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5 façons d’automatiser FreshBooks avec Zapier

By Juliet John · July 14, 2025
Le logo FreshBooks connecté aux logos de Slack, Stripe et Typeform sur fond vert citron

For many freelancers, small business owners, and agencies, the dream setup is one where you can focus entirely on delivering great work without constantly managing invoices, chasing payments, or worrying about accounting deadlines. But the reality is, financial admin will need your attention at some point.

Even with tools like FreshBooks to help manage invoicing and expenses, many of the day-to-day tasks—like creating invoices, updating client records, and tracking payments—still require lots of manual effort. And as your business grows, these tasks pile up, eat into your billable hours, and pull you away from high-value client work. Thankfully, automation can help.

With Zapier's automated workflows (called Zaps), you can connect FreshBooks to your business-critical apps and create powerful systems that automate all of your financial admin workflows. Here are some of the most popular ways to automate FreshBooks.

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Table des matières

  • Auto-create FreshBooks clients and invoices

  • Connect payments and financial records

  • Send notifications for updated invoices and estimates

  • Track your finances in a spreadsheet or database

  • Create follow-up tasks from FreshBooks

Automatically create FreshBooks clients and invoices

Let's say a new client fills out a form on your website to book your service. Their info enters whichever form tool you use. Your next step is to transfer their details into FreshBooks, create a client profile, and maybe draft an invoice—before you even start working with them. If business is picking up and leads are coming in regularly, this manual process can quickly become a bottleneck. Instead of exporting each form submission and entering the details by hand, you can automate the whole workflow, so it runs in the background while you focus on your clients. 

For instance, you can set up a Zap that creates a new client or invoice in FreshBooks whenever there's a new submission in Typeform, Jotform, or Wufoo. The workflow transfers all the client's details accurately—no missed fields or mistakes. If you're capturing new clients in a spreadsheet or HubSpot, the Zap can send those details into FreshBooks whenever a new row is added or a record is updated.

With this setup, your admin stays up to date without slowing you down, while client onboarding stays smooth and consistent no matter how busy things get.

Create FreshBooks invoices for new Typeform entries

Create FreshBooks invoices for new Typeform entries
  • Logo Typeform
  • Logo FreshBooks
Typeform + FreshBooks

Add FreshBooks clients from new rows on Google Sheets

Add FreshBooks clients from new rows on Google Sheets
  • Logo Google Sheets
  • Logo FreshBooks
Google Sheets + FreshBooks

Add new Freshbooks clients from new Wufoo form entries

Add new Freshbooks clients from new Wufoo form entries
  • Logo Wufoo
  • Logo FreshBooks
Wufoo + FreshBooks

Create or update FreshBooks clients for new or updated HubSpot companies

Create or update FreshBooks clients for new or updated HubSpot companies
  • Logo HubSpot
  • Logo FreshBooks
HubSpot + FreshBooks

Create Freshbooks Clients from new Jotform submissions

Create Freshbooks Clients from new Jotform submissions
  • Logo Jotform
  • Logo FreshBooks
Jotform + FreshBooks

Connect payments and financial records automatically

If you offer multiple payment options—like Stripe, PayPal, Square, or Shopify—you need a reliable way to track every transaction. It's the only way to get a clear view of your business's financial health and stay compliant come tax time.

While you can enter those payments into FreshBooks manually, things can get messy fast. It's all too easy to mistype a number, miss a transaction, or forget to log a payment altogether. Save yourself the headache by using automation to handle the process.

With the Zaps below, you can automatically create expense or income records in FreshBooks every time you receive a payment through Stripe, PayPal, Square, or Shopify. It's a simple way to keep your books accurate without extra effort. You can even use the Zaps to generate and send out new FreshBooks invoices whenever an order is placed in WooCommerce.

Create FreshBooks incomes for new Stripe payments

Create FreshBooks incomes for new Stripe payments
  • Logo Stripe
  • Logo FreshBooks
Stripe + FreshBooks

Create FreshBooks invoices for clients with successful PayPal sales

Create FreshBooks invoices for clients with successful PayPal sales
  • Logo PayPal
  • Logo FreshBooks
PayPal + FreshBooks

Create FreshBooks expenses for new Square payments

Create FreshBooks expenses for new Square payments
  • Logo Square
  • Logo FreshBooks
Square + FreshBooks

Create invoices in FreshBooks for new WooCommerce orders

Create invoices in FreshBooks for new WooCommerce orders
  • Logo WooCommerce
  • Logo FreshBooks
WooCommerce + FreshBooks

Create FreshBooks incomes from new Shopify paid orders

Create FreshBooks incomes from new Shopify paid orders
  • Logo Shopify
  • Logo FreshBooks
Shopify + FreshBooks

Send notifications for updated invoices and estimates

A big part of staying on top of your business's finances is knowing when things change—like when an invoice gets paid or an estimate is updated. If everyone's informed on time, the right team member can react quickly and keep work moving without delay. 

Of course, you can block out time to check FreshBooks at intervals and then share updates with your team, but that approach doesn't scale. It breaks your focus and creates space for human error. A better way is to set up automated alerts using Zaps to keep everyone in the loop without lifting a finger.

For instance, when a client pays an invoice in FreshBooks or updates an estimate, automation can send a message in Slack or Discord. You can specify the details you want included in the message and the channel you want it shared in. You can also set up the Zap to send payment confirmation and financial updates via email if that's your preferred communication channel. 

With automated alerts, you'll never miss a beat, and your team can act fast without constantly checking for updates.

Post new FreshBooks payments to a Slack channel

Post new FreshBooks payments to a Slack channel
  • Logo FreshBooks
  • Logo Slack
FreshBooks + Slack

Send channel messages in Discord for updated estimates in FreshBooks

Send channel messages in Discord for updated estimates in FreshBooks
  • Logo FreshBooks
  • Logo Discord
FreshBooks + Discord

Send Gmail emails when new FreshBooks New payments are created

Send Gmail emails when new FreshBooks New payments are created
  • Logo FreshBooks
  • Logo Gmail
FreshBooks + Gmail

Send outbound emails in Email by Zapier when FreshBooks invoices are updated

Send outbound emails in Email by Zapier when FreshBooks invoices are updated
  • Logo FreshBooks
  • Logo Email by Zapier
FreshBooks + Email by Zapier

Track your finances in a spreadsheet or database

Many small teams and solo business owners rely on tools like Google Sheets, Notion, or Airtable to track revenue and expenses. These platforms often serve as a central dashboard, giving you a full view of the business at a glance. Plus, they're great for backing up your data, too, just in case. 

But for those records to be useful, the data needs to stay current and accurate. And if you're manually shuttling information from FreshBooks into your database, you risk introducing errors or overlooking updates, which can compromise your records. 

With the Zaps below, you can connect FreshBooks to your spreadsheet, Notion workspace, or Airtable base and shed the responsibility of moving data yourself. So whenever a new invoice or expense is noted in FreshBooks, a matching entry will appear in your preferred tool. It's a scalable way to keep your records in sync even as your business grows.

Add new FreshBooks invoices to Google Sheets as rows

Add new FreshBooks invoices to Google Sheets as rows
  • Logo FreshBooks
  • Logo Google Sheets
FreshBooks + Google Sheets

Create or update Airtable records whenever new expenses are posted in FreshBooks

Create or update Airtable records whenever new expenses are posted in FreshBooks
  • Logo FreshBooks
  • Logo Airtable
FreshBooks + Airtable

Create Notion database items for new FreshBooks invoices

Create Notion database items for new FreshBooks invoices
  • Logo FreshBooks
  • Logo Notion
FreshBooks + Notion

Pro tip: Use AI to automatically surface insights from your spreadsheet. For example, you can ask AI to analyze client invoices for trends, outliers, and overdue payments, then send those insights to a dedicated Slack channel ahead of the finance team's weekly meeting. Read our guide to using our built-in AI tool, AI by Zapier.

A screenshot of a workflow that uses AI by Zapier

Create follow-up tasks from FreshBooks

You've just sent an invoice to kick off a new project—congrats! So what's next? Maybe you need to follow up with the client, or your team needs to get started right away. Either way, someone needs to take the next step, often by creating follow-up tasks in your project management tool.

You could do this manually—adding to-dos in Todoist or creating new boards in Monday.com —but again, that could lead to delays or missed details, especially when you're managing a handful of clients.

Instead, use automation to smooth out the handoff between finance and operations. For instance, when a new project is added in FreshBooks, a Zap can automatically create a matching project in Asana or Todoist. Similarly, if you send out an estimate, you can use these workflows to create a task in ClickUp, so your team knows to follow up.

Manage new FreshBooks projects by creating corresponding projects in Asana

Manage new FreshBooks projects by creating corresponding projects in Asana
  • Logo FreshBooks
  • Logo Asana
FreshBooks + Asana

Add new FreshBooks filtered invoices to Trello as new cards

Add new FreshBooks filtered invoices to Trello as new cards
  • Logo FreshBooks
  • Logo Trello
FreshBooks + Trello

Create monday.com items for new FreshBooks clients

Create monday.com items for new FreshBooks clients
  • Logo FreshBooks
  • Logo monday.com
FreshBooks + monday.com

Create Todoist projects from FreshBooks new projects effortlessly

Create Todoist projects from FreshBooks new projects effortlessly
  • Logo FreshBooks
  • Logo Todoist
FreshBooks + Todoist

Create new tasks in ClickUp for newly added FreshBooks estimates

Create new tasks in ClickUp for newly added FreshBooks estimates
  • Logo FreshBooks
  • Logo ClickUp
FreshBooks + ClickUp

Use automation to simplify your finances and scale your operations

FreshBooks helps you handle your invoicing, expenses, and client management. But when you connect it to the rest of your business-critical tools, you unlock even more value. With Zapier, every new client, payment, or project update can instantly show up in your spreadsheet, task manager, or Slack channel without any extra work from you.

And this is just the start of what you can do with Zapier and FreshBooks. What will you automate first?

Lectures connexes :

  • Your guide to accounting automation

  • Votre guide sur l’automatisation de la facturation

  • Popular ways to automate Stripe

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