How To Do FreshBooks QuickBooks Integration?

How To Do FreshBooks Quickbooks Integration?

Integrated FreshBooks & and 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 newly added integration features.

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 be required to manually enter data again, which 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 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

Triggers

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 that meets the condition is created.	New Expense 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.

Actions

Add Payment to Invoice Adds payment to invoice.	Create Client Creates a new client.
Create Estimate Creates a new estimate.	Create Expense Creates new expenses.
Create Project Creates a 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 the 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 a matching email.
Find Customer Finds an existing customer.	Find Invoice Find an existing invoice.
Find or Create Invoice Find or Create Invoice	Find or Create a Customer Find or Create a 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 a 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 a Customer Finds or creates a specific customer v2.
Find or Create a 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 by connecting the system that you are looking 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 be discussed 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 are the steps:

You need to start the syncing process by choosing the software and integrating FreshBooks expenses or invoices into QB
Next, the Advanced Settings window will open and select the invoices that are supposed to synchronize and add an invoice prefix to them
With this, the prefix will be added to all invoices that are retrieved from the FreshBooks account
However, the prefix can also be set up individually for multiple FreshBooks integrations
This can help you to identify every particular invoice location in QuickBooks
Then click on “Save Changes”
After that, you’ll redirected to the home page of configuration to select another workflow:
- The first option lets you choose the way 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 setup option lets 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 can created 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 the Advanced Settings option within the Configuration Now window
Choose the expense 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 the same way as your invoice prefix and then click on the “Next” button
Next, you’ll redirected to the tax configuration tab
In this window, you have to select every single matching tax in QuickBooks which is created in the 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 the option “Automatic invoice number” as well as the default due date

Automatic Invoice Number: Select the option that your accounting software is assigned an automated invoice number
Default DueDate Offset: This default Due Date is offset for new transactions that do not have any due date. This option also impedes you from overriding the DueDates that 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 the Finish tab to send your data as configured.

Winding-Up!

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.

FreshBooks Quickbooks Integration