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FreshBooks

Your primer on the FreshBooks integration and how it works with the Alternative Payments platform.

FreshBooks is a cloud-based accounting software designed specifically for small business owners and freelancers. Users can manage invoices, expenses, time tracking, and payments, making financial tasks straightforward and efficient.

For partners using FreshBooks, you can connect it to your Alternative Payments partner dashboard to sync invoice details to our platform and auto-reconcile invoice payments back to FreshBooks directly.

Overview of synced items

The following items are synced from FreshBooks when the integration is connected:

Sync Item
Sync Frequency

Invoice Details

Hourly

Invoice Line Items

Hourly

Customers

Hourly

Payments

Few minutes

Deposits

❌

Archiving invoices

❌

Archiving customers

❌

Delete Payments

❌

PDF Invoices

❌

FreshBooks sync details

Item
Sync Details

Invoice Status Update

Invoice payment status updated in FreshBooks will sync to Alternative Payments and vice versa.

Note:

  • Payment failures will not sync back to FreshBooks and partners must manually revert the status back to unpaid in FreshBooks.

  • If an invoice is paid in the integration and the invoice is updated in FreshBooks after the fact, no further updates will occur in Alternative for that invoice

Changes to Unpaid Invoices

Changes to unpaid invoices (amount and due date) in FreshBooks will sync to Alternative Payments; changes to unpaid invoices in Alternative Payments will not sync back to FreshBooks

Partial Payments/Credits

Partial invoice payments or credits applied to an invoice in FreshBooks will be reflected in the invoice amount in the Alternative Payments dashboard

Customer Created in Alternative

Customers created in Alternative do not sync to FreshBooks

Invoices Created in Alternative

Invoices created in Alternative do not sync to Freshbooks

Deleted Invoices and Customers

Invoices and customers deleted in FreshBooks do not archive in Alternative. It must be archived in FreshBooks and then in Alternative manually.

How to connect FreshBooks to your partner dashboard

Connect FreshBooks to make reconciliation easy by following these steps

  1. Navigate to Integrations and then click Connect
 Within your Partner Dashboard, select ‘Integrations’ and then select ‘Connect’ under the FreshBooks module.

  1. Log into your FreshBooks account. A pop-up window will appear to log into your existing FreshBooks account.

  1. Allow the connection Once you’ve logged into your FreshBooks account, select “Allow” to complete the integration set-up.

  1. Initial Sync + Set Up Your Accounts In the Integrations section of your partner dashboard, the status will display as "Pending" until the sync process is complete.

    1. Initially, the system will sync the last 12 months of data.

    2. Once this is complete, it will proceed to sync all historical data.

    When the sync is finished, the status will update to "Connected". At this point, you can:

    1. Click Set Up Accounts within the FreshBooks module.

    2. Select Undeposited Funds to record your payments.

    3. Choose the bank account where you receive payouts to record your deposits.

    This setup ensures accurate recording and reconciliation of payments and deposits. You're all set! 🎉

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