Simplify Your FreshBooks Workflows
Connect FreshBooks with your business systems for automated invoicing, expense tracking, and client management. Perfect for service businesses and freelancers.
Why Integrate FreshBooks with Your Business Systems?
Automated Invoicing
Generate and send invoices automatically based on time tracked or project milestones.
Expense Automation
Capture and categorize expenses automatically from connected systems.
Client Communication
Automate client updates, reminders, and follow-ups.
Popular FreshBooks Integration Solutions
Connect FreshBooks with your entire business ecosystem
FreshBooks + CRM
Sync clients and project data with your sales system
- Client sync
- Project tracking
- Revenue visibility
FreshBooks + Time Tracking
Automatic time-to-invoice workflows
- Time capture
- Auto billing
- Project profitability
FreshBooks + Payments
Connect payment processors for automatic reconciliation
- Payment tracking
- Auto reminders
- Cash flow visibility
Systems We Connect with FreshBooks
Plus 100+ more systems - if you use it, we can integrate it with FreshBooks
How FreshBooks Integration Works
Connect Your Systems
We securely connect FreshBooks with your other business applications using official APIs and best practices.
Map Your Data
Configure how data flows between systems - which fields map where, what triggers sync, and business rules.
Automate Forever
Once configured, data flows automatically 24/7. Monitor with dashboards and alerts for complete peace of mind.
Data Flow Architecture
Here's how data flows between FreshBooks and your connected systems:
┌─────────────────┐ ┌──────────────────┐ ┌─────────────────┐
│ Source System │ │ Integration │ │ FreshBooks │
│ (CRM/Time/Proj) │────▶│ Engine │────▶│ Accounting │
└─────────────────┘ └──────────────────┘ └─────────────────┘
│ │ │
│ ▼ │
│ ┌──────────────────┐ │
│ │ Data Process │ │
│ │ • Client match │ │
│ │ • Time → Lines │ │
│ │ • Tax handling │ │
│ └──────────────────┘ │
│ │ │
▼ ▼ ▼
┌─────────┐ ┌─────────────┐ ┌──────────┐
│ Webhook │ │ Invoice │ │ Payment │
│ Events │ │ Creation │ │ Sync │
└─────────┘ └─────────────┘ └──────────┘
Example: Project Milestone → FreshBooks Invoice
══════════════════════════════════════════════════════
1. Project management tool marks milestone complete
2. Integration receives webhook notification
3. Fetches project details and billable time entries
4. Looks up client in FreshBooks (by email)
5. Creates invoice with:
- Project milestone as line item description
- Unbilled time entries as additional lines
- GST calculated per Australian requirements
6. Invoice sent to client automatically
7. Project system updated with invoice referenceCommon Field Mappings
| Source Field | Target Field | Notes |
|---|---|---|
| client.email | clients.email | Primary client matching field |
| client.company | clients.organization | Business name |
| project.name | invoices.notes | Project reference on invoice |
| time_entry.duration | invoices.lines[].qty | Hours (in seconds / 3600) |
| time_entry.description | invoices.lines[].description | Service description |
| rate | invoices.lines[].unit_cost.amount | Hourly rate |
| tax_rate | invoices.lines[].taxName1 | Tax name (GST) |
| order_id | invoices.invoice_number | Custom invoice numbering |
Example API Response
Sample data structure when syncing from FreshBooks:
// FreshBooks Invoice Creation (POST /accounting/account/{id}/invoices/invoices)
{
"invoice": {
"customerid": 12345,
"create_date": "2024-11-15",
"due_offset_days": 30,
"currency_code": "AUD",
"language": "en",
"notes": "Project: Website Redesign - Phase 2",
"lines": [
{
"type": 0,
"description": "Design and Development Services",
"qty": 40,
"unit_cost": {
"amount": "150.00",
"code": "AUD"
},
"taxName1": "GST",
"taxAmount1": 10
},
{
"type": 0,
"description": "Project Management",
"qty": 8,
"unit_cost": {
"amount": "120.00",
"code": "AUD"
},
"taxName1": "GST",
"taxAmount1": 10
}
]
}
}
// FreshBooks Invoice Response
{
"response": {
"result": {
"invoice": {
"id": 98765,
"invoice_number": "0042",
"status": 2,
"amount": {
"amount": "5808.00",
"code": "AUD"
},
"outstanding": {
"amount": "5808.00",
"code": "AUD"
}
}
}
}
}AI & Custom Integration Examples
Beyond system-to-system connections, we build custom AI solutions and interfaces powered by FreshBooks data.
AI Time Entry Assistant
Team members describe their work in natural language, AI categorizes and logs time entries in FreshBooks. "Spent 2 hours on client call and proposal review for Acme project" → AI creates properly formatted time entries assigned to correct project and client. Reduces time tracking friction.
Smart Invoice Generation
AI reviews unbilled time, project progress, and contract terms to suggest when and what to invoice. "You have $12,500 in unbilled time for Smith Corp - their contract allows monthly invoicing and it's month-end." Ensures nothing billable falls through cracks.
Expense Categorization Bot
AI processes receipts and bank transactions, automatically categorizing expenses in FreshBooks. Learns from your correction patterns to improve accuracy. Can attach to projects for job costing and flag unusual expenses for review.
Client Communication Assistant
AI helps manage client relationships by tracking FreshBooks data. Alerts when invoices are overdue, suggests follow-up timing, and can draft personalized reminder messages. Keeps client relationships healthy while ensuring payment.
Proposal to Invoice Automation
When FreshBooks proposals are accepted, AI creates project structure, schedules milestone invoices, and sets up time tracking categories. Ensures consistent project setup and billing workflow from day one.
Financial Health Dashboard
AI-powered dashboard combining FreshBooks data with business metrics. Track utilization rates, project profitability, and cash flow trends. Natural language summaries: "Revenue is up 20% but unbilled time is also increasing - consider invoicing more frequently."
Integration Prerequisites
Before starting your FreshBooks integration, ensure you have:
- FreshBooks account (Plus plan or higher recommended for full API access)
- OAuth 2.0 application created in FreshBooks Developer Portal
- Client ID and Client Secret for authentication
- Redirect URI configured for OAuth flow
- Account ID from FreshBooks (visible in URL when logged in)
- For webhooks: Webhook subscriptions configured in FreshBooks
- Understanding of FreshBooks' client/project structure
- Tax settings configured in FreshBooks for Australian GST
Common Issues & Solutions
OAuth token refresh failing
Client not found when creating invoice
Invoice lines not calculating tax correctly
Time entries not appearing on invoices
Webhook events not being received
API returns "Unauthorized" despite valid token
Frequently Asked Questions
Is FreshBooks good for Australian businesses?
Can FreshBooks integrate with Australian banks?
How does FreshBooks time tracking work with integrations?
What's the difference between FreshBooks and Xero for integrations?
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