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Unify Healthcare Financials: Freshbooks & Epic Integration

Streamline billing, expense management, and patient financial data synchronization for HIPAA-compliant and efficient healthcare operations.

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The Challenge

Disconnected Financials & Fragmented Patient Data in Healthcare

Managing the intricate relationship between patient care and financial health in healthcare organizations is notoriously complex. When financial systems like Freshbooks operate in silos from Electronic Health Records (EHR) like Epic, critical data fragmentation, manual errors, and compliance risks become pervasive, hindering operational efficiency and impacting patient experience.

  • Manual data entry of patient demographics into Freshbooks for billing.
  • Delayed reconciliation of payments received in Freshbooks with patient accounts in Epic.
  • Inconsistent client (Freshbooks) and patient (Epic) data leading to discrepancies and communication errors.
  • Challenges in accurately tracking and categorizing medical-specific expenses in Freshbooks for financial reporting.
  • Slow and error-prone invoice generation from clinical services documented in Epic.
  • Lack of real-time financial visibility into healthcare service revenue and costs.
  • Significant administrative burden on staff, diverting focus from patient care.
Integration Diagram
Solution Illustration
The Solution

Seamlessly Connect Freshbooks & Epic for Intelligent Healthcare Finance

Our intelligent iPaaS solution provides the essential bridge between Freshbooks and Epic, creating a unified ecosystem for your healthcare financial and patient data. By automating complex workflows and ensuring real-time data synchronization, we empower your organization to achieve operational excellence, enhance compliance, and improve financial health.

  • Bidirectional, Real-time Data Synchronization between Freshbooks and Epic.
  • Event-Driven Workflow Automation for key financial and clinical processes.
  • Comprehensive Data Transformation and Harmonization Engine.
  • Robust Error Handling and Automated Retry Mechanisms.
  • Enterprise-Grade Security and HIPAA-Compliant Data Protection.
Implementation Timeline

Go live with Freshbooks + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Freshbooks and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Freshbooks + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Comprehensive Solution Details

  • Bidirectional, Real-time Data Synchronization between Freshbooks and Epic.
  • Event-Driven Workflow Automation for key financial and clinical processes.
  • Comprehensive Data Transformation and Harmonization Engine.
  • Robust Error Handling and Automated Retry Mechanisms.
  • Enterprise-Grade Security and HIPAA-Compliant Data Protection.
  • Centralized Monitoring and Analytics Dashboards.

Freshbooks & Epic: Technical Integration Overview

The integration leverages a modern, event-driven iPaaS architecture to facilitate secure, real-time, and bidirectional data exchange between Freshbooks and Epic. This involves robust API connectivity, intelligent data transformation, and adherence to healthcare-specific compliance standards.

Data Flow Steps

Connect to Freshbooks: Establish secure connection using OAuth 2.0, granting least-privilege access to Freshbooks APIs.

Connect to Epic: Configure secure connection to Epic's FHIR R4 APIs via 'Open Epic', utilizing OAuth 2.0 (SMART on FHIR for user context or client credential flow for system-to-system).

Define Event Triggers: Set up Freshbooks webhooks (e.g., `invoice.paid`, `client.updated`) and configure the iPaaS to listen for Epic events (e.g., via Epic's Event Listener or polling `_lastUpdated` on FHIR resources).

Design Data Flows: Visually design integration workflows in the iPaaS, specifying the source, target, and directionality of data synchronization.

Map & Transform Data: Utilize the iPaaS's visual mapping canvas and AI-assisted tools to define precise field-level mappings between Freshbooks entities (e.g., `Client`, `Invoice`) and Epic FHIR resources (e.g., `Patient`, `Encounter`, `ServiceRequest`). Implement complex transformation logic (e.g., converting LOINC codes to Freshbooks `Item` names).

Implement Error Handling & Retries: Configure robust error handling, automatic retry mechanisms with exponential backoff, and dead-letter queues for persistent failures.

Deploy & Monitor: Promote integration flows through Dev, QA, and Production environments. Continuously monitor performance, data integrity, and API health via iPaaS dashboards.

Security & Compliance: Ensure all data in transit and at rest is encrypted (TLS 1.2+, AES-256) and PHI is handled in strict adherence to HIPAA guidelines.

Data Touchpoints

Freshbooks: Client, Invoice, Expense, Payment, Item, Project, Vendor, Staff, Tax
Epic: Patient, Appointment, Encounter, ServiceRequest, Observation, Practitioner, Organization, Claim, MedicationRequest, Location

"The iPaaS acts as the central orchestration layer, connecting Freshbooks' financial APIs and webhooks with Epic's FHIR APIs and eventing system. Data flows are event-driven, transformed, validated, and securely synchronized bidirectionally, ensuring real-time consistency and compliance."

Pricing

Simple, transparent pricing for Freshbooks + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Innovative & Robust

How Middleware Integration Works

Benefits of Integrating Freshbooks

Integrating Freshbooks fosters greater efficiency and data accuracy. Automate your critical business processes to deliver consistently outstanding results.

Hover over the steps on the right to see detailed integration points.
Data Mapping

Key Data Entities & Intelligent Mapping for Freshbooks-Epic

Effective integration hinges on precise mapping and transformation of core data entities between Freshbooks and Epic. Our iPaaS provides the tools to harmonize these disparate data structures, ensuring accuracy and consistency.

Patient (Epic) <=> Client (Freshbooks)

Synchronization of demographic and contact information for individuals receiving healthcare services (Epic) and customers billed for services (Freshbooks).

Freshbooks Fields

[field, id],[description, Epic internal ID] [field, identifier (MRN, SSN)],[description, Medical Record Number, Social Security Number] [field, name.given],[description, Patient's first name] [field, name.family],[description, Patient's last name] [field, gender],[description, Patient's gender] [field, birthDate],[description, Patient's date of birth] [field, address],[description, Patient's postal address] [field, telecom (phone, email)],[description, Patient's contact information]

Epic Fields

[field, client_id],[description, Freshbooks internal ID] [field, first_name],[description, Client's first name] [field, last_name],[description, Client's last name] [field, organization],[description, Client's organization (optional for individuals)] [field, email],[description, Client's email address] [field, address],[description, Client's billing address] [field, phone_number],[description, Client's phone number] [field, external_id],[description, Custom field for Epic MRN or other identifiers]

Mapping Notes

Epic `Patient.name` maps to Freshbooks `firstname` and `lastname`. Epic `Patient.address` maps to Freshbooks `address`. Epic `identifier` (MRN) should be mapped to a custom `external_id` field in Freshbooks for cross-referencing. Bi-directional sync requires robust conflict resolution and de-duplication logic based on MRN or email.

Next Steps

See Freshbooks + Epic integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo
Real-World Applications

Integration Use Cases

Explore how the integration behaves in real business scenarios, with clearly defined steps, outcomes, and execution patterns.

Automated Patient Billing from Epic Encounters

Streamline the patient billing process by automatically generating Freshbooks invoices upon the completion of a patient encounter or service request in Epic. This ensures timely and accurate billing, reducing manual effort and accelerating the revenue cycle.

Integration Steps:

  1. 0 A `Patient` `Encounter` in Epic is marked as 'completed' or a `ServiceRequest` is finalized.
  2. 1 The iPaaS detects this event via Epic's FHIR APIs or Event Listener.
  3. 2 Relevant `Patient` demographics, `ServiceRequest` details (e.g., CPT codes), and `Practitioner` information are extracted from Epic.
  4. 3 The iPaaS transforms these clinical codes into Freshbooks `Item` line items, applying predefined pricing rules and tax calculations.
  5. 4 A new `Invoice` is automatically created in Freshbooks, linked to the corresponding `Client` (synchronized `Patient` record).

Business Outcome

Significant reduction in billing errors, faster invoice delivery, improved cash flow, and decreased administrative overhead.

Frequency

Real-time, event-driven

Business Value

Key Integration Benefits

Discover the strategic advantages and business value of seamless integration between your systems.

Accelerated Revenue Cycle & Cash Flow
Automate invoice generation from Epic encounters and streamline payment reconciliation in Freshbooks, drastically reducing days sales outstanding (DSO) and improving cash flow.
Enhanced Data Accuracy & Consistency
Ensure real-time, bidirectional synchronization of patient and client data, eliminating manual errors, duplicate entries, and data discrepancies across financial and clinical systems.
Improved Operational Efficiency
Automate tedious manual tasks like billing, expense tracking, and data entry, freeing up administrative and clinical staff to focus on higher-value activities and patient care.
Robust HIPAA & Financial Compliance
Implement secure, auditable data flows that comply with HIPAA, GDPR, and other financial regulations, minimizing compliance risks and safeguarding Protected Health Information (PHI).
Real-time Financial Visibility
Gain immediate insights into your healthcare organization's financial performance by linking service delivery in Epic directly to revenue and expense tracking in Freshbooks.
Reduced Administrative Burden
By automating cross-system data management, the integration significantly decreases the workload on administrative staff, allowing them to optimize workflows and improve productivity.
Faster Time-to-Value with Low-Code
Leverage a low-code iPaaS platform to rapidly design, deploy, and modify Freshbooks-Epic integrations, realizing benefits much faster than traditional coding methods.
✨

Accelerated Revenue Cycle & Cash Flow

20-30% Reduction in DSO

📋 What You Get

Automate invoice generation from Epic encounters and streamline payment reconciliation in Freshbooks, drastically reducing days sales outstanding (DSO) and improving cash flow.

💼 Business Impact

This benefit directly contributes to 20-30% improvement in Reduction in DSO, enabling your team to focus on high-value strategic initiatives.

Implementation Timeline

Go live with Freshbooks + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Freshbooks and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Freshbooks + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
GET, POST, PUT, DELETE /v1/clients Manage client records for synchronization with Epic Patient data.
GET, POST, PUT, DELETE /v1/invoices Create and manage invoices based on Epic Encounters/ServiceRequests.
GET, POST /v1/payments Record and retrieve payment details for Epic Claim reconciliation.
GET, POST, PUT, DELETE /v1/expenses Manage expense entries for operational cost tracking.
GET, POST, PUT, DELETE /v1/time_entries Record time spent for service billing (e.g., consultations).
GET, POST, PUT, DELETE /v1/items Manage products/services for populating invoice line items.
GET, POST, PUT, DELETE /v1/projects Manage project details, potentially linking to Epic initiatives.
GET /v1/staff Retrieve staff information for expense/time entry attribution.
GET, POST, PUT, DELETE /v1/vendors Manage vendor details for expense categorization.
GET /v1/taxes Retrieve tax rates for invoice calculations.

⚡ Transformation Logic

  • Code Translation: Convert Epic's standardized clinical codes (e.g., LOINC, SNOMED CT, CPT) to Freshbooks `Item` names/descriptions and associated pricing.
  • Address Formatting: Standardize address formats between Epic and Freshbooks to ensure consistency.
  • Name Splitting/Concatenation: Handle variations in name fields (e.g., Epic `name.given` + `name.family` to Freshbooks `firstname` + `lastname`).
  • Date/Time Conversion: Ensure consistent date and time formats across systems.
  • Currency Conversion: If applicable, convert currency values, although both systems typically operate in a single currency.
  • Data Aggregation: Consolidate multiple Epic `ServiceRequests` or `Observations` from a single `Encounter` into a single Freshbooks `Invoice` with multiple `line_items`.
  • PHI Masking/Anonymization: Implement rules to mask or anonymize sensitive PHI fields if they are not required or permitted in Freshbooks, ensuring HIPAA compliance.

🛡️ Error Handling

  • API rate limit exceeded on Freshbooks or Epic.
  • Invalid data format or missing required fields during transformation.
  • Authentication token expiry or invalid credentials.
  • Network connectivity issues between iPaaS and either system.
  • Business logic errors (e.g., incorrect pricing calculation).
  • Duplicate record creation due to race conditions or incorrect matching logic.
  • Data validation failures (e.g., invalid email, non-numeric amount).
Pricing

Simple, transparent pricing for Freshbooks + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Support & Information

Frequently Asked Questions

Common questions about integration implementation, security, and best practices.

General Integration FAQs

▸ Why integrate Freshbooks, a financial tool, with Epic, an EHR?
Integrating Freshbooks with Epic is crucial for healthcare organizations to bridge the gap between clinical operations and financial management. It automates patient billing, streamlines expense tracking, ensures consistent patient/client data, and accelerates the revenue cycle, all while maintaining HIPAA compliance. This eliminates manual data entry, reduces errors, and provides real-time financial visibility.

Security & Compliance FAQs

▸ How does this integration ensure HIPAA compliance for patient data?
Our iPaaS is designed with 'privacy by design' principles and is HIPAA-compliant. This involves end-to-end encryption (TLS 1.2+ for data in transit, AES-256 for data at rest), strict OAuth 2.0 access controls with least privilege, comprehensive audit trails, and data masking for non-production environments. We also sign Business Associate Agreements (BAAs) to ensure proper handling of PHI.

Workflow Automation FAQs

▸ Can I automate billing for specific medical services documented in Epic?
Absolutely. A core use case is automating invoice generation. When an `Encounter` in Epic is completed or a `ServiceRequest` is finalized, the iPaaS can extract details like service codes (e.g., CPT), patient information, and practitioner data. It then transforms this into Freshbooks `Item` line items, applies pricing rules, and automatically creates a detailed `Invoice` in Freshbooks, significantly reducing manual billing.

Data Flow FAQs

▸ What kind of financial data from Freshbooks can be synchronized back to Epic?
While Freshbooks is primarily a financial system, key financial data can be synchronized back to Epic for revenue cycle management. This includes updating `Claim` statuses in Epic when a `Payment` is received and reconciled in Freshbooks. Additionally, aggregated expense data from Freshbooks could be used to inform cost centers or financial dimensions within Epic for reporting purposes.

Integration Details FAQs

▸ How does the iPaaS handle data mapping between Freshbooks' financial terms and Epic's FHIR resources?
Our iPaaS utilizes a visual, drag-and-drop mapping canvas that allows you to define precise field-level transformations. It can map Freshbooks entities like `Client`, `Invoice`, and `Item` to Epic FHIR resources such as `Patient`, `Encounter`, and `ServiceRequest`. AI-assisted mapping suggests optimal connections, translates clinical codes (e.g., LOINC, CPT) to Freshbooks service descriptions, and helps apply complex business logic for accurate data harmonization.

AI Enhancements FAQs

▸ What are the benefits of using an AI-augmented iPaaS for Freshbooks-Epic integration?
AI augmentation brings intelligent capabilities beyond basic automation. It includes automated categorization of expenses, intelligent mapping suggestions for new fields, anomaly detection for billing errors or unusual transactions, predictive insights for cash flow, and smart routing for exception handling. This reduces manual effort, improves data quality, enhances security, and enables proactive financial and operational management.

Performance FAQs

▸ How are API rate limits managed for both Freshbooks and Epic?
Our iPaaS automatically manages API rate limits for both Freshbooks and Epic. It employs strategies like intelligent queuing of requests, exponential backoff for retries, and batching multiple operations into single API calls where supported. This ensures that your integrations operate smoothly without hitting rate limits, maintaining continuous data flow and system stability.

Customization FAQs

▸ Can custom fields in Epic or Freshbooks be mapped?
Yes, our iPaaS offers extensive customization capabilities. You can map custom fields created in Freshbooks (e.g., an 'Epic MRN' field on the Client entity) to Epic's standard fields or FHIR extensions. Conversely, custom extensions on Epic FHIR resources can be mapped to Freshbooks' standard or custom fields, ensuring flexibility for your unique data requirements and workflows.
Implementation Timeline

Go live with Freshbooks + Epic in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Freshbooks and Epic, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Freshbooks + Epic deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Pricing

Simple, transparent pricing for Freshbooks + Epic.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Next Steps

See Freshbooks + Epic integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo