Automate FreshBooks & Smartsheet

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

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Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["FreshBooks"]
        T1(["Get Account Supporting Trigger"])
    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 ["Smartsheet"]
        A1(["Add Attachment to Row"])
    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 Freshbooks and Smartsheet operate independently, project managers often face discrepancies in project tracking. For instance, when an invoice is created in Freshbooks, the associated project status in Smartsheet remains outdated, leading to confusion about budget versus actuals. This results in project coordinators manually cross-referencing invoices and project sheets, wasting hours each week updating Smartsheet with data from Freshbooks, which could have been automatically reflected.

Top Ways to Automate FreshBooks & Smartsheet

Automated Invoice Creation: Instantly generate invoices in FreshBooks based on project milestones tracked in Smartsheet, ensuring accurate billing and timely payments.
Real-Time Expense Tracking: Automatically sync expenses logged in FreshBooks with project budgets in Smartsheet, providing teams with up-to-date financial insights and preventing budget overruns.
Centralized Project Management: Create a unified dashboard that pulls data from both FreshBooks and Smartsheet, allowing stakeholders to monitor project progress, financial health, and resource allocation in one place.

How to Build the FreshBooks → Smartsheet Sync

Set up a webhook in Freshbooks to listen for the 'invoice.created' event. This will trigger every time a new invoice is generated.
Configure the webhook to send a payload containing the invoice ID, client name, amount, and date created to your integration endpoint.
In your integration layer, extract the relevant data from the payload: invoice.id, invoice.client_name, invoice.amount, and invoice.date_created.
Use the Smartsheet REST API to insert a new row into the designated sheet. Make a POST request to https://api.smartsheet.com/2.0/sheets/{sheetId}/rows.
In the POST request body, map the extracted data to the corresponding columns in Smartsheet, ensuring to include invoice.client_name in the 'Client' column, invoice.amount in the 'Amount' column, and invoice.date_created in the 'Date Created' column.

Developer Warnings & API Gotchas

Ensure the column names in Smartsheet exactly match the keys used in your POST request; otherwise, the data will not populate correctly.
Be cautious of the data types when mapping Freshbooks data to Smartsheet; for example, ensure that the invoice.amount is formatted as a number in Smartsheet.
When handling multiple invoices in a short time frame, implement a queuing mechanism to prevent data loss due to overlapping webhook triggers.

Supported API Operations

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

When this happens in FreshBooks... Get Account (Supporting Trigger)

Do this in Smartsheet Add Attachment to Row
When this happens in FreshBooks... Get Bill (Supporting Trigger)

Do this in Smartsheet Add Discussion to Row
When this happens in FreshBooks... Get Categories (Supporting Trigger)

Do this in Smartsheet Add Row to Sheet
When this happens in FreshBooks... Get Client (Supporting Trigger)

Do this in Smartsheet Copy Folder
When this happens in FreshBooks... Get Gateway (Supporting Trigger)

Do this in Smartsheet Copy Row

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