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FreshBooks integration

The FreshBooks 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 FreshBooks when you want to start invoicing them.

What does the integration do?

The integration with FreshBooks will sync your contacts with Capsule in an instant. Any contact in FreshBooks will automatically be added to your Capsule account and you’ll be able to see their invoices on their contact records in Capsule.

If a contact already exists in Capsule then it will be linked up with its counterpart to avoid creating duplicates. This matching is done based on the name of the contact.

If you need to update the details for a contact then make sure to make the changes inside Capsule and then the integration will sync them over to the corresponding contact in FreshBooks.

Alert

Customers on the Teams plan for Capsule should note that new contacts added to your account from Freshbooks will be Unassigned and therefore visible to all standard users in the account. You can learn how to assign the contacts to a team here.

Setting up the integration

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

Setting up the integration is very simple:

  1. Go to the Account Settings Integrations FreshBooks.
  2. Enter your FreshBooks URL where instructed
  3. Click the button to Connect to FreshBooks
  4. You’ll then be taken to your FreshBooks account to authenticate the integration by entering your login details.
  5. When that’s done you’ll be redirected back to your Capsule account and you’re all done.

Note

If you’re connecting to a FreshBooks Classic account then you’ll use your personalized URL e.g. yourcompany.freshbooks.com while with New FreshBooks you just use my.freshbooks.com.

When you do this, all FreshBooks contacts will be synced with your Capsule contacts. Contacts who don’t already exist in your Capsule account will be added and those who already exist will be linked to the correct contact in FreshBooks.

If you want to update a contact’s details just make the change in Capsule. Once a contact is linked with FreshBooks, any changes you make to a contact within Capsule will be pushed out to FreshBooks for you automatically, so you only need to apply your changes in one place.

Deleting a contact

If you delete a contact in Capsule which is linked to a contact in FreshBooks, the contact in FreshBooks won’t be deleted. Instead at the next sync per the integration, the contact will be re-created in your Capsule account.

Therefore if you want to remove a contact in FreshBooks you are best to delete it in FreshBooks first and then delete it in Capsule if you don’t want to keep it in Capsule either.