FreshBooks

Invoiced integrates with FreshBooks out of the box to extend the billing capabilities of FreshBooks This document describes how to set up the integration and how it works in detail.

The FreshBooks integration ships with the following capabilities:

Once the FreshBooks integration is enabled it will sync data automatically per the data flows that you have enabled.

Writing data from Invoiced to FreshBooks will sync instantly.

Reading data from FreshBooks to Invoiced, such as when a new invoice is available, will sync once per hour. You can see when the last sync happened on the Accounting Sync page. If you wish to run a one-off sync you can click the Sync Now button.

The initial data sync feature allows you to sync data from your accounting system that was created before the integration was installed. You can run the initial data sync after you first install the integration to pick up previous transactions. The initial data sync is optional and is only performed if initiated by you.

The initial data sync can be started by going to the Accounting Sync page and clicking the Initial Data Sync button. Then you can select the type of data you want to sync and the date range for any transactions that will be synced.

You can only select a date range of at most 1 year. However, you can run multiple initial data syncs if you want to get transactions from a greater time period. Syncing more than 1,000 records at a time might not complete. If you need to sync a large volume of data, see Importing Data for instructions on how to import data through a spreadsheet.

And here's a pro tip: if you're fetching invoices or credit notes from the past, don't forget to grab the payments, too. This way, you'll ensure your financial history is complete, with every balance perfectly in place.

Once the initial data sync is complete and you are satisfied with the results, we do not recommend using it again. The ongoing sync of the integration will keep your data up to date automatically.

On the Accounting Sync page you will see a Reconciliation Errors table which contains any sync errors that the integration encountered. Each error listed belongs to individual record that could not be synced. The error message is listed next to each failed record. When a record fails to sync it will not be re-attempted unless there is a new operation (i.e. updating the record) that triggers a new sync. You can retry syncing any failed record by clicking the Retry button or you can ignore the error by clicking the Ignore button. Errors will not go away until they are successful or ignored.

You can map the accounts in which payments are deposited into. You can create rules to choose the deposit account for each payment method and currency combination. The deposit account can be any general ledger account.

Here we have documented all of the limitations, nuances, and edge cases to be aware of when using the FreshBooks integration.

When a sync fails you will be able to see the error message in the Recent Syncs section in Apps → FreshBooks → Accounting Sync. Normally the error message will include the invoice # that failed and a detailed reason why it could not be synced. Oftentimes there is a manual action required on your end.