FreshBooks Quickbooks Integration

Integrated FreshBooks & QuickBooks applications can foster greater user loyalty with business process automation that delivers consistently outstanding results. With this seamless integration, order processing is faster and users may access a variety of account information, such as order history and delivery options, making it simple to place complex orders.

This article explains how integrating software works in practical terms by automating your accounting processes and helps you to eliminate manual tasks using a lot of new added integration features.

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What is FreshBooks?

FreshBooks, operated by 2ndSite Inc., is a top-notch web-based cloud accounting software solution. FreshBooks was founded in 2004 by Mike McDerment, Levi Cooperman, and Joe Sawada in Toronto, Ontario. FreshBooks has been dedicated to simplifying financial management for businesses.

In 2015, McDerment incorporated BillSpring, a second company aimed at new product development, which was later integrated back into FreshBooks in 2016, enhancing its interface. With FreshBooks, you can effortlessly handle expenses, invoices, reports, and time tracking, freeing up time previously spent on complex number crunching. This software is designed to automate and streamline your accounting processes, providing a secure and user-friendly experience.

What is QuickBooks?

QuickBooks is the most popular software for accounting and managing expenses or keeping track of daily health. In this, you can prepare invoices for customers, and pay bills, reports, and taxes. Multiple solutions are available to support a variety of business requirements, including in QuickBooks Product List: QuickBooks Online, QuickBooks Desktop, QuickBooks Payroll, QuickBooks Time, or QuickBooks Checking.

How does FreshBooks work with QuickBooks?

Automate your accounting activity by integrating FreshBooks and QuickBooks. When you connect QuickBooks with FreshBooks, you will never require to manually entering data again, results in saving you hours every day!

FreshBooks will automatically:

  • Generate a FreshBooks invoice, when a QuickBooks invoice is generated
  • Share any updated or created products from QB to create an item in FreshBooks 
  • Add a purchase invoice in QuickBooks when an expense is created in FreshBooks. 

Key benefits:

  • Add-ons for Android and iOS devices are available to provide mobile support.
  • Billing time is reduced, and payments are processed quickly.
  • Maintenance and upgrades are automated by the vendor.
  • Use snaps to keep track of your costs.
  • Features that can be fully modified are simple to use.
  • Insightful reports can be generated using the excellent reporting capability.
  • The app has top-notch invoice-to-payment capabilities.
  • Automatic data sharing between FreshBooks and QuickBooks saves time and money.
  • Integrate numerous data sources into QuickBooks to automate your billing and expense processes.
  • Remove manual data entry and shortcuts, which frequently lead to human error.

Supported Triggers and Actions


New Client Hook
Triggers when a new client is created.
New Expense Hook
Triggers when a new expense is created.
New Invoice Hook
Triggers when a new invoice is created.
New Estimate
Triggers when a new estimate is created.
New Filtered Invoice
Triggers when a new invoice thats meets the condition is created.
New Expens
Triggers when a new expense is created.
New Invoice
Triggers when a new invoice is created.
New Client
Triggers when a new client is created.
New Staff Member
Triggers when a new staff member completes their profile from the email they receive.
New Invoice Payment Hook
Trigger when a new invoice payment is created.
New Invoice Payment
Triggers when a new invoice payment is created.
New Project
Trigger when a new project is created.
New Time Entry
Trigger when a new time entry is created.
Updated Invoice
Triggers when an invoice is updated.
Updated Project
Triggers when a project is updated.
Updated Estimate
Triggers when an estimate is updated.
New Account
Triggered when you add a new account.
New Bill
Triggers when a new bill is added.
New Customer
Triggered when you add a new customer.
New Estimate
Triggered when you add a new estimate.
New Expense
Triggers when a new expense is added.
New Invoice
Triggered when you add a new invoice.
New Invoice
Triggered when you add a new invoice (with line item support).
New Sales Receipt
Triggered when a new sales receipt is added (with line item support).
New Payment
Triggered when a payment is received (with line item support).
New Purchase Order
Triggers when a new purchase order is added.
New Sales Receipt
Triggered when a new sales receipt is added.
Updated Customer
Triggered when an existing customer is updated.
New Vendor
Triggered when a new vendor is added.


Add Payment to Invoice
Adds payment to invoice.
Create Client
Creates a new client.
Create Estimate
Creates a new estimate.
Create Expense
Creates new expense.
Create Project
Creates new project.
Create Other Income
Creates other income (i.e., income that doesn’t require an invoice and is received through other means).
Create Invoice
Creates an Invoice.
Create Invoice PDF
Creates a PDF of an Invoice.
Send Invoice
Sends an invoice to the email for the invoice client.
Create Recurring Invoice
Creates a new recurring invoice.
Create Time Entry
Creates new time entry.
Send Estimate
Sends an estimate by email.
Create or Update Invoice
Update an existing invoice based on invoice number. Optionally create a new invoice if one does not exist.
Create or Update Client
Updates an existing client based on email. Optionally create a client if one is not found with matching email.
Find Customer
Finds an existing customer.
Find Invoice
Finds an existing invoice.
Find or Create Invoice
Find or Create Invoice
Find or Create Customer
Find or Create Customer
Create Bill (Item Based)
Create a new bill, optionally tied to a customer.
Create Bill (Account Based)
Create a new bill, optionally tied to a customer (with line item support).
Create Bill (Item Based)
Create a new bill, optionally tied to a customer (with line item support).
Create Credit Memo
Creates a new credit memo.
Create Customer
Adds a new customer.
Create Estimate
Create a new estimate (with line item support).
Create Expense
Creates a new expense using check, cash, or credit card.
Create Product/Service
Creates a new product or service.
Create Journal Entry
Creates a new journal entry.
Create Invoice
Adds a new invoice (with line item support).
Create Sales Receipt
Adds a new sales receipt (with line item support).
Create Payment
Creates a new payment, optionally linked to an invoice.
Create Purchase Order
Creates a new purchase order.
Create Refund Receipt
Creates a new refund receipt.
Send Invoice
Send an existing invoice.
Send Sales Receipt
Send an existing sales receipt.
Create Time Activity
Creates a new single time activity.
Update Customer
Updates an existing customer.
Update Invoice
Updates an existing invoice (with line item support).
Create Vendor
Adds a new vendor.
Find Account
Find an account by name.
Find Customer
Find a customer by name or email address.
Find Invoice
Find an invoice by number.
Find Product(s)
Find a product by name (with line item support)
Find Vendor
Find a vendor by name.
Find or Create Customer
Finds or creates a specific customer v2.
Find or Create Vendor
Finds or creates a specific vendor.

Steps for FreshBooks Integration with QuickBooks

Simply execute the below instructed steps to easily configure QB FreshBooks integration:

Step 1: Connect: 

You have to begin with connecting your system that you look to integrate. To do so, you just have to choose the Configure tab to proceed further.

Step 2: Configuration: 

The setup procedure for a basic FreshBooks-QuickBooks integration is going to discuss in the next paragraph. If you’re trying to connect to a third-party application, you’ll need to make sure the settings are correct before creating a setup.

1. Synchronize data from FreshBooks with QuickBooks 

In case you’re required to sync important company data from QB to FreshBooks then you have to click on QuickBooks Logo within the Configuration tab..

Here see the steps:

  • You need start the syncing process by choosing the software and integrating FreshBooks expenses or invoices into QB
  • Next, Advanced Settings window will open and select the invoices that are supposed to synchronize and add an invoice prefix in them
  • With this, the prefix will be added to all invoices that are retrieved from FreshBooks account 
  • However, the prefix can also be set up individually for multiple FreshBooks integrations 
  • This can helps you to identify every particular invoice location in QuickBooks 
  • And then click on the “Save Changes”
  • After that, you’ll redirected to the home page of configuration to select another workflow:
    • The first option let you choose the way that to whom you want to send FreshBooks invoices
      • The two options involved: Sales Invoices or Sales Receipt
      • Choose the correct option as per your business requirements 
    • The second set up option let you choose how the invoices should be displayed within your software 
    • You can choose the automatic create FreshBooks items in QuickBooks and if you select this, the items which are not exist in QB that can created all with much ease
    • Also, make sure that all the items that perfectly in line with FreshBooks SKU and QuickBooks Product Name 
    • Select the option to sync the two programs, the payment will automatically transfer. 

2. Synchronize Expenses 

  • In case, you want to integrate the expenses from FreshBooks to QuickBooks, select Advanced Settings option within the Configuration Now window
  • Choose the expenses type that you want to retrieve from FreshBooks and this will also let you add a prefix to your expense number 
  • The expense prefix works same ways like your invoice prefix and then click on the “Next” button 
  • Next, you’ll redirected to tax configuration tab 
  • In this window, you have to select every single matching tax in QuickBooks which are created in FreshBooks account 
  • Once you’re done with that then click “Next” 
  • And then move to the Accounts Mapping section 
  • Now, select an individual QuickBooks account for every single FreshBooks expense 
  • Again, hit the “Next” button. 

3. Final Settings for QuickBooks & FreshBooks Integration

In this final transaction settings, you are permitted to choose an option “Automatic invoice number” as well as default due date 

  • Automatic Invoice Number: Select the option that your accounting software are assigned an automated invoice number 
  • Default DueDate Offset: This default Due Date offset for new transactions which do not have any due date. This option also impedes you from overriding the DueDates which are received from any other systems. 

Now, let’s know the terms “Retrieve & Validate” 

After done with the above steps, you’ll now be able to sync your FreshBooks data to QuickBooks. When the syncing data is done then you’re ready to use the Review Page to amend configuration changes, if anything is remaining. And once everything is set and done then you’re ready to move ahead. Make sure that you select the “Preview” tab to continue. 

  • Preview: Here you can view your data. For example, a screenshot is allowed to see an invoice and other data that is brought in QuickBooks from FreshBooks. 
  • Send & Finish: When the complete integration is successfully done then you simply have to click the Send Data followed by Finish tab to send your data as configured.  


So, the conclusion is to make your accounting workflows easy and simple with this FreshBooks Integration with QuickBooks. However, the integration may take time but it completely depends on the number of applications going to integrate and the ability to easily integrate with the applications. Hopefully, the above discussed information is surely going to help you to smoothly integrate FreshBooks and QuickBooks applications.

Get the Instant Solution with Live Chat Experts

Are you still not able to resolve your QuickBooks Integration issue? We have a team of QuickBooks Integration experts with years of experience in resolving errors and issues. If you need any help asap, CHAT NOW with our experts.

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