Automate Acuity Scheduling & FreshBooks

Stop paying for mismatched spreadsheets. Sync data between Acuity Scheduling and FreshBooks in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Acuity Scheduling"]
        T1(["Appointment Canceled"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["FreshBooks"]
        A1(["Add Payment to Invoice"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Acuity Scheduling and FreshBooks operate independently, appointment details can be lost during manual data entry. For instance, when a client books a session through Acuity, the finance team must manually input that appointment into FreshBooks to create an invoice. This process often leads to discrepancies in billing amounts, as the finance team may misinterpret the session duration or forget to include a service fee. Consequently, the accounting team wastes hours reconciling these differences each month, impacting cash flow and client trust.

Top Ways to Automate Acuity Scheduling & FreshBooks

Automated Appointment Creation: When a client books an appointment in Acuity, an invoice is automatically generated in FreshBooks, ensuring timely billing without manual entry.
Seamless Payment Tracking: Payments received in FreshBooks are automatically reflected in Acuity, allowing for real-time updates on client status and reducing the risk of overbooking.
Comprehensive Reporting: Sync data between both platforms to generate detailed reports on appointments and revenue, providing insights that drive better business decisions and enhance cash flow management.

How to Build the Acuity Scheduling → FreshBooks Sync

In Acuity Scheduling, configure a webhook to trigger on the 'Appointment Scheduled' event. Set the webhook URL to your integration endpoint.
Your integration endpoint should listen for the incoming JSON payload from Acuity, which includes appointment details such as 'clientName', 'appointmentDate', and 'serviceType'.
Extract the necessary data from the payload. For example, use 'clientName' for the invoice client, 'appointmentDate' for the invoice date, and 'serviceType' to determine the invoice line item.
Construct a POST request to the FreshBooks API endpoint '/invoices' using the extracted data. The request body should include the 'client_name', 'date', and 'line_items' fields populated with the relevant details.
Ensure that the FreshBooks API key is included in the request header for authentication.

Developer Warnings & API Gotchas

Ensure that the 'serviceType' in Acuity matches exactly with the corresponding line item in FreshBooks. Any mismatch will result in a failed invoice creation.
Be aware that Acuity sends timestamps in UTC, while FreshBooks may require local timezone adjustments for accurate billing dates.
If using custom fields in Acuity, confirm that these fields are mapped correctly to the FreshBooks API to avoid missing data in invoices.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Acuity Scheduling... Appointment Canceled

Do this in FreshBooks Add Payment to Invoice
When this happens in Acuity Scheduling... Appointment Rescheduled

Do this in FreshBooks Create Bill
When this happens in Acuity Scheduling... Appointment Start

Do this in FreshBooks Create Checkout Link
When this happens in Acuity Scheduling... Appointment Types

Do this in FreshBooks Create Client
When this happens in Acuity Scheduling... Fetch Custom Actions

Do this in FreshBooks Create Credit Note

SyncMatrix Experts

Available for Hire

We are an AI-powered automation team. We build custom, reliable API workflows that eliminate manual data entry.

Speak with an Integration Architect

We build custom API workflows that don't hit rate limits.

I can see you're looking at mapping Acuity Scheduling to FreshBooks. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?