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FreeAgent integration

The FreeAgent integration allows you to keep your customers in sync and gives you an instant overview of what invoices you have for a contact without ever leaving their contact record in Capsule. It also makes it super simple to add new contacts from Capsule to FreeAgent when you want to start invoicing them.

What does the integration do?

Integrating Capsule with FreeAgent will automatically add all your FreeAgent contacts into your Capsule account.

All invoice information in FreeAgent is summarized in Capsule including;

  • Payment due dates,
  • Whether an invoice has been paid
  • Overdue amounts on the linked contact record in Capsule.

Once the integration is setup and working, Capsule will keep updating FreeAgent with any changes you make to your contact records, so you should always treat Capsule as your source of truth, e.g. if you update an address in Capsule, the corresponding contact in FreeAgent will be automatically updated as well.

Lastly, new Capsule contacts can also be easily added to FreeAgent when you are ready to raise an invoice.

Setting up the FreeAgent integration

Steps to set-up the FreeAgent integration

If you don’t already have a FreeAgent account then sign up for one now at freeagent.com.

In Capsule, go to Account Settings Integrations FreeAgent and click the button to Configure FreeAgent. Click the button to Connect to FreeAgent. You will now be asked to log in to FreeAgent to give Capsule access to your FreeAgent account. The integration is now up and running.

An initial sync takes place from FreeAgent to Capsule, linking up existing Capsule contacts with their corresponding FreeAgent contacts as well as adding any contacts not already existing in Capsule; as explained here.

Note

If you are on Capsule’s Teams Edition

There isn’t a way Capsule can automatically assign a user/team to a new contact record when created from a new FreeAgent contact. If you are using Capsule’s Teams plan to assign your contacts to different teams in Capsule, you will need to make sure to assign new contacts created from FreeAgent to the correct team in Capsule. In the meantime, all users can view this contact. You can learn more on how to assign the contacts to a team here.

Excluding supplier invoices

Suppliers can be treated differently to customers. If you’d prefer to not share supplier invoices with your users you can select to exclude their invoices from being displayed in Capsule.

Go to Account Settings Integrations FreeAgent, check the box to exclude supplier invoices and click Save. The Supplier contacts will still show in Capsule but their invoices will not.

Features of the Capsule - FreeAgent integration

What happens during the sync?

There are regular 2 hour syncs between FreeAgent and Capsule. Where there’s a new FreeAgent contact, this contact will be uploaded into Capsule. At this point:

  • If the contact doesn’t already exist in Capsule, a new contact will be created
  • Those that can be matched by name will be automatically linked.

Exporting contacts from Capsule to FreeAgent

If you have a contact in Capsule not displaying any FreeAgent information, and you want this contact in FreeAgent, simply click on ‘Export to FreeAgent. This saves having to manually add this contact to FreeAgent for invoicing.

Where an individual is linked to an organization in Capsule, it is expected you are wanting to invoice the organization not the individual. Capsule exports the organization, and the person record you are exporting from will be treated as the ‘Contact Person’ field in FreeAgent. The following fields are populated in FreshBook from Capsule:

  • Name of organization
  • Contact Person (where export is from the person record in Capsule)
  • First Email address
  • First Phone number
  • Mobile Phone
  • First Address

Note

The integration will overwrite addresses in FreeAgent with that in Capsule. If the address in FreeAgent is correct and the address in Capsule is incorrect, it’s important the address in Capsule in updated before enabling the sync to avoid losing the correct information.

Deleting and managing duplicates

Duplicates may occur because of the integration. If there is a slight difference in spelling of a contact between Capsule and FreeAgent, the sync with treat the customer in FreeAgent as new and create a duplicate contact in Capsule. If duplicates are accidentally created, you can merge them following the steps here. These need to be merged with the exact same name as what is stored in FreeAgent, or FreeAgent will continue to send the ‘new’ contact to Capsule.

Deleting a contact has to happen in both FreeAgent and Capsule, in that order. Deleting a contact in Capsule first, without deleting the contact in FreeAgent will mean that the contact will be added to Capsule again the next time the sync takes place. Because of this it is important to delete the contact in FreeAgent and then delete it in Capsule.