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Quarterly Taxes with FreshBooks

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Quarterly Taxes with FreshBooks: A Comprehensive Guide


Running a business or working as a freelancer involves numerous responsibilities, one of which is managing tax obligations effectively. For many self-employed individuals, freelancers and small business owners, paying estimated taxes quarterly is an essential part of this responsibility. Freshbooks, a leading accounting software, offers robust tools to simplify this process. This article will provide an in-depth look at Freshbooks quarterly taxes, detailing the regulatory requirements, who is obligated to pay these taxes and the step-by-step process of making these payments.

The United States tax system operates on a “pay-as-you-go” basis, meaning taxes must be paid as income is earned or received throughout the year. This is typically managed through withholding from paychecks or by making estimated tax payments on a quarterly basis. Quarterly tax payments help ensure that individuals and businesses do not face a large tax bill at the end of the year and help the IRS manage the collection of taxes more efficiently.

The complexity of calculating and paying these taxes can be a significant burden, especially for those who are not well-versed in tax regulations. This is where Freshbooks comes into play, providing a user-friendly platform to track income, estimate tax liabilities and ensure timely payments. By leveraging Freshbooks, taxpayers can streamline their financial management and reduce the risk of errors or missed payments.


Freshbooks quarterly taxes refer to the estimated tax payments that self-employed individuals, freelancers and small business owners must make throughout the year. These payments cover income tax, self-employment tax and other applicable taxes. The U.S. tax system operates on a pay-as-you-go basis, which means taxes must be paid as income is earned or received during the year. This can be done through withholding from paychecks or making estimated tax payments.

Regulatory Framework

Quarterly estimated tax payments are mandated by the Internal Revenue Service (IRS) under several sections of the Internal Revenue Code (IRC). The primary regulation governing these payments is found in IRC Section 6654, which outlines the requirements for individuals, including sole proprietors, partners and S corporation shareholders, to make these payments if they expect to owe $1,000 or more when filing their tax return.

Additionally, specific guidelines for computing and paying estimated taxes are provided in IRS Publication 505 and Form 1040-ES. These documents offer detailed instructions and worksheets to help taxpayers accurately calculate their quarterly tax obligations.


Individuals and businesses that receive income not subject to withholding are typically required to make quarterly estimated tax payments. This includes:

  • Self-employed individuals and freelancers
  • Small business owners
  • Partners in partnerships
  • S corporation shareholders
  • Individuals with significant investment income, including interest, dividends, and capital gains
  • Participants in the gig economy
  • Recipients of alimony, rental income, or prize winnings

Failure to make these payments or underpayment, can result in penalties, even if the taxpayer is due a refund when filing their annual return​​.

Process Steps for Paying Quarterly Taxes

  1. Estimation of the Tax Liability:
    • Form 1040-ES must be used to estimate the total tax liability for the year. This includes income tax, self-employment tax and any other applicable taxes.
  2. Dividing the Estimated Tax:
    • The estimated annual tax liability should be divided by four to determine the amount to be paid each quarter.
  3. Quarterly Payments:
    • Payments are due on April 15, June 15, September 15 and January 15 of the following year. These dates may vary slightly if they fall on a weekend or holiday.
  4. Recording and Tracking Payments:
    • Freshbooks or similar accounting software must be used to record and track each payment. This ensures that all payments are documented and can be referenced when filing the annual tax return.
  5. Adjusting Payments if Necessary:
    • If the income fluctuates during the year, the estimated payments should be adjusted accordingly. This can help avoid underpayment penalties or overpayment​.

Using FreshBooks to manage and pay quarterly taxes can streamline the process and help ensure accuracy and timeliness. Here’s a detailed step-by-step guide on how to use FreshBooks for quarterly tax payments:

1. Set Up Your FreshBooks Account

  • Create an Account: Sign up for FreshBooks and set up your business profile by providing essential details such as business name, contact information, and financial settings.
  • Connect Bank Accounts: Link your bank accounts and payment gateways to FreshBooks for seamless transaction tracking.

2. Track Your Income and Expenses

  • Record Transactions: Enter all income and expenses into FreshBooks. This can be done manually or by syncing your bank accounts for automatic import of transactions.
  • Categorize Expenses: Ensure that all expenses are accurately categorized to get a clear picture of deductible business expenses, which will reduce your taxable income.

3. Generate Financial Reports

  • Profit and Loss Statement: Generate a Profit and Loss Statement (also known as an income statement) to summarize your revenue, costs and expenses. This report will provide a snapshot of your net profit or loss, which is crucial for estimating tax liability.
  • Tax Summary Report: Use the Tax Summary Report in FreshBooks to get a detailed breakdown of taxable income and expenses. This report helps in identifying the total tax due.

4. Estimate Your Quarterly Tax Liability

  • Use Form 1040-ES: Refer to the IRS Form 1040-ES to calculate your estimated tax payments. FreshBooks’ reports can provide the necessary income and expense data to complete this form accurately.
  • Divide Tax Payments: Divide the total estimated tax liability by four to determine the amount to be paid each quarter.

5. Schedule and Make Payments

  • Payment Schedule: Note the due dates for quarterly payments, which are typically April 15, June 15, September 15 and January 15 of the following year.
  • Payment Methods: Use the Electronic Federal Tax Payment System (EFTPS), direct pay through the IRS website or other approved methods to make your tax payments. FreshBooks can help keep track of these payments in your financial records.

6. Record Payments in FreshBooks

  • Log Payments: After making a payment, log the transaction in FreshBooks. This helps in maintaining accurate records and makes it easier to reconcile your accounts at the end of the year.
  • Attach Receipts: Attach any payment receipts or confirmations to the corresponding transaction in FreshBooks for future reference.

7. Adjust for Income Changes

  • Review Quarterly: At the end of each quarter, review your income and expenses to see if your financial situation has changed significantly.
  • Adjust Payments: If there are substantial changes in income or expenses, adjust your estimated tax payments accordingly to avoid underpayment penalties or overpayment.

8. Consult with a CPA

  • Professional Advice: For more accurate tax planning and to handle any complexities, consult with a CPA. Dimov Tax & CPA Services can provide expert guidance tailored to your specific financial situation and ensure compliance with tax laws.

Key Takeaways

  • Quarterly tax payments are required for those with income not subject to withholding.
  • The IRS mandates these payments under IRC Section 6654.
  • Estimated taxes cover income tax, self-employment tax and other taxes.
  • Payments are due quarterly: April 15, June 15, September 15, and January 15.
  • Using tools like Freshbooks can streamline the process of calculating and making these payments. Additionally, it is important to note that there are special rules for farmers, fishermen and certain higher income taxpayers, who might have different requirements for estimated tax payments.

Services Offered by Dimov Tax & CPA Services

Dimov Tax & CPA Services offers a comprehensive range of services to assist clients with their quarterly tax obligations, including:

  • Tax Planning and Advisory: Providing personalized tax planning to ensure compliance and optimize tax liability.
  • Quarterly Tax Calculations: Accurate computation of estimated taxes based on current income and tax laws.
  • Filing and Payment Assistance: Guidance on filing Form 1040-ES and making timely quarterly payments.
  • Tax Record Management: Organizing and maintaining tax records to facilitate easy retrieval and review during annual filings.
  • Audit Support: Offering support and representation in case of IRS audits or queries related to estimated tax payments.


Managing quarterly tax payments is crucial for self-employed individuals, freelancers and small business owners to remain compliant with IRS regulations and avoid penalties. Freshbooks provides an efficient tool to help track and manage these payments. However, professional assistance from Dimov Tax & CPA Services can further simplify the process, ensuring accuracy and peace of mind. By leveraging expert guidance, taxpayers can focus on their business while ensuring their tax obligations are met.

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