FreshBooks vs QuickBooks Online: the Canadian view
Both are good. They're built for different businesses. Here's how to tell which one is yours, with Canadian prices checked Nov 2, 2026.
Heads-upRun by the same person behind Trim & Tally, a bookkeeping service; we may earn commissions from some links. Commissions never decide what we recommend. How we make money.
Step 1: what you may already have
| Your accounting app | Receipt capture included? | Notes |
|---|---|---|
| QuickBooks Online | Yes, all plans | Snap or email receipts; QuickBooks matches them to expenses |
| FreshBooks | Plus and up (receipt scanning); Premium adds bill capture | Not on Lite |
| Xero | Hubdoc included when connected | Covers bills and receipts |
| Wave | Pro (C$25/mo) includes receipt capture | Not on free Starter |
If you're under about 50 receipts a month, the built-in option is usually enough. We haven't used any of these receipt tools hands-on; this section is researched from the vendors' pages.
Step 2: when to add a dedicated app
- Hubdoc, US$12/month standalone, syncs to QuickBooks Online too. Good for fetching recurring bills and keeping one inbox for documents.
- Dext, C$31.50/month billed annually for 250 documents. Worth it when supplier invoices have many lines, several people submit receipts, or you want supplier statements checked.
Full head-to-head: Dext vs Hubdoc.
The CRA rules people get wrong
- Keep records six years. Business records and supporting documents generally have to be kept for six years from the end of the last tax year they relate to.
- A photo isn't automatically a replacement for the paper. The CRA accepts imaged records in place of paper only when your imaging process meets its requirements (documented procedure, legible images, audit trail, reproducible). Read the CRA page before shredding.
- GST/HST input tax credits need the right details on the receipt. Above $100 the supplier's GST/HST number must appear, and above $500 more detail is required. A blurry photo that cuts off the GST number can cost you the credit.
Practical setup for a crew or a kitchen
- One email address for bills (e.g. [email protected]) forwarded to your capture tool.
- Foremen or managers snap receipts the same day, with the job or department in the note.
- Your bookkeeper reviews and publishes weekly, not at year-end.
Sources (checked Nov 2, 2026)
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