FreeAgent

Author: m | 2025-04-24

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This article explains the three methods you can use to log in to your FreeAgent account.If you're unable to log in to your FreeAgent account, please see our troubleshooting steps for problems logging into FreeAgent.There are multiple ways to log in to your FreeAgent account. You can either log in via:The FreeAgent login pageYour FreeAgent URLYour Google accountThe FreeAgent login pageVisit the FreeAgent login page and enter the email address and password associated with your FreeAgent account in the relevant fields.If you use 2-Step Verification, you'll need to enter a code from your authenticator app each time you wish to access the account, even if that device is known.Logging in when you have multiple FreeAgent accountsIf you have multiple FreeAgent accounts registered with the same email address and password, you will follow the same steps as above and will then be prompted to select the account you wish to access.If you have multiple FreeAgent accounts which use a different email address and/or password, using your specific FreeAgent URL for the relevant account will help you log in successfully. You can bookmark the specific login page for each account so that you can log in to the appropriate accounts easily.Your FreeAgent URL You can also log in to your FreeAgent account via a unique URL that includes your FreeAgent ‘subdomain’, which is normally the name of your business. The URL will follow the structure [your subdomain].freeagent.com. Find out how to find your FreeAgent subdomain.Your FreeAgent URL will take you to the login page, where you’ll be asked to enter the email address and password associated with your FreeAgent account in the relevant fields.Your Google accountIf you signed up for FreeAgent using Gmail or Google Mail, you’ll have the option to log in to a single account using your Google account details. Select ‘Sign in with Google’.Follow the remaining steps as prompted to log in.Temporarily disabled loginTo help protect your FreeAgent account, FreeAgent will temporarily disable your ability to log in if your password is entered incorrectly 15 times in a row. If your login attempts are temporarily disabled, you will be unable to log in for a maximum of 30 minutes. After 30 minutes you will be able to attempt to log in again. If you're unable to log in to your FreeAgent account, please see our troubleshooting steps for problems logging into FreeAgent.If you have forgotten your FreeAgent account password you can reset or update it. The FreeAgent integration allows you to keep your customers in sync and gives you an instant overview of what invoices you have for a contact without ever leaving their contact record in Capsule. It also makes it super simple to add new contacts from Capsule to FreeAgent when you want to start invoicing them.What does the FreeAgent integration do?Integrating Capsule with FreeAgent will automatically add all your FreeAgent contacts into your Capsule account.All invoice information in FreeAgent is summarized in Capsule including;Payment due dates,Whether an invoice has been paidOverdue amounts and quotes on the linked contact record in Capsule.Once the integration is setup and working, Capsule will keep updating FreeAgent with any changes you make to your contact records, so you should always treat Capsule as your source of truth, e.g. if you update an address in Capsule, the corresponding contact in FreeAgent will be automatically updated as well.Lastly, new Capsule contacts can also be easily added to FreeAgent when you are ready to raise an invoice.How to set up the FreeAgent integrationIf you don’t already have a FreeAgent account then sign up for one now at freeagent.com.In Capsule, go to Account SettingsIntegrationsFreeAgent and click the button to Configure FreeAgent.Choose the option to Enable Integration. You will be asked how you would like to handle supplier information. If you use teams in Capsule to control access to contact information, you can select a default team that all FreeAgent contacts are added to.Click Connect to FreeAgent to give Capsule access to

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Your FreeAgent account. The integration is now up and running.An initial sync takes place from FreeAgent to Capsule, linking up existing Capsule contacts with their corresponding FreeAgent contacts as well as adding any contacts not already existing in Capsule; as explained here.If you are on a plan with access control features - You can set a default team that all FreeAgent contacts are added to during the setup of the integration. To change the default team you will need to disable and re-enable the Freeagent integration. Contacts can be moved into a different team by users with access to the default team. You can learn more on how to assign contacts to teams here.Managing FreeAgent suppliers and supplier invoicesSupplier information stored in FreeAgent may be sensitive, e.g. directors and staff payments or other suppliers not known to your team(s). During setup you decide whether your supplier payment information is to be shared in Capsule. In Account SettingsIntegrationsFreeAgentSelect Do Not import suppliers from FreeAgent into Capsule if no supplier information is to be shared.Select Import supplier from FreeAgent into Capsule if you are happy for the information to be shared.If you select Import suppliers from FreeAgent into Capsule a checkbox will be displayed allowing you to select whether you would like vendors' invoices to be included.What happens during the FreeAgent sync?There are regular 2 hour syncs between FreeAgent and Capsule. Where there's a new FreeAgent contact, this contact will be uploaded into Capsule. At this point:If the contact doesn’t already exist. This manual is also suitable for: Freeagent desk 2tb, Freeagent desk 640gb, Freeagent desk 1tb, Freeagent go 120gb, Freeagent go 320gb, Freeagent go 750gb, Freeagent go 880gb

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A contact has to happen in both FreeAgent and Capsule, in that order. Deleting a contact in Capsule first, without deleting the contact in FreeAgent will mean that the contact will be added to Capsule again the next time the sync takes place. Because of this it is important to delete the contact in FreeAgent and then delete it in Capsule.Using FreeAgent as a B2B vs B2C BusinessWhen dealing with people for the FreeAgent integration we split contacts into B2C contacts (people not associated with an organization) and B2B contacts (people associated with an organization).When exporting a B2C contact to FreeAgent, the Person's details are exported to the accounting system. We are expecting invoices will be issued to this person. When exporting a B2B contact we export only the organization's details. We do this because in a B2B relationship invoices are almost always issued to an organization rather than a person.When you use the option to Export to FreeAgent from a Person's contact record, the first and last name for the Person is used in the 'Contact Person' field in FreeAgent and all other details added to FreeAgent will be from the Organization.How to disable the FreeAgent IntegrationTo disconnect the FreeAgent integration:In Capsule, go to Account SettingsIntegrationsFreeAgent and click the button to Configure FreeAgent.Click Disable Integration and confirm.Once the integration has been disabled, any invoice history and links to FreeAgent will stop being displayed but Contacts created by the integration will remain in Capsule. What is FreeAgent? FreeAgent is online accounting software designed to help small business owners and landlords manage their financial admin. Is FreeAgent owned by the NatWest Group? Yes, the NatWest Group - formerly known as the Royal Bank of Scotland Group - acquired FreeAgent in 2018. What is accounting software? Business owners and accounting professionals use accounting software to process financial transactions, store financial data and automate certain bookkeeping and accounting tasks. Most modern accounting software, including FreeAgent, is cloud-based, which means that users access the data from devices connected to the internet. How much does FreeAgent cost? The cost of a FreeAgent subscription depends on a few factors, including your business type and whether you pay for FreeAgent monthly or annually. Check out the full details of our pricing plans here. Is FreeAgent free? FreeAgent is free with a NatWest, Royal Bank of Scotland or Ulster Bank business current account for as long as you retain your bank account. Find out more and get started here. Mettle account holders get FreeAgent for free, as long as they make at least one transaction per month to or from their Mettle account. Once you’ve set up your free account, you may choose to add one or more optional add-ons, depending on your business’s specific needs. These offer enhanced functionality and may be chargeable. What's the difference between each of FreeAgent’s account types? FreeAgent has a few different account types, designed to suit the needs of various kinds of small businesses. There

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In Capsule, a new contact will be createdThose that can be matched by name will be automatically linked.If you have a contact in Capsule not displaying any FreeAgent information, and you want this contact in FreeAgent, simply click on 'Export to FreeAgent. This saves having to manually add this contact to FreeAgent for invoicing.Where an individual is linked to an organization in Capsule, it is expected you are wanting to invoice the organization not the individual. Capsule exports the organization, and the person record you are exporting from will be treated as the ‘Contact Person’ field in FreeAgent. The following fields are populated in FreeAgent from Capsule:Name of organizationContact Person (where export is from the person record in Capsule)First Email addressFirst Phone numberMobile PhoneFirst AddressThe integration will overwrite addresses in FreeAgent with that in Capsule. If the address in FreeAgent is correct and the address in Capsule is incorrect, it's important the address in Capsule in updated before enabling the sync to avoid losing the correct information.Deleting and managing duplicates with FreeAgentDuplicates may occur because of the integration. If there is a slight difference in spelling of a contact between Capsule and FreeAgent, the sync with treat the customer in FreeAgent as new and create a duplicate contact in Capsule. If duplicates are accidentally created, you can merge them following the steps here. These need to be merged with the exact same name as what is stored in FreeAgent, or FreeAgent will continue to send the ‘new’ contact to Capsule.Deleting

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Are dedicated account types for UK businesses that are structured as sole traders, partnerships, limited liability partnerships (LLPs), limited companies and unincorporated landlords. Limited company FreeAgent accounts contain additional functionality for Corporation Tax computations and End of Year accounts filing. The US account type is for USA-based businesses. The Universal account type is primarily for businesses based in locations other than the UK or the USA. Please be aware that it doesn’t include features such as VAT, payroll, Self Assessment and Corporation Tax computations. Does FreeAgent support HMRC's Making Tax Digital initiative? Yes, FreeAgent supports Making Tax Digital for VAT and it's on HMRC’s list of compatible software for MTD for Income Tax for businesses. This means that you'll be able to use FreeAgent to follow the rules of MTD for Income Tax and make the required tax submissions to HMRC before the legislation comes into effect. Learn more about how FreeAgent supports Making Tax Digital. How do I sign up for FreeAgent? You can begin your 30-day free trial and sign up to FreeAgent here. If you have a business current account with NatWest, Royal Bank of Scotland or Ulster Bank, you can get FreeAgent for free, for as long as you retain your bank account. Find out more here. Mettle account holders get FreeAgent for free, as long as they make at least one transaction per month to or from their Mettle account. Optional add-ons may be chargeable for all accounts. How do I get started with FreeAgent. This manual is also suitable for: Freeagent desk 2tb, Freeagent desk 640gb, Freeagent desk 1tb, Freeagent go 120gb, Freeagent go 320gb, Freeagent go 750gb, Freeagent go 880gb

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This article explains how to remove bank transaction explanations from guessed transactions using the FreeAgent mobile app if you have Guess enabled.Guess is a FreeAgent feature that attempts to explain your imported bank feed transactions.If you have Guess enabled on your bank account, all guessed transactions will be marked 'For approval' in their own dedicated tab in the FreeAgent mobile app. Guessed transactions are displayed in orange.Although these transactions behave like explained transactions, FreeAgent flags them for approval to allow you to identify and check that the explanations are correct.We strongly recommend that you review and approve each explanation to ensure that it’s correct and improve the chances that Guess will explain future imported transactions accurately.For information on managing the Guess feature on the desktop version of FreeAgent, please see this article.Please note that any changes you make using the FreeAgent mobile app will be reflected in the desktop version of FreeAgent. You will need a user access level of 6 or above in order to use this functionality.Before you get startedBefore you can remove any bank transaction explanations using the FreeAgent mobile app, you will need to have enabled a bank feed in your FreeAgent account.Navigating to transactions marked for approvalTap the three-lined 'hamburger' icon at the top-left of the FreeAgent mobile app and select 'Banking'.Next, choose the relevant bank account from the list.Bank transactions that are marked for approval are displayed in orange and can be viewed by tapping the ‘For approval’ tab. The number below the ‘For approval’ tab shows the total number of bank transactions that are marked for approval in that bank account.You can either remove a single bank transaction explanation or remove multiple bank transaction explanations in bulk.Removing a single bank transaction explanationSelect a bank transaction from the ‘For approval’ tab.Select ‘Remove’ in the