FreeAgent AI features, pricing and GDPR (October 2026)

FreeAgent is cloud accounting software for UK small businesses, sole traders, landlords and their accountants. It covers bookkeeping, invoicing, payroll and UK tax filing, with AI receipt capture and machine learning that suggests categories for bank transactions.

FreeAgent was founded in 2007 in Edinburgh and has belonged to NatWest Group since 2018. The software combines Open Banking bank feeds, invoicing, expenses, payroll with Real Time Information filing to HMRC, a 90-day cashflow forecast, projects and Making Tax Digital submissions. Accountants and bookkeepers manage clients through a Practice Dashboard. The company reports more than 250,000 small business customers and over 200 employees. There is no general free plan: customers with a NatWest, Royal Bank of Scotland or Ulster Bank business current account, or with a Mettle account used at least once a month, pay nothing for the core subscription.

• Reads receipts and billsSmart Capture takes photos from the mobile app or uploaded PDFs and images, individually or in bulk, and extracts the key data. Owners and bookkeepers no longer type in receipt details. Ten captures a month are included, and the Smart Capture Unlimited add-on covers higher volumes.
• Matches documents to bank linesAfter extraction, FreeAgent applies AI-based categorization and matches the bill or receipt to the relevant bank transaction. The user only approves the result, which saves the manual search for the right bank line and keeps recurring purchases booked the same way.
• Categorizes bank transactionsMachine learning categorizes transactions from the bank feed and learns from the user's earlier choices. New transactions are also explained based on previous descriptions, so repeat payments such as a monthly subscription need only a quick check.

• No general free plan: the core subscription is free only with a NatWest, Royal Bank of Scotland or Ulster Bank business current account or an active Mettle account, since FreeAgent belongs to NatWest Group.
• Built around UK tax filing, including Making Tax Digital for VAT and Income Tax and payroll reporting to HMRC.
• Ten AI receipt captures per month are included; unlimited extraction costs £5 per month as an add-on.

FreeAgent is based in Edinburgh and has been part of NatWest Group since 2018. Business customers with a NatWest, Royal Bank of Scotland, Ulster Bank or Mettle account can use it free, and it is built around UK tax duties such as Making Tax Digital.

FreeAgent is designed for UK tax rules and UK banks, so check that your business files with HMRC and whether your bank account qualifies for free use. Customer data is held in data centers in Ireland, and a subprocessor list is public. The data processing addendum, version 1.0 from June 2026, is published and forms part of the terms. Single sign-on works through a NatWest group bank login or a Google account. Plan for Smart Capture Unlimited above ten receipts a month.

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