Automate HubSpot & FreshBooks

Stop paying for mismatched spreadsheets. Sync data between HubSpot 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 ["HubSpot"]
        T1(["All Forms List"])
    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 HubSpot and FreshBooks operate independently, sales teams often face the challenge of manually entering client payment information into FreshBooks after closing deals in HubSpot. This leads to discrepancies in invoice statuses, as sales reps may not have real-time visibility into whether a client has paid or not. For instance, if a sales rep closes a deal in HubSpot and neglects to update FreshBooks, the accounting team might send invoices prematurely, creating confusion and potential cash flow issues.

Top Ways to Automate HubSpot & FreshBooks

Automated Client Onboarding: Instantly sync new leads from HubSpot to FreshBooks, creating client profiles and invoices automatically, reducing onboarding time and enhancing the customer experience.
Real-Time Financial Updates: Automatically update HubSpot with billing and payment statuses from FreshBooks, ensuring your sales team has the latest financial information at their fingertips, improving communication and decision-making.
Comprehensive Reporting: Generate unified reports that combine sales data from HubSpot and financial data from FreshBooks, providing a complete view of business performance and enabling data-driven strategies.

How to Build the HubSpot → FreshBooks Sync

In HubSpot, set up a webhook by navigating to Settings > Integrations > Webhooks. Configure the webhook to trigger on the 'Deal Stage Changed' event.
In the webhook configuration, ensure you select the relevant properties to include in the payload, such as 'dealId', 'amount', and 'customerEmail'.
Set the webhook URL to your middleware or integration service that will handle the incoming data.
In your middleware, listen for incoming POST requests from HubSpot. Extract the 'dealId', 'amount', and 'customerEmail' from the JSON payload.
Using the FreshBooks API, prepare a POST request to the endpoint '/accounting/accounting/invoices' to create a new invoice.
In the POST request body, include the extracted data: set 'customerId' (mapped from 'customerEmail'), 'amount' (from 'amount'), and any other required fields for the invoice.
Send the POST request to FreshBooks and handle the response to confirm the invoice was created successfully.

Developer Warnings & API Gotchas

Ensure that the 'customerEmail' used in the FreshBooks API corresponds to an existing customer; otherwise, the invoice creation will fail.
Be cautious with the data types for 'amount' in FreshBooks; it must be a float, and passing an integer may cause errors.
When mapping 'dealId' to FreshBooks, ensure you have a mechanism to track which deals have already been processed to avoid duplicate invoices.

Supported API Operations

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

When this happens in HubSpot... All Forms List

Do this in FreshBooks Add Payment to Invoice
When this happens in HubSpot... CRM Object Property Recently Updated

Do this in FreshBooks Create Bill
When this happens in HubSpot... CRM Object Recently Created

Do this in FreshBooks Create Checkout Link
When this happens in HubSpot... CRM Object Recently Updated

Do this in FreshBooks Create Client
When this happens in HubSpot... Company Recently Created or Updated

Do this in FreshBooks Create Credit Note

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