SyncMatrix.
Smartsheet logo + FreshBooks logo

Automate Smartsheet & FreshBooks

Stop paying for mismatched spreadsheets. Sync data between Smartsheet 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 ["Smartsheet"]
        T1(["Copy Folder — Destination workspace folders"])
    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 Smartsheet and Freshbooks operate independently, project managers often find themselves entering time tracking data manually into both systems. For example, if a team member logs hours on a Smartsheet task, that data must then be re-entered into Freshbooks for invoicing. This not only creates a risk of human error but also leads to discrepancies in billing hours, causing frustration for the accounting team who must reconcile these mismatches regularly. As a result, both teams waste valuable hours on redundant data entry instead of focusing on their core tasks.

Top Ways to Automate Smartsheet & FreshBooks

  • Automated Time Tracking: Automatically sync project hours logged in Smartsheet with FreshBooks, ensuring accurate billing and reducing manual entry errors.
  • Streamlined Invoicing: Generate invoices in FreshBooks directly from completed tasks in Smartsheet, allowing for timely billing and improved cash flow management.
  • Real-Time Project Updates: Keep financial data in FreshBooks up-to-date with real-time project status changes in Smartsheet, enhancing collaboration between project and finance teams.

How to Build the Smartsheet → FreshBooks Sync

  1. In Smartsheet, set up a Standard Webhook that triggers on row updates. Configure it to listen to the endpoint: /webhooks. Ensure you specify the correct sheet ID and the event type as 'rowUpdated'.
  2. In the webhook payload, extract the relevant data fields such as 'taskID', 'hoursLogged', and 'userID'. This data will be crucial for the Freshbooks API call.
  3. Construct a POST request to the Freshbooks API endpoint: /accounting/accounting/clients/{client_id}/time_entries. Replace {client_id} with the appropriate client ID corresponding to the user who logged the hours.
  4. In the POST body, format the extracted data into JSON, including fields like 'task_id', 'hours', and 'user_id'. Ensure that you adhere to the Freshbooks API schema for time entries.
  5. Test the integration by updating a row in Smartsheet and verifying that the corresponding time entry is created in Freshbooks.

Developer Warnings & API Gotchas

  • Ensure that the 'taskID' in Smartsheet corresponds to the correct 'task_id' in Freshbooks; mismatched IDs can lead to failed API calls.
  • Be cautious with the data types for 'hoursLogged'; Freshbooks expects a float, while Smartsheet may send it as an integer, leading to potential errors in the API request.
  • When configuring the webhook, ensure that the payload includes all necessary fields; missing data can cause the Freshbooks API to reject the request, resulting in lost time entries.

Supported API Operations

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

  • When this happens in Smartsheet... Copy Folder — Destination workspace folders
    Do this in FreshBooks Add Payment to Invoice
  • When this happens in Smartsheet... Copy Folder — Source workspace folders
    Do this in FreshBooks Create Bill
  • When this happens in Smartsheet... Fetch Custom Actions
    Do this in FreshBooks Create Checkout Link
  • When this happens in Smartsheet... Get Folders
    Do this in FreshBooks Create Client
  • When this happens in Smartsheet... Get Reports
    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 Smartsheet to FreshBooks. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?