FreshBooks is a popular cloud-based accounting and invoicing software designed for small and medium-sized businesses. It enables users to manage tasks such as invoicing, expense tracking, time logging, and financial reporting in a user-friendly interface. FreshBooks simplifies cash flow management and allows for seamless collaboration between business owners, clients, and accountants. By integrating FreshBooks with Frends iPaaS, businesses can automate manual accounting processes, connect FreshBooks with other platforms, and ensure synchronized data across systems to improve financial workflows and productivity.

Business use cases

Automated invoicing and payment processing

FreshBooks helps businesses create invoices, but integrating it with other systems can fully automate the process. Frends can integrate FreshBooks with CRM systems like Salesforce, HubSpot, or Dynamics 365. For example, when a deal is closed in a CRM, Frends can trigger FreshBooks to generate an invoice for the customer automatically, send it via email, and track its payment status. Once paid, Frends can also ensure payment reconciliation in FreshBooks and notify relevant teams.

Expense tracking and synchronization

Many businesses use FreshBooks to record expenses, and Frends can streamline this further by integrating it with expense management tools like Expensify, SAP Concur, or other credit card/bank systems. For example, Frends workflows can automatically pull expense data from these platforms into FreshBooks, categorize the expenses according to predefined criteria, and attach related receipts, reducing manual uploads and processing time.

Integration with payroll systems

FreshBooks tracks billable hours and payments, but integrating it with payroll systems like ADP, Paychex, or Gusto can automate compensation workflows. For instance, when employees log their working hours or expenses into FreshBooks, Frends can synchronize this data with a payroll system to calculate salaries, reimbursements, and deductions automatically.

Client onboarding and billing setup

Frends can integrate FreshBooks with customer onboarding platforms and CRMs to streamline the setup process for new clients. For instance, when a new customer record is created in the CRM, Frends workflows can set up a corresponding client record in FreshBooks, automate the configuration of billing terms, and send a welcome email with account details and first billing information.

Recurring billing for subscription services

FreshBooks supports recurring invoices for subscription-based businesses. Frends workflows can integrate it with subscription management platforms like Stripe, Recurly, or Chargify to automate billing workflows. For example, when a new subscription starts on a platform like Stripe, Frends can create a recurring invoice in FreshBooks, apply the appropriate billing schedule, and track payment statuses.

Real-time tax calculation and reporting

FreshBooks helps manage taxes, and Frends can enhance this functionality by integrating it with tax compliance platforms like Avalara or TaxJar. For instance, when a transaction is processed in FreshBooks, Frends workflows can calculate tax data using Avalara and update the invoice with accurate amounts, ensuring compliance and simplifying tax reporting.

Time tracking and project invoicing

FreshBooks allows tracking billable hours for services, and Frends can integrate time tracking tools like Harvest, Toggl, or Clockify to automate project billing. For example, Frends workflows can pull time logs from a time tracking platform, update FreshBooks with the hours worked, generate an invoice for the project, and send it to the client, ensuring timely and accurate billing.

Integration with e-commerce platforms

Businesses running online stores often need to synchronize sales data with FreshBooks. Using Frends, e-commerce platforms like Shopify, WooCommerce, or Magento can be integrated with FreshBooks. For example, when a customer makes a purchase, Frends workflows can automatically create an invoice in FreshBooks, update inventory, and reconcile the payment status, streamlining the entire sales and accounting workflow.

Custom notifications for overdue payments

Managing overdue invoices is crucial for small businesses. Frends can create workflows that monitor overdue invoices in FreshBooks and notify customers and internal teams. For example, when an invoice becomes overdue, Frends can send the customer automated reminders via email or SMS, and alert the sales or finance teams via Slack or Microsoft Teams for follow-up.

Financial reporting and analytics

FreshBooks generates financial reports, but businesses often require advanced analytics or custom dashboards. Frends workflows can extract data from FreshBooks and integrate it with analytics tools like Power BI, Tableau, or Google Data Studio. For example, Frends can process invoice summaries, expense data, and revenue figures from FreshBooks and visualize trends like cash flow, profit margins, and overdue payments in real-time dashboards.

Integration with ERP systems

For businesses using both FreshBooks and ERP platforms like SAP or NetSuite, Frends can automate the synchronization of financial and operational data. For instance, when payments are recorded in FreshBooks, Frends can update corresponding order entries, accounts payable, or accounts receivable records in the ERP system, ensuring consistency and reducing duplication across systems.

Vendor and supplier invoice management

Frends can integrate FreshBooks with procurement or vendor platforms to automate supplier-related workflows. For example, when a supplier invoice is submitted via a procurement tool like SAP Ariba, Frends can automatically create a corresponding expense entry in FreshBooks and notify finance teams for review and approval.

Collaboration with accountants

FreshBooks is widely used by accountants to manage financials. Frends can enhance collaboration by automating data sharing workflows with accounting tools like Xero, QuickBooks, or Sage. For example, Frends workflows can export FreshBooks reports (e.g., financial statements or expense summaries) and share them with external accountants for audits, reconciliations, or tax filings.

Archival and compliance workflows

Compliance with financial reporting regulations often requires secure storage of invoices, receipts, and reports. Frends can automate the archival process by integrating FreshBooks with storage systems like Google Drive, SharePoint, or AWS S3. For example, Frends workflows can back up all financial documents generated in FreshBooks to a secure cloud location for long-term compliance and audit readiness.

Synchronization with marketing platforms for customer engagement

Frends can integrate FreshBooks with marketing automation tools like Mailchimp, HubSpot, or ActiveCampaign to tie invoice data with customer outreach. For example, Frends workflows can identify customers with recurring transactions in FreshBooks and send them targeted marketing campaigns, such as loyalty offers or service plan upgrades.

Refund and credit management

Frends can automate refund workflows by connecting FreshBooks with payment gateways like Stripe, PayPal, or Square. For example, when a customer requests a refund, Frends can validate the request, initiate a refund through the payment gateway, and update the credit entry in FreshBooks automatically, ensuring consistency across financial records.

Multi-currency and global operations support

For businesses handling multiple currencies, Frends can integrate FreshBooks with currency exchange platforms to automate conversions. For example, when an international payment is received, Frends workflows can calculate the local currency equivalent and update it in FreshBooks, ensuring accurate reporting and invoicing.

Automated approvals for large transactions

For larger invoices or payments requiring multi-level approval, Frends can integrate FreshBooks with approval systems or ticketing tools like Jira or Monday.com. For instance, when a high-value payment is entered in FreshBooks, Frends can route it for approval through ticketing workflows, notify approvers, and update FreshBooks once the payment is confirmed.