1. New/updated invoice in FreshBooks will create/update Invoice in Xero
Created by: Zann Yap
Modified on: Wed, Jun 15, 2016 at 3:08 PM
FreshBooks Connect by Workato
This recipe creates or updates invoices in Xero whenever a new invoice is created in FreshBooks or an invoice is updated in FreshBooks.
This recipe will look for existing Invoices in FreshBooks that matches the picked up invoice in Xero.
The search criteria for the reference field in Xero's invoice. Whenever an invoice is created or updated by Workato, it will store FreshBook's invoice ID in the reference field.
You must fill up all required parameters listed. Make sure that all values specified in the parameters are valid and correct, or it will cause syncing errors and failures. You can learn about each parameter for this recipe at the end of this document.
NOTE : DO NOT delete the content in the reference field. This will be used as a flag to mark it as imported. If deleted, it will disconnect the matching and the recipe will create new invoices.
What this recipe does
Updating Invoices :
This recipe supports the update of invoice statuses. The supported invoice status matches from FreshBooks->Xero are : draft->draft , sent -> authorised, and paid -> authorised.
If the Xero invoice has already been authorised/submitted, it cannot and will not be updated to be a draft again.
Voided and deleted Xero invoices will not be synced.
Syncing Contacts :
This recipe also deals with syncing contacts. If a FreshBooks contact does not match to any contacts in Xero, a new record will be created with the FreshBooks' detail.
The search criteria is based upon Email of the Contact. If the Email was not given, then the search will be based on the Contact's First Name and Last Name.
This recipe will create a new invoice if a FreshBooks invoice does not match any invoices in Xero.
The search criteria of the invoice is based on the reference field of the invoice in Xero. If the reference field contains a FreshBooks Invoice ID, it will update the status of the Xero invoice as well as Due Date.
NOTE : Account Code Entered must be of Type REVENUE. Only Account that is of type REVENUE will be accepted by Xero when creating an invoice. This is a requirement from Xero.
If the Line Item has no Name, it will create a line item in Xero Invoice with Description only.
Line Items in FreshBooks that has no Name AND Description will throw an error. It cannot be synced over.
All amounts of line items in the invoice are tax exclusive. If your item amounts are tax-inclusive, simply choose your invoice to be non-taxable, or create a new Tax with a 0% rate to avoid double charging taxes.
Empty Line items in FreshBooks invoice will be detected and discarded when creating invoices in Xero. This is because Xero does not allow any empty line items in any of its invoice.
This recipe will also create a new item if a FreshBooks Invoice Line Item was not found in Xero.
The search criteria of the item is based on the Item Code equal to the name of the FreshBooks Item.
The newly created Item will NOT be associated with any Accounts. Once created, you can assign a specific Account Type to that item.
When creating a new item, items that does not have a name will have its description as its Item Name. Same pattern goes to Item Code.
Account Code Account Code will be used when attempting to create an item. An item in Xero must be related to a specific Account. An example of such is a Sales Account. To learn more about Chart of Accounts in Xero from this link here.
Email Notifications Specify if you would like to be notified for any new records being created in your Xero account. Please note that you will still receive email notifications for job failures and errors regardless of this option.
Sync preference : Taxable Invoice Specify if you wish for the invoice to be taxed. When selected yes, taxes will be applied to invoice line items that were taxable on FreshBooks. Select No if you wish for the invoice to not be taxed at all. Taxable line items will use the provided Tax Code Name in the parameter.
Sync preference : Tax Code Name Specify if the name of the Tax Code to be applied. You can learn more about taxes here:https://www.freshbooks.com/support/settings-taxes. If you do not wish to apply tax to your invoice, please select as preferred on the previous 'Taxable Invoice' parameter. All taxable invoices' line items will be tax with this Tax Code Name. Makes sure that this Tax exist in your Xero.