FreshBooks sync for portable sanitation companies
Your books in FreshBooks, without the retyping.
PortaPro sends clients, invoices, payments, credits, cash discounts, and voids into your FreshBooks business every night, or the moment you push one. One way, so nothing in FreshBooks writes back over the office.
What goes across.
Including the records bookkeepers usually chase: the credits, the cash discounts, and the deposit that became part of the final invoice.
- Clients and invoices
- A customer becomes a FreshBooks client the first time one of their invoices goes across, and an existing client with the same name is matched instead of duplicated. Every issued invoice goes line by line with its PortaPro number and the customer's PO number.
- Payments
- Each settled payment lands on its invoice, never for more than the invoice still owes in FreshBooks. FreshBooks doesn't email your customer about it.
- Credits and cash discounts
- Goodwill and dispute credits become credit notes, and a prepayment or the extra on an overpayment becomes a prepayment credit note. When PortaPro applies a credit, FreshBooks applies it too, and an earned cash discount is applied to its invoice so it reads paid in full in both.
- Voids and refunds
- Void an invoice and it comes out of FreshBooks once its payments and credits are removed. A reversed or refunded payment is removed, and a deposit credited to the final invoice follows it there.
Two settings.
Then it runs every night.
A start date so old history isn't entered twice, and the name of your sales tax. FreshBooks invoice lines don't pick an account, so there is nothing else to map.
Your timing. Nothing doubled.
Set it up once, and every sync picks up where the last one left off.
- A start date
- Invoices dated before it never go, so the history your old software already entered in FreshBooks isn't entered twice. Push one older invoice on purpose from its menu if it belongs.
- Your tax name
- Taxed lines carry the rate PortaPro charged under the name your FreshBooks uses, like IL Sales Tax, and FreshBooks works out the tax. There are no accounts to map: FreshBooks invoice lines don't choose one.
- On a schedule, or right now
- The full push runs every night at 7:40 UTC. Sync now sends everything pending, and Push to FreshBooks in an invoice's menu sends that invoice with its payments and credits.
- Never twice
- Invoices are found again by their number and clients by name, and a payment cut off mid-send is looked up in FreshBooks before it goes again. A long first sync pauses and carries on the next time.
Questions bookkeepers ask
What doesn't go to FreshBooks?
Write-offs, Stripe fees and payouts, and expenses. Record those in FreshBooks. Everything a customer is billed and pays goes across.
We have more than one business in FreshBooks.
After you sign in, PortaPro asks which FreshBooks business to send to, and you pick it. Switching to a different business later starts fresh there and changes nothing already sent to the first one.
Why does a voided invoice disappear from FreshBooks?
FreshBooks has no void. PortaPro takes the invoice's payments and credits off first, then deletes it, so FreshBooks doesn't keep counting money the customer no longer owes.
Can we connect FreshBooks and QuickBooks or Xero?
PortaPro sends to one set of books at a time. While another one is connected, FreshBooks won't sync, so disconnect the one you're leaving. Disconnecting deletes nothing in FreshBooks, and reconnecting the same business duplicates nothing.
Which plan is it on?
FreshBooks lives on the Financials Integrations tab, which comes with the books on Core and up. Only an owner or admin can connect, disconnect, or change the settings.
Works with
