Accounting
In betaFreshBooks integration for print shops
PrinterFlo sends your invoices to FreshBooks with every line item, the order discount and your sales tax, and adds the customer as a FreshBooks client, so the job you quoted is the invoice in your books. Connect it from Settings in about a minute. It's in beta while the FreshBooks App Store listing is reviewed; any PrinterFlo shop can connect it today.
What the FreshBooks integration does
- → Invoices go to FreshBooks line by line, so a ten-line sign job isn't typed in twice.
- → The customer is matched to an existing FreshBooks client by email or business name, or added once.
- → Taxable lines carry the FreshBooks tax you pick; tax-exempt orders go across with no tax, exactly as you billed them.
- → An order discount goes across as its own line, so the FreshBooks total matches PrinterFlo's to the cent.
- → If FreshBooks would total an invoice differently from PrinterFlo (say the wrong tax is picked), it isn't sent, and the invoice tells you why.
- → Void an invoice in PrinterFlo and its FreshBooks copy is deleted, so the two never quietly disagree.
How it works
- 1
Connect FreshBooks
Settings → Integrations → FreshBooks → Connect to FreshBooks. You sign in at FreshBooks and approve; PrinterFlo never sees your FreshBooks password, and you can disconnect from the same card.
- 2
Pick your sales tax once
Choose which of your FreshBooks taxes applies to taxable lines, or say you charge no sales tax. Until you choose, invoices with taxable lines wait rather than guess.
- 3
Invoice as normal
New invoices go to FreshBooks when you create them, and any invoice has a Sync to FreshBooks button. They arrive as drafts, with the client, every line and the tax. Edit the order later and the FreshBooks invoice is updated too.
Best for
Sign, print and wide-format shops that keep their books in FreshBooks and are tired of retyping every job into it.
FreshBooks integration — FAQ
Does PrinterFlo integrate with FreshBooks?
Yes. You connect your FreshBooks business from Settings, and your invoices go to FreshBooks with their line items, discount and sales tax, with the customer added as a FreshBooks client. It's in beta while the FreshBooks App Store listing is reviewed; any shop can connect it from Settings today.
What exactly syncs to FreshBooks?
Invoices and the clients on them, one way, from PrinterFlo into FreshBooks. Each invoice carries its PrinterFlo number with a PF- prefix (invoice 1042 becomes PF-1042, so it never clashes with numbers you already use in FreshBooks), every line at its total, the order discount as its own line, and your chosen tax on taxable lines. It arrives in FreshBooks as a draft, so you decide when FreshBooks sends it.
Do payments sync to FreshBooks?
Not at the moment. Payments are recorded in PrinterFlo; in FreshBooks you mark the invoice paid the way you do today. Only the invoice and the client go across.
What happens if I change an order after its invoice has synced?
The FreshBooks invoice is updated to match. If it has already been paid in FreshBooks, or deleted there, PrinterFlo leaves it alone and tells you, rather than rewriting your books behind your back.
What happens when I void an invoice?
Its FreshBooks copy is deleted. FreshBooks keeps deleted invoices in its deleted list, so your bookkeeper can still see or restore it. An invoice already paid in FreshBooks isn't deleted; PrinterFlo tells you to remove the payment there first.
How is sales tax handled?
You pick one of your FreshBooks taxes for taxable lines, or tell PrinterFlo you charge no sales tax. Tax-exempt orders go across with no tax. If FreshBooks would come to a different total than PrinterFlo, the invoice isn't sent and it says why, so a wrong rate never slips into your books.
Will it create duplicate clients in FreshBooks?
No. PrinterFlo looks for an existing FreshBooks client by email, then by business name, and only adds one if there's no match.
What if a sync fails?
The invoice shows the reason with a Retry button. Nothing is dropped in silence.
Can I disconnect FreshBooks later?
Yes, from the same Settings card. Invoices already in FreshBooks stay there; disconnecting only stops future syncing.
Pricing
FreshBooks is included in PrinterFlo: $179 USD per month per shop, unlimited users, every integration included. 14-day free trial: card required, nothing charged until the 14 days are up. See pricing
Run your shop on PrinterFlo — with FreshBooks built in
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