There are several tools out there to help with importing Freshbooks invoices into QuickBooks Online, but not all of them do exactly what you want them to do. We recently had a client that came to us with this issue. Our client wanted us to be able to get all the detail from the invoices into QuickBooks Online in an efficient manner.

We tested out a few automation tools, like Zapier, but it didn’t quite fit the situation we were going after, so we created a customized process for our client and utilized Transaction Pro Importer to get the invoices into QuickBooks Online each month.

Importing Freshbooks Invoices

Freshbooks has several good reporting options to help you get the information you need to import into QuickBooks Online. We started with exporting the invoices for the month. Here are the fields that Freshbooks provides:

  • Client Name
  • Invoice Number
  • Invoice Date
  • Status
  • Date Paid
  • PO Number
  • Item
  • Item Description
  • Unit Cost
  • Quantity
  • Discount
  • Tax 1
  • Tax 2
  • Line Cost
  • Currency

Using Transaction Pro Importer, we are able to match these fields up to the fields that are available in QuickBooks Online. We were even able to work with some of our client’s current reporting to add some fields into our upload spreadsheet. With some sophisticated Excel formulas, we were able to add the class and salesperson fields (actually using Locations for this in QuickBooks Online).

When doing these types of imports, it is always important to make sure you aren’t adding a bunch of items to your QuickBooks Online database. Therefore, we match the Items from Freshbooks to the current Item list in QuickBooks Online to see any new list items. We would also do the same for the Client Name looking for potential duplicates with names that were entered just a bit differently.

The biggest hurdle we had was getting the tax amounts imported. This client sold and shipped to several different tax locations, so it wasn’t a clean import. But, only a few transactions a month were actually taxable, so we would go back into QuickBooks Online after the import to update the invoices manually. We would have definitely done more research on our process if tax were a bigger issue here.

Importing Freshbooks Payments

Once we imported the invoices, we would also create an upload file for the payments.This is a separate export file from Freshbooks. Here are the fields they provide:

  • Payment For (which would be filled with “Invoice”)
  • Number (which is the actual invoice number)
  • Client Name
  • Method (Type of payment used)
  • Note (This would list the PayPal transaction ID if PayPal was used)
  • Date
  • Amount
  • Currency
  • Applied from Credit

The file is pretty clean to just copy and paste into an import template for Transaction Pro Importer. The one nuance here was that our client would receive payment in different formats. Sometimes payments would be made by Paypal, sometimes by check, etc. So, we would add a formula to our import to automatically code which account each type of deposit should be imported into. For checks, we would map it to undeposited funds since we were never exactly sure which bank account would get the money.

So, even though there wasn’t a product that directly fit our client’s needs, we were able to work with the information provided by Freshbooks to create a streamlined process to get our client the reporting they wanted in QuickBooks Online. Do you have a unique situation where you need a customized process to make your accounting work better in QuickBooks Online?

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