Zapier accounting how-to guide

Using Zapier to connect your accounting apps is one of the easiest ways to automate the busywork between FreshBooks and QuickBooks so you can focus on running your business. This guide walks you through how to decide which tool to use, then shows you how to build automations that keep your books accurate with minimal manual data entry.

The steps below are based on the core comparison of FreshBooks vs. QuickBooks from Zapier's original guide, but here we focus purely on the practical how-to side for automation.

Plan your accounting workflow with Zapier

Before you build anything, you need to understand what you actually want to automate. Both FreshBooks and QuickBooks cover core needs like invoicing, expenses, and basic reporting, but they differ in complexity and ideal user.

Use this quick planning checklist:

• List the tools you already use (CRM, forms, payment processors, eCommerce platforms).
• Decide whether you primarily work in FreshBooks or QuickBooks.
• Identify the most repetitive tasks you do every week.
• Note any places where data is often duplicated or inconsistent.

Your answers will guide which app you prioritize and how Zapier connects them to the rest of your stack.

Choose between FreshBooks and QuickBooks for Zapier automations

The source comparison highlights that FreshBooks is generally better for very small teams and freelancers, while QuickBooks scales more smoothly for growing businesses and more complex reporting.

Use this simplified decision approach:

• Choose FreshBooks first if you value ultra-simple invoicing, client-centric views, and straightforward time tracking.
• Choose QuickBooks first if you need robust reporting, advanced bookkeeping, or expect to grow and add more users.
• You can also run both, using one as your primary system and the other for specific tasks or legacy data.

Once you pick a primary tool, define what should always stay in sync via Zapier, such as clients, invoices, or payments.

Prepare your accounts for Zapier automation

Clean, consistent data is essential before you start building any workflows.

1. Standardize customer names and emails.

   Make sure clients look the same in both apps so automations can match them correctly.

2. Align charts of accounts where possible.

   Use similar income and expense categories so reports remain meaningful when data is synced.

3. Turn on online payments.

   Activate integrated payments in FreshBooks or QuickBooks if you plan to trigger workflows from paid invoices.

4. Review user permissions.

   Ensure the login you'll connect through Zapier has access to all needed objects (invoices, expenses, customers, and so on).

Create your Zapier account and connect apps

With your bookkeeping setup in place, you can now wire everything together inside Zapier.

1. Sign up or log in.

   Go to Zapier and create an account, or sign in if you already have one.

2. Connect FreshBooks.

   In your dashboard, click My Apps, search for FreshBooks, and connect it by granting access when prompted.

3. Connect QuickBooks.

   Repeat the process for QuickBooks Online, approving permissions from the QuickBooks side.

4. Connect other tools.

   Add any CRMs, form tools, or payment platforms you plan to use in your workflows.

Build a basic FreshBooks to QuickBooks Zapier workflow

A simple first automation is sending new FreshBooks clients into QuickBooks as customers. This reduces duplicate entry and keeps both systems aligned.

Step 1: Set up the FreshBooks trigger in Zapier

1. Click Create Zap from your Zapier dashboard.
2. Choose FreshBooks as the trigger app.
3. Select a trigger event, such as New Client or New Invoice.
4. Connect your FreshBooks account and test the trigger to pull in sample data.

Make sure the sample client or invoice includes realistic information so you can map fields accurately later.

Step 2: Add a QuickBooks action in Zapier

1. In the same Zap, click + Add action.
2. Select QuickBooks Online as the action app.
3. Choose an action like Create Customer or Create Invoice.
4. Connect your QuickBooks account if you have not already.
5. Map fields from FreshBooks to QuickBooks, such as:

• Client name → Customer display name
• Email → Primary email
• Billing address → Billing fields
• Invoice amount → Line item amount

Use required fields only at first, then expand to more advanced mappings after testing.

Step 3: Test and turn on your Zapier workflow

1. Click Test inside the Zap editor to send data to QuickBooks.
2. Confirm that the new customer or invoice appears correctly in QuickBooks.
3. Adjust any incorrect field mappings and retest.
4. Once satisfied, click Turn on Zap.

Your first workflow is now active. Every time a new client or invoice appears in FreshBooks, Zapier will automatically create or update a matching record in QuickBooks.

Build popular accounting automations with Zapier

After your initial workflow is working reliably, you can layer on additional automations for more coverage.

Sync payments between FreshBooks and QuickBooks

Use Zapier to ensure recorded payments are reflected across tools.

• Trigger on New Payment in FreshBooks.
• Find or create the matching invoice in QuickBooks.
• Apply a payment in QuickBooks with the same date and amount.

This helps keep your aging reports and revenue numbers consistent.

Automate invoice creation from other tools

If you capture leads or sales in other apps, Zapier can turn those events into invoices.

• Trigger on new deals in your CRM.
• Trigger on completed checkout sessions from your eCommerce platform.
• Trigger on signed contracts from your signature app.

Then, use FreshBooks or QuickBooks as the action app to automatically create an invoice and optionally send it to the customer.

Send notifications and summaries

You can also use Zapier to keep your team up to date:

• Post new high-value invoices to a Slack channel.
• Send daily summaries of paid invoices to your email.
• Create tasks in your project manager when invoices go overdue.

Test, secure, and maintain your Zapier automations

Automation should never compromise accuracy or compliance. Make regular checks part of your routine.

• Review logs. Check Zap run history to ensure there are no repeated errors.
• Handle duplicates. Use find-or-create actions where possible to avoid creating multiple records for the same client or invoice.
• Control access. Limit who can edit Zaps that touch financial data.
• Update when plans change. If you upgrade or switch between FreshBooks and QuickBooks plan tiers, confirm that all connected fields still exist and behave as expected.

When to get additional help with Zapier workflows

As your accounting logic becomes more complex, it may be worth getting expert support to design a scalable setup. For broader automation strategy, AI content, or technical consulting to complement what you build with Zapier, you can explore resources like Consultevo alongside Zapier's own guides.

By combining a clear choice between FreshBooks and QuickBooks with well-planned Zapier workflows, you can cut manual entry, reduce errors, and keep your financial data synchronized across the tools you rely on every day.

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