FreshBooks Integration

After you integrate Formstack and FreshBooks, when a customer fills out your form, their information is added as a new Freshbooks client and (optionally) a draft invoice or estimate can be created and attached to that client as well.


More specifically, Formstack searches the FreshBooks database for a client with a matching e-mail address to the one submitted on your Formstack form.  If one is found, any new info replaces the old info for that client, otherwise, a new client is added.  Then, if configured, a new draft invoice or estimate is created for that client using the pre-configured items/prices/quantities from your form.


To integrate with FreshBooks, click on the Settings page of your form, then click on Integrations > Accounting and click the "Add" button next to FreshBooks.  This should create a new tab under Integrations on the left side of your screen.



Click on this tab and input your Site Name ( and click on the "Log into Freshbooks" button.



You will then be taken to FreshBooks, where you will need to put in your username and password in to give Formstack permission to integrate your form with your account.



Once you give permission, Formstack should pull in the fields from your Freshbooks account.  Make sure these are correct and that all the required fields map to a field on your form.



Then you have the option of creating an invoice or estimate for the client by using fixed costs and quantities that you set on the integration page or by pulling custom costs and quantities from fields on your form.  You can use the plus and minus buttons to add and remove items from your invoices or estimates.


In the Notes and Terms boxes, you can use Formstack variables for fields or the unique submission ID.  Example:  "Invoice created with Formstack submission {$_submission_id}".



Re-Running the Integration

If an integration fails upon submission, check your integration settings for errors in API or login credentials or in the mapping of form fields. Then, click on a submission in your database. You will see ‘Integration Status’ on the left side of the submission. Click "Run Again". The integration will begin running. If it is successful, a green "Success" message will appear. If it is not, a red "Failed” message will be shown. If this happens, go back to your integration settings and check for other errors in setup.


Notes:  FreshBooks API Auth Tokens change whenever you change your FreshBooks username/password.  If you change your password, don't forget to log into Formstack and update the API Auth Token on your form as well.


The Formstack FreshBooks integration will only work with an Admin user API key, so you will need to be a FreshBooks Admin to set this up.


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