Automate Keap & FreshBooks

Stop paying for mismatched spreadsheets. Sync data between Keap 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 ["Keap"]
        T1(["Get Affiliates"])
    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 Keap and Freshbooks operate independently, sales teams often face the challenge of delayed invoicing due to manual data entry. For instance, when a new client is added in Keap, the sales team must manually input the client's information into Freshbooks, risking errors like incorrect billing addresses or missing contact details. This not only wastes valuable time but also creates discrepancies in financial records, leading to potential revenue loss and customer dissatisfaction.

Top Ways to Automate Keap & FreshBooks

Automated Client Onboarding: Seamlessly transfer new client information from Keap to FreshBooks, ensuring that invoicing and payment processes begin immediately without manual entry.
Real-Time Financial Updates: Automatically sync payment statuses and financial data between FreshBooks and Keap, allowing sales teams to access the latest information and improve communication with clients.
Streamlined Reporting: Generate comprehensive reports that combine sales and financial data from both platforms, providing a holistic view of business performance and enhancing strategic decision-making.

How to Build the Keap → FreshBooks Sync

In Keap, set up a Standard Webhook to listen for the 'Contact Created' event. This will trigger whenever a new contact is added.
Configure the webhook to send a JSON payload that includes the contact's 'firstName', 'lastName', 'email', and 'phoneNumber' to a designated endpoint.
On your server, create an endpoint (e.g., /api/freshbooks/invoice) to receive the webhook payload from Keap.
Extract the relevant data from the received payload. For example, map 'firstName' to 'client.first_name', 'lastName' to 'client.last_name', 'email' to 'client.email', and 'phoneNumber' to 'client.phone' in your Freshbooks API request.
Use the Freshbooks REST API to POST the extracted data to the 'Create Client' endpoint (e.g., https://api.freshbooks.com/accounting/account/{account_id}/users/clients). Ensure you include the necessary headers for authentication and content type.
Test the integration by adding a new contact in Keap and verifying that the client is created in Freshbooks with the correct details.

Developer Warnings & API Gotchas

Ensure that the contact's email address in Keap is validated before sending to Freshbooks; invalid emails can cause the API request to fail.
Be cautious with the data types; Freshbooks expects specific formats (e.g., phone numbers must include country codes), which may differ from Keap's output.
Double-check the mapping of fields; for instance, if 'lastName' is missing in the payload, the Freshbooks API will reject the request, leading to incomplete client records.

Supported API Operations

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

When this happens in Keap... Get Affiliates

Do this in FreshBooks Add Payment to Invoice
When this happens in Keap... Get Companies

Do this in FreshBooks Create Bill
When this happens in Keap... Get Contact

Do this in FreshBooks Create Checkout Link
When this happens in Keap... Get Custom Fields

Do this in FreshBooks Create Client
When this happens in Keap... Get Tags

Do this in FreshBooks Create Credit Note

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