FreshBooks integrations

Bill in FreshBooks. Everything around it stays in step.

CRM Connector keeps FreshBooks clients the same everywhere, keeps invoices and estimates in step with your other books and HubSpot, and turns a deal won in your CRM into a draft FreshBooks invoice.

Sign in to connect FreshBooksSee pricing
  • Connects with its official sign in (OAuth)
  • Set up in five guided steps
  • 7 day free trial
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Pairs with 19 systems

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FreshBooks in two minutes

See what syncs between FreshBooks and your other business systems, and how to set it up.

What syncs

What FreshBooks keeps in step

Clients

Both ways
  • Both ways with QuickBooks Online, Xero, HubSpot, Pipedrive, ServiceM8 and more.
  • Names, organization, email, phone and primary address follow every change.
  • A company, phone or address part emptied on one side is emptied on the other.
  • That works where the other system can clear it, such as QuickBooks Online and Xero.
  • A contact without an email is matched on its name or phone, never merged with a client whose other email or phone tells them apart.

Invoices

Both ways
  • Both ways with QuickBooks Online, Xero, HubSpot, Zoho Books and FreeAgent.
  • One way into FreshBooks from Stripe, Square, GoHighLevel and WooCommerce orders.
  • Approved Simpro invoices arrive one way, and payments recorded here go back to Simpro.
  • Created with client, lines and total; after that dates and status follow.
  • Sent is marked sent; paid becomes a payment for exactly the amount newly paid.
  • A completed ServiceM8 job can arrive as a draft invoice, its materials as lines.

Estimates

Both ways
  • Both ways with QuickBooks Online, Xero, Zoho Books and FreeAgent.
  • Created with client, lines and total.
  • Accepted and declined are decided in FreshBooks and flow out.
  • Both ways with HubSpot quotes, created with lines and total; each system keeps its own status.
  • An accepted estimate can become a ServiceM8 work order, a Housecall Pro job or a CompanyCam project.
  • A sent one can become a CRM deal or Salesforce opportunity that follows it.

Works with

Pair FreshBooks with any of these

Pick the second system in the setup wizard. Each tile lists what travels between the two, and How it syncs opens that pair's own page with every field and what is particular to the pairing.

QuickBooks Online logoQuickBooks OnlineContacts, Invoices, QuotesClients, invoices and estimates both ways, with part payments topped up by exactly the new amount.About QuickBooks OnlineHow it syncs
Xero logoXeroContacts, Invoices, QuotesContacts, invoices and quotes both ways, and a payment in either lands as a payment in the other.About XeroHow it syncs
HubSpot logoHubSpotContacts, Invoices, Quotes, Won deals as draft invoices, Quotes as dealsContacts, invoices and quotes both ways; a won deal becomes a draft FreshBooks invoice and a sent estimate a deal.About HubSpotHow it syncs
GoHighLevel logoGoHighLevelContacts, Won opportunities as draft invoices, Invoices from GoHighLevelContacts both ways and GoHighLevel invoices into FreshBooks; a won opportunity can become a draft invoice instead.About GoHighLevelHow it syncs
Square logoSquareContacts, Invoices from SquareCustomers both ways, and Square invoices flow one way into FreshBooks.About SquareHow it syncs
Stripe logoStripeContacts, Invoices from StripeStripe invoices land in FreshBooks with their payment, and customers stay in step both ways.About StripeHow it syncs
Housecall Pro logoHousecall ProContacts, Accepted quotes as jobsCustomers both ways, and an estimate accepted in FreshBooks becomes a Housecall Pro job with its lines.About Housecall ProHow it syncs
ServiceM8 logoServiceM8Contacts, Accepted quotes as jobs, Completed jobs as draft invoicesClients both ways, an accepted FreshBooks estimate becomes a ServiceM8 work order, and a completed job a draft FreshBooks invoice.About ServiceM8How it syncs
CompanyCam logoCompanyCamContacts, Accepted quotes as projectsClients both ways, and an estimate accepted in FreshBooks becomes a CompanyCam project for the crew.About CompanyCamHow it syncs
Pipedrive logoPipedriveContacts, Won deals as draft invoices, Quotes as dealsContacts both ways, a won deal becomes a draft FreshBooks invoice, never sent by the sync, and a sent estimate a Pipedrive deal that follows it.About PipedriveHow it syncs
Salesforce logoSalesforceContacts, 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 CRM logoZoho 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 Books logoZoho BooksContacts, Invoices, QuotesClients, invoices and estimates both ways, and FreshBooks decides whether an estimate is accepted.About Zoho BooksHow it syncs
FreeAgent logoFreeAgentContacts, Invoices, QuotesContacts, invoices and estimates both ways, with the answer on an estimate decided in FreshBooks.About FreeAgentHow it syncs
ActiveCampaign logoActiveCampaignContacts, 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 ActiveCampaignHow it syncs
Keap logoKeapContacts, Won opportunities as draft invoices, Quotes as opportunitiesContacts both ways, and on Keap Max Classic a won opportunity becomes a draft FreshBooks invoice.About KeapHow it syncs
WooCommerce logoWooCommerceContacts, Orders as invoicesOrders land in FreshBooks as invoices, paid ones with their payment, and clients stay the same both ways.About WooCommerceHow it syncs
Simpro logoSimproContacts, Approved invoices into the books, Payments back into SimproCustomers both ways, approved Simpro invoices into FreshBooks, and FreshBooks payments back to Simpro.About SimproHow it syncs
Google Sheets logoGoogle SheetsContacts, Invoices, QuotesOne way into FreshBooksClients, invoices with their lines and estimates from your sheet land in FreshBooks, paid ones with a payment.About Google SheetsHow it syncs

Stage rules

Stage rules: a sale becomes a FreshBooks invoice

A deal is a sale, an estimate is a promise. The moment either moves on, the next step appears on its own, and an invoice a rule makes stays a draft: nothing reaches your client until you send it from FreshBooks.

How every stage rule starts, and why nothing is made twice

  • Deal won, draft invoice waiting

    • A won deal or opportunity becomes a draft FreshBooks invoice for the same client.
    • It is dated the won day, with one line for the deal amount.

  • Job completed, draft invoice waiting

    A job completed in ServiceM8 becomes a draft FreshBooks invoice for the same client, dated the job day, with its materials as lines.

  • Estimate accepted, work created

    An estimate accepted in FreshBooks becomes a ServiceM8 work order for the same client, with its lines carried over as materials, or a CompanyCam project for the same customer at the customer's address.

  • Estimate sent, deal created

    • A sent estimate becomes a CRM deal or Salesforce opportunity at the first open stage.
    • It is named "Quote" plus its number; accepted moves it to won, declined to lost.
    • FreshBooks cannot mark an estimate declined, so a deal normally ends open or won.

Connecting

How FreshBooks connects

Official sign in

OAuth

Sign in to CRM Connector, choose Connect, sign in to FreshBooks and approve. The business you own or manage is connected. Removing it ends access at once; FreshBooks reports no uninstall, so the next sync notices it and pauses.

Sign in to connect FreshBooks

What you need

  • A CRM Connector account. Connecting happens inside the app.
  • A FreshBooks account where you are the owner, an admin, an accountant or a manager of the business.

You approve access on FreshBooks's own sign in page. Your FreshBooks password never reaches CRM Connector.

Good to know

How FreshBooks behaves

What is true for FreshBooks whichever system you pair it with. What is particular to one pairing is on that pair's own page, linked from its tile above.

  • FreshBooks has no void

    • 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.

  • Estimates are decided in FreshBooks

    • 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.

  • Payments for the amount newly paid

    • A payment elsewhere becomes a FreshBooks payment for exactly the amount newly paid, so a part payment is never counted twice.
    • FreshBooks sets the invoice's paid date and paid amount itself from its payments; the sync never writes them directly.

  • Marked sent, never emailed

    • An invoice sent in the other system is marked sent in FreshBooks.
    • The sync never emails your client from FreshBooks.

  • Lines, total and number are set once

    • 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.

  • One phone number

    The business phone is read first, then mobile, then home, and a number from another system is written as the business phone.

  • No customer filter when FreshBooks sends

    • FreshBooks does not tell a paying client from a lead, so when FreshBooks sends, every client travels.
    • Customers only and Leads only are offered when the other system sends on a one way sync.

  • Estimates are read in full

    • 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.

  • Not synced

    Expenses, bills, time tracking, projects, credit notes and custom fields stay in FreshBooks.

FAQ

Questions about FreshBooks?

Answers about FreshBooks itself. Duplicates, deletions, a dropped connection, how often a sync can run and custom fields are explained once, for every system, on How syncing works.

How syncing worksStill not sure? Contact us

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Sign in to FreshBooks and the system you want to pair it with, confirm what syncs, and watch the first sync run.

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