CRM Connector Platform
The integration hub for FreshBooks. Keep invoicing in FreshBooks and let the rest of the business follow: clients stay the same as in your CRM, field service app and payment provider, invoices and estimates stay in step with QuickBooks Online, Xero and HubSpot, and a deal won in your CRM is waiting as a draft invoice, so nobody retypes a sale.
Pairs with 12 systems
What syncs
FreshBooks clients, both ways with QuickBooks Online, Xero, HubSpot, Pipedrive, ServiceM8 and more. First name, last name, organization, email, phone and the primary address follow every change, and a company, phone or address part emptied on one side is emptied on the other.
Both ways with QuickBooks Online, Xero, HubSpot and Zoho Books, and one way into FreshBooks from Stripe, Square and HighLevel. Created with the client, lines and total; after that the dates and the status follow: sent is marked sent, paid becomes a real FreshBooks payment for exactly the amount newly paid.
Both ways with QuickBooks Online, Xero and Zoho Books, created with the client, lines and total. Accepted and declined are decided in FreshBooks and flow out to the other system. An accepted estimate can become a ServiceM8 work order, and a sent one a HubSpot deal, a Salesforce opportunity or a Zoho CRM deal that follows it.
Works with
Pick the second system in the setup wizard. Each tile says what travels between the two and what is particular to that pairing.
QuickBooks OnlineContacts, Invoices, QuotesClients, invoices and estimates both ways; a part payment tops up the other side by exactly what is newly paid.About QuickBooks OnlineHow it syncs
XeroContacts, Invoices, QuotesContacts, invoices and quotes both ways; a payment in either lands as a payment in the other.About XeroHow it syncs
HubSpotContacts, Invoices, Won deals as draft invoices, Quotes as dealsContacts and invoices both ways, a won deal becomes a draft FreshBooks invoice, and a sent estimate a HubSpot deal.About HubSpotHow it syncs
HighLevelContacts, Won opportunities as draft invoices, Invoices from HighLevelContacts both ways and HighLevel invoices into FreshBooks; a won opportunity can become a draft invoice instead.About HighLevelHow it syncs
SquareContacts, Invoices from SquareCustomers both ways, and Square invoices flow one way into FreshBooks.About SquareHow it syncs
StripeContacts, Invoices from StripeStripe invoices land in FreshBooks with their payment, and customers stay in step both ways.About StripeHow it syncs
Housecall ProContactsCustomers both ways; an address goes into Housecall Pro only at creation.About Housecall ProHow it syncs
ServiceM8Contacts, Accepted quotes as jobsClients both ways, and an accepted FreshBooks estimate becomes a ServiceM8 work order.About ServiceM8How it syncs
PipedriveContacts, Won deals as draft invoicesContacts both ways, and a won deal becomes a draft FreshBooks invoice, never sent by the sync.About PipedriveHow it syncs
SalesforceContacts, Won opportunities as draft invoices, Quotes as opportunitiesContacts both ways, a won opportunity becomes a draft FreshBooks invoice, and a sent estimate an opportunity that follows it.About SalesforceHow it syncs
Zoho CRMContacts, Won deals as draft invoices, Quotes as dealsContacts both ways, a won deal becomes a draft FreshBooks invoice, and a sent estimate a deal that follows it.About Zoho CRMHow it syncs
Zoho BooksContacts, Invoices, QuotesClients, invoices and estimates both ways. FreshBooks decides whether an estimate is accepted.About Zoho BooksHow it syncsStage rules
A deal is a sale, an estimate is a promise. The moment either moves on, the next step appears on its own. Each rule needs a start date (60 days back by default), so nothing from long ago is created on the first run.
A deal won in HubSpot or Pipedrive, or an opportunity won in HighLevel, becomes a draft FreshBooks invoice for the same client, dated the won day, with one line for the deal amount. Nothing reaches your client until you send it from FreshBooks. It cannot run next to invoices synced as they are in the same integration, or the same sale would be billed twice.
An estimate accepted in FreshBooks becomes a ServiceM8 work order for the same client, with its lines carried over as materials.
A sent FreshBooks estimate becomes a deal in HubSpot's first pipeline, named Quote and its number. Accepting it moves the deal to won, declining it to lost.
Connecting
FreshBooks connects with its official sign in. Sign in to CRM Connector, choose Connect in the app, sign in to FreshBooks and approve the app, done. No passwords are stored. When your sign in reaches several FreshBooks businesses, the one you own or manage is connected; add another business with another sign in. Removing the connection ends CRM Connector's access right away; the app stays listed in FreshBooks until you remove it there. FreshBooks does not report an uninstall, so an app removed on the FreshBooks side is noticed on the next sync, which pauses the integration and sends you one message.
You approve access on FreshBooks's own sign in page. Your FreshBooks password never reaches CRM Connector.
Good to know
What is true for FreshBooks whichever system you pair it with. What is particular to one pairing is on its tile above.
An invoice voided in another system before it ever reached FreshBooks is not created there. One that already exists in FreshBooks stays as it is: delete it in FreshBooks by hand if it should go.
Nothing can accept or decline a FreshBooks estimate from outside, so its status only ever flows out of FreshBooks. Once an estimate exists in FreshBooks, a sync never changes it.
A payment elsewhere becomes a FreshBooks payment for exactly the amount newly paid, so a part payment is never counted twice. The payment date and paid amount are FreshBooks' own and are never written into it.
An invoice sent in the other system is marked sent in FreshBooks. The sync never emails your client from FreshBooks.
They travel when the invoice or estimate is created; later line edits stay where they were made. When FreshBooks refuses a number that is already in use, FreshBooks numbers the invoice itself.
The business phone is read first, then mobile, then home, and a number from another system is written as the business phone.
FreshBooks cannot list only the estimates changed since the last run, so each run reads them all. A sync from date keeps older ones out.
Expenses, bills, time tracking, projects, credit notes and custom fields stay in FreshBooks.
FAQ
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
Sign in to FreshBooks and the system you want to pair it with, confirm what syncs, and watch the first sync run.
