Automate Procore & FreshBooks

Stop paying for mismatched spreadsheets. Sync data between Procore 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 ["Procore"]
        T1(["List company vendors"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[Webhook
Listener] --> 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 Procore and Freshbooks operate independently, project details such as budget allocations and expense tracking can easily fall out of sync. For instance, if a new project is created in Procore, the finance team may manually enter project costs into Freshbooks, risking human error. This can lead to discrepancies in reported expenses, causing the accounting team to waste hours reconciling these differences and potentially delaying project billing.

Top Ways to Automate Procore & FreshBooks

Automated Expense Tracking: Instantly sync project expenses from Procore to FreshBooks, eliminating manual entry and ensuring accurate financial reporting.
Real-Time Budget Updates: Automatically update budgets in Procore based on invoiced amounts in FreshBooks, providing project managers with up-to-date financial insights.
Streamlined Invoicing: Generate invoices in FreshBooks directly from project data in Procore, reducing administrative overhead and accelerating cash flow.

How to Build the Procore → FreshBooks Sync

Set up a webhook in Procore to listen for the 'New Project' event. This webhook should be configured to trigger on the creation of a project.
In the webhook payload, extract key data fields such as 'project_id', 'project_name', 'budget_amount', and 'start_date'.
Use the Freshbooks API to create a new project entry. Specifically, make a POST request to the endpoint https://api.freshbooks.com/accounting/account/{account_id}/projects/projects.
In the POST request body, include the extracted data in the required format, ensuring to map 'project_id' to 'external_id', 'project_name' to 'name', 'budget_amount' to 'budget', and 'start_date' to 'start_date'.
Test the integration by creating a new project in Procore and verifying that it appears correctly in Freshbooks.

Developer Warnings & API Gotchas

The 'budget_amount' in Procore may be stored as a string, while Freshbooks expects a numeric format. Ensure to convert this value before sending the API request.
Be cautious of the date format; Procore may use a different date format than Freshbooks. Confirm that 'start_date' is formatted as YYYY-MM-DD before sending.
If a project is deleted in Procore, ensure to implement logic to handle this in Freshbooks to avoid orphaned project entries.

Supported API Operations

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

When this happens in Procore... List company vendors

Do this in FreshBooks Add Payment to Invoice
When this happens in Procore... List of Admin - Company Offices

Do this in FreshBooks Create Bill
When this happens in Procore... List of Admin - Form Template

Do this in FreshBooks Create Checkout Link
When this happens in Procore... List of Admin - Programs

Do this in FreshBooks Create Client
When this happens in Procore... List of Admin - Project Bid Types

Do this in FreshBooks Create Credit Note

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