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Can I connect FreshBooks to my Xero account?

While FreshBooks doesn’t directly connect to Xero, you are able to use a third party connector tool called OneSaas to establish a connection. You can read more about the integration and what is possible on the OneSaas site here.


To connect your FreshBooks and Xero accounts using OneSaas, follow these steps:


Open Your OneSaas Account

  1. Click on Integrations from the left-side panel
  2. You should already see FreshBooks and Xero Connected. Select Configure Integrations to begin Configure integrations button in OneSaas screen.
    1. If you don’t see FreshBooks connected, click on Add Connection
    2. Select FreshBooks
    3. Click on Add Connection
    4. Then select Xero and finish

Configure

You can choose exactly how you’d like this integration to work. This article focuses on giving you the same functionality as you had with the Xero integration. For extended functionality, you may click here for more instructions. Otherwise, please continue with the rest of the steps below:

  1. Start the configuration process by selecting the first check box to enable the sync of orders from Freshbooks to Xero
  2. Workflows stage in OneSaas set up box.
  3. A pop up menu will appear where you can customize further settings:
    • Select the Invoice status OneSaas should retrieve from Freshbooks
    • Add an Invoice prefix you’d like in front of all order numbers (e.g. FB123)
  4. Select Save when finished
  5. Advanced settings with checkboxes and invoice prefix field.
  6. Next, you’ll determine further Invoice customization options:
    • What status paid and unpaid Invoices should be sent to Xero as
    • How you’d like contact details on Invoices sent (more details here)
    • If you’d like OneSaas to create products (Items) alongside Invoices
    • If OneSaas should be sending Invoice Payments to Xero
  7. Check off the box to send Expenses from FreshBooks to Xero as Purchase Invoices, then click Next to continue
  8. Options for when invoices are created and including expenses.

    Tip: You’re able to choose how FreshBooks creates your orders in your Xero account by changing the options in the dropdown menus provided.

  9. Similar to the Invoice settings, here you can choose the Expense status you’d like OneSaas to retrieve, and set a prefix to be placed at the start of all order numbers. You will also need to select a default currency for OneSaas to use for all Expenses
  10. Select Save Changes when done
  11. Expense properties box with options to adjust.
  12. Next, map your Freshbooks Tax rates to their corresponding Tax rates in Xero. If you’d like to read more on OneSaas tax configuration, you can do so here
  13. Select Next to continue
  14. Configure your taxes in the setup box.
  15. Referencing your Freshbooks accounts on the left, choose a Xero account to match up with each line using the dropdowns provided
  16. Once completed, select Next
  17. Map FreshBooks accounts to Xero accounts.
  18. Then map your Freshbooks Payment methods to their corresponding accounts in Xero. If you’d like to read more on mapping payments, you can do so here
  19. Click on Next when you’re done mapping
  20. Map payments from FreshBooks to Xero with dropdowns.
  21. You have now set up the integration to pass data from your FreshBooks account into your Xero account - similar to how the Xero integration functioned. To finish the setup process, simply uncheck all the boxes and click Next to continue
  22. Last screen of workflow setup, with boxes you can check or uncheck.
  23. You can now review the workflows you’ve set up, set the start date, your sync frequency and time, and the timezone for your OneSaas file. All of these settings are explained here in detail
  24. When you’re ready, click on Retrieve Data Now. This will only pull data into OneSaas, we won’t be pushing any data anywhere just yet.

Retrieve & Validate

OneSaas should now be syncing. As soon as this is done, you’re able to use our review page to fix up any remaining configuration changes you weren’t able to do.

For example, if you weren’t able to map your Taxes initially, you can do so now. Once everything is good to go, you should see a big green checkmark indicating you’re ready to move forward. Please select Preview to continue.

Preview

Finally, you’re able to see the data that was pulled into OneSaas. For example, in the screenshot below you can see an Invoice that FreshBooks was able to retrieve. If you’re happy with everything, select Send Data & Finish to push your data as configured by yourself.

Preview of data pulled in from FreshBooks for Xero.

Send & Finish

You should now see another sync running. However, this time instead of just pulling your data into OneSaas, OneSaas is pushing it too. Once the sync is completed, you’ll be taken to review your first report. You’re able to re-configure your integration with this process at any point in time.