Automate Square & FreshBooks

Stop paying for mismatched spreadsheets. Sync data between Square and FreshBooks 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 ["Square"]
        T1(["Completed Payment"])
    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 Square transactions are processed, the payment data, including customer details and transaction amounts, are not automatically reflected in Freshbooks. This leads to the accounting team manually entering each transaction into Freshbooks, risking transcription errors. For instance, if a team member forgets to input a payment, it creates discrepancies in financial reporting, causing confusion during audits and wasting hours of manual reconciliation efforts.

Top Ways to Automate Square & FreshBooks

Automated Transaction Sync: Instantly sync sales from Square to FreshBooks, eliminating manual data entry and ensuring accurate financial records.
Real-Time Reporting: Generate up-to-date financial reports by automatically consolidating data from both platforms, enabling informed decision-making and improved cash flow management.
Streamlined Invoicing: Automatically create and send invoices in FreshBooks based on Square transactions, reducing delays and enhancing customer satisfaction through timely billing.

How to Build the Square → FreshBooks Sync

Set up a webhook in Square to listen for the 'payment.created' event. This will provide real-time notifications whenever a new payment is processed.
In your webhook configuration, ensure you extract the following payload data: id, amount_money.amount, customer.email, and created_at.
Configure your server to handle incoming webhook requests from Square. When a payment is created, parse the incoming JSON to retrieve the necessary data.
Use the Freshbooks API to create a new invoice. Make a POST request to https://api.freshbooks.com/accounting/account/{account_id}/invoices/invoices.
In the POST request body, include the extracted data in the following format: { "invoice": { "customer_id": "{customer_id}", "line_items": [{ "name": "Payment for Order", "unit_cost": { "amount": "{amount}", "currency": "USD" }, "quantity": 1 }], "created_at": "{created_at}" } }}.

Developer Warnings & API Gotchas

Ensure that the customer_id in Freshbooks matches the customer information from Square; otherwise, the invoice will not associate correctly, leading to confusion.
Be cautious with the amount_money.amount field; it is in cents, so you must convert it to dollars by dividing by 100 before sending it to Freshbooks.
When handling the created_at timestamp from Square, verify that the timezone matches Freshbooks' expectations to prevent discrepancies in invoice dates.

Supported API Operations

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

When this happens in Square... Completed Payment

Do this in FreshBooks Add Payment to Invoice
When this happens in Square... Fetch Custom Actions

Do this in FreshBooks Create Bill
When this happens in Square... Item Variation

Do this in FreshBooks Create Checkout Link
When this happens in Square... List Appointment Service

Do this in FreshBooks Create Client
When this happens in Square... Locations

Do this in FreshBooks Create Credit Note

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