, and full GST compliance. Regular updates ensure you’re always aligned with changing regulations.
Expert opinion: “ProfitBooks solved the biggest problem I see with freelancers—they focus on features that actually matter to business owners, not features that look good in demos.” – Priya Sharma, Business Consultant, Mumbai
What makes it different: Unlike bloated enterprise solutions, ProfitBooks started with freelancers and consultants. Every feature feels purpose-built for businesses that need power without complexity.
2. Refrens – The Startup Darling
Official links: Website | Pricing
Product Overview: Built specifically for freelancers and small agencies, Refrens understands the cash flow challenges of starting out. Their free plan isn’t a trial—it’s a genuine offer to help you get started without financial pressure.
Key features:
- Professional proposal and invoice creation
- Client relationship management with follow-up tracking
- Basic project management and time tracking
- Payment gateway integration with quick setup
- Expense tracking with categorization
- GST-compliant invoicing and reporting
Pricing: Free plan covers basic invoicing and client management. Paid plans start at ₹1,600/month for advanced features and unlimited usage.
What’s good:
- Genuinely useful free plan without annoying limitations
- Clean, modern interface that feels intuitive
- Great mobile experience for on-the-go invoicing
- Quick setup—can be productive in 15 minutes
- Good customer support for a startup
What’s not so good:
- Limited advanced accounting features
- Fewer integration options than established players
- Reporting capabilities need improvement
- Some features still in development
Who should use Refrens: Perfect for new freelancers and small agencies who need to start professional operations without upfront software costs. Also good for service-based businesses with simple accounting needs.
Integrations and ecosystem: Growing but limited integration options. Covers essential payment gateways and basic productivity tools.
3. Vyapar – The Value Champion
Official links: Website | Pricing
Product Overview: Designed for the Indian market from day one, Vyapar focuses on delivering essential accounting functionality at prices that make sense for small businesses. No fancy features you don’t need—just solid accounting basics done well.
Key features:
- Bilingual support (Hindi/English) with local language invoicing
- WhatsApp integration for sharing invoices and reports
- Barcode scanning for inventory management
- Multi-business management from single account
- Offline-first design with cloud sync
- Complete GST compliance with easy filing
Pricing: Gold Plan – ₹3999 per year for premium features.
What’s good:
- Incredibly affordable without feeling cheap
- Designed for Indian business practices and languages
- Works well offline—crucial for inconsistent connectivity
- WhatsApp integration actually makes client communication easier
- Simple enough for non-technical users
What’s not so good:
- Limited scalability for growing businesses
- Basic reporting compared to premium alternatives
- Fewer customization options
- Integration ecosystem is narrow
Who should use Vyapar: Price-conscious freelancers and small businesses who need reliable accounting without premium features. Excellent for local service providers and retail businesses.
4. Invoice Crowd – The Creative’s Choice
Official links: Website | Pricing
Product Overview: You know that moment when you realize most accounting software was designed by people who’ve never worked with creative clients? Invoice Crowd gets it. Built specifically for digital agencies, designers, and creative freelancers, it understands that your workflow isn’t just about numbers—it’s about managing creative projects, client relationships, and the unique challenges of billing for creativity.
Key features:
- Project-based invoicing with milestone billing capabilities
- Time tracking integrated with creative project management
- Client portal for design approvals and feedback
- Customizable invoice templates that don’t look corporate
- Expense tracking with receipt capture and categorization
- GST compliance tailored for digital services
Pricing: Plans start at ₹800/month for basic features, with professional plans at ₹2,500/month including advanced project management. As of 2025, they’ve maintained competitive pricing while adding features specifically requested by creative professionals.
What’s good:
- Interface designed for people who think visually—finally!
- Project-based billing that makes sense for creative work
- Client communication tools that don’t feel clinical
- Time tracking that doesn’t interrupt creative flow
- Support team that understands agency workflows
What’s not so good:
- Limited advanced accounting features compared to traditional options
- Smaller user base means fewer integration options
- Reporting capabilities focus more on project metrics than deep financial analysis
- Still growing their feature set for complex business needs
Who should use Invoice Crowd: Perfect for graphic designers, digital agencies, web developers, and creative consultants who need more than basic accounting but don’t want to wrestle with enterprise-level complexity. If you’re billing for creative projects with multiple phases and client feedback cycles, this is worth exploring.
Integrations and ecosystem: Growing integration library with popular design tools, project management platforms, and payment gateways. Not as extensive as established players, but covers the tools creative professionals actually use.
Support and onboarding: Responsive support team with good understanding of creative business models. Their onboarding process includes templates specifically designed for different types of creative services.
Security and compliance: Standard security measures with regular backups. GST compliance features updated for the new simplified structure, though not as robust as traditional accounting-focused platforms.
Expert opinion: “Invoice Crowd solved a real problem for our agency—finally, software that understands that creative work doesn’t fit into traditional accounting boxes.” – Ravi Kumar, Creative Director, Mumbai
What makes it different: Unlike generic business software, Invoice Crowd started with creative professionals. Every feature feels purpose-built for people who manage projects, not just transactions. The trade-off is fewer traditional accounting bells and whistles.
Why This Choice Matters More Than You Think
Choosing accounting software isn’t just about managing numbers—it’s about buying back your time and peace of mind.
I’ve watched brilliant consultants burn out not because their client work was hard, but because they spent weekends wrestling with financial reports that should take minutes, not hours. The wrong software turns every month-end into a stress festival, and tax season into a nightmare you start dreading in October.
The right choice, however, transforms your business operations. You stop being a part-time accountant and become a full-time professional in your actual field. Clients get invoices on time, you understand your cash flow at a glance, and tax filing becomes routine instead of panic-inducing.
Consider this: If better accounting software saves you just 5 hours per month, that’s 60 hours per year. At ₹2,000 per hour (conservative for most consultants), you’ve just justified spending ₹120,000 annually on software. Most of these solutions cost a fraction of that.
The Hidden Gems: What Others Miss
Most software comparison articles miss the details that matter when you’re actually running a business:
Mobile app quality makes or breaks productivity. When you’re commuting between client meetings, you need to send invoices, check payment status, and record expenses without fighting tiny buttons or laggy interfaces.
Support quality varies dramatically. Some companies staff their support with people who’ve never run a business. Others connect you with professionals who understand both the software and your challenges.
Data export capabilities become critical when you want to switch. Many companies make it easy to import your data but difficult to export it. Check this before you commit.
Integration limitations often appear after you’re committed. That perfect workflow you imagined might hit walls when your payment gateway doesn’t talk to your accounting software.
Frequently Asked Questions
Which accounting software is best for Indian freelancers in 2025?
For most freelancers, ProfitBooks offers the best balance of functionality, ease of use, and value. It’s designed specifically for non-accountants but includes all the features Indian businesses need for GST compliance and financial management. Refrens is excellent for startups with tight budgets, while Vyapar works well for price-conscious users who need basic functionality.
Is free accounting software sufficient for small consulting businesses?
Free plans work well for getting started, but you’ll likely outgrow them as your business scales. Refrens offers a genuinely useful free plan for basic invoicing and client management. However, as you add clients, need advanced reporting, or require features like automated payment reminders, paid plans become essential. Budget ₹1,200-2,000/month for professional-grade features.
What’s the difference between cloud-based and desktop accounting software?
Cloud-based software (like ProfitBooks) lets you access your data from anywhere, automatically syncs across devices, and includes regular updates and backups. generally more practical.
How do I ensure GST compliance as a freelancer?
All major Indian accounting software includes GST compliance features, but implementation varies. Look for software that automatically calculates GST rates, generates compliant invoices, tracks input and output tax, and produces GST return reports. ProfitBooks all handle GST compliance well, with Tally being particularly strong for complex scenarios.
Which software offers the best mobile app experience?
Vyapar leads in mobile experience with a 4.4/5 rating and excellent offline functionality. Refrens (4.3/5) excels for invoicing and client communication on mobile. ProfitBooks (4.2/5) offers solid mobile functionality with essential features accessible on-the-go. Most support photo receipt capture and mobile invoice creation.
Can I integrate my accounting software with payment gateways?
Yes, all major options integrate with Indian payment gateways. ProfitBooks connects with Razorpay, PayU, and other major gateways. Refrens provides quick setup with popular payment processors. Integration reduces manual data entry and speeds up payment reconciliation.
How do I migrate data from Excel to accounting software?
Most software provides import tools for Excel data, but preparation is key. Clean your data first—standardize formats, remove duplicates, and organize by categories (customers, suppliers, transactions). ProfitBooks offer guided import processes with data mapping assistance. Start with customer and supplier lists, then import historical transactions if needed for reporting continuity.
How secure is cloud-based accounting data?
Reputable providers use bank-level security with 256-bit encryption, regular backups, and security audits. ProfitBooks offers automated daily backups and data encryption.
What backup and recovery options are available?
Cloud solutions typically provide automated daily backups with point-in-time recovery. ProfitBooks includes automatic backup with easy data export options.Vyapar offers comprehensive backup with granular restore capabilities.
How do I ensure GST compliance as a freelancer?
Here’s something that caught me off guard last month—the new GST 2.0 reforms actually made compliance easier for us, not harder.
With the simplified structure (mainly 5%, 18%, and 40% slabs as of September 22, 2025), most freelancers and consultants work under 18% GST using SAC codes like 9983 (Other professional services) or 998312 (Business consulting). Your software needs to handle these correctly.
Look, I’ve been through GST headaches before. You need software that automatically assigns the right SAC codes, calculates the current 18% rate for professional services, and generates compliant invoices without you having to think about it. ProfitBooks handles this seamlessly—I haven’t had a GST notice since switching. Zoho Books and Tally Prime are solid too, though Tally sometimes feels like overkill for simple consulting work.
The key thing? Make sure your software stays updated with the new simplified slab structure. Most good ones push updates automatically, but it’s worth double-checking.
My Bottom Line Recommendation
Let me be frank about something that took me way too long to figure out.
I spent three years switching between different accounting solutions, chasing features that looked impressive in demos but fell apart when I actually needed them. You know that feeling when you’re explaining to a client why their invoice is late because your software decided to have a meltdown? I’ve been there. Multiple times. It’s embarrassing, and honestly, it made me question if I was cut out for this whole consulting thing.
But here’s what I learned from those painful experiences, and what I wish someone had told me when I was drowning in Excel sheets and sticky note reminders:
If you’re just starting out: Look, I get it. Every rupee matters when you’re building your practice. Start with Refrens free plan because—and this surprised me—it actually works. I tested it thinking it would be another “free” trap, but you can genuinely send professional invoices and manage basic client relationships without feeling like you’re using a toy. When your revenue hits ₹10-15 lakhs annually, then think about upgrading.
If you want something that just works: Go with ProfitBooks. I know, I know—I’m biased because I co-founded it. But here’s the thing: I built it because I was frustrated with everything else on the market. The free startup plan lets you test everything without pressure, and the SMB plan at ₹1,600/month handles the new GST 2.0 structure flawlessly. It’s what I use for my own consulting work, and what I recommend to clients who want accounting to be invisible—in a good way.
Haven’t we all been there, spending weekends fighting with software instead of working on our actual business? That’s exactly why I’m sharing this.
If budget is killing you: Vyapar, it won’t leave you hanging when you need a quick invoice sent from your phone. The WhatsApp integration actually makes client communication easier, though the reporting features will make you wish for something more robust as you grow.
IIf you’re a creative professional or run a digital agency:Invoice Crowd understands that creative work doesn’t fit traditional accounting boxes. Their project-based billing and client collaboration features actually make sense for designers and agencies who need more than basic invoicing.
You might be wondering why I’m not pushing ProfitBooks harder, given my involvement. Truth is, the “best” software is the one you’ll actually use consistently. I’ve seen brilliant consultants stuck with terrible tools because switching felt overwhelming, and I’ve seen others thrive with basic setups because they committed to using them properly.
The new GST 2.0 reforms actually make this choice easier. With the simplified slab structure (5%, 18%, 40% instead of the previous five slabs), most of these tools handle compliance automatically. Your 18% professional services rate hasn’t changed, but the reduced complexity means fewer errors and less time spent on tax-related confusion.
Ready to Stop Wrestling with Your Books?
Let’s be honest about something: you didn’t become a freelancer or consultant to become a part-time accountant.
I remember the exact moment I realized I was spending more time managing my books than actually doing the work I loved. It was a Tuesday evening, 8:30 PM, and I was still trying to reconcile payments from two months earlier while my family had dinner without me. Again.
That’s when it hit me—the right tools don’t just organize your finances, they give you your life back.
Look, you’re already dealing with client deadlines, scope creep, and the mental load of running your own business. Your accounting software shouldn’t be another source of stress. It should be the quiet, reliable foundation that handles the financial complexity so you can focus on what you do best.
With the GST 2.0 reforms now in effect, this is actually a perfect time to make the switch. The simplified tax structure means less confusion, fewer errors, and more confidence in your compliance. Whether you choose ProfitBooks, Refrens, or any other option we’ve discussed, the important thing is choosing something and committing to using it consistently.
Want to see the difference yourself? Start with ProfitBooks for free – no credit card, no pressure, no commitment beyond seeing if it fits your workflow. Join the 100,000+ businesses that stopped wrestling with their books and got back to doing what they love.
Your future self—the one who’s not stressed about month-end, who sends invoices without panic, who actually understands their cash flow—will thank you for making this choice today instead of putting it off another quarter.
Because here’s what I know for sure after years of helping businesses find the right tools: the cost of good software is nothing compared to the cost of staying stuck with bad systems.
This comparison was last updated in 2025 with current pricing and features. Software capabilities and pricing change frequently—verify current details on vendor websites before making final decisions.
