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Freshbooks + Epicor Integration

Clarity Connect™ integrates Freshbooks with Epicor, automating business processes and data sharing. This robust integration connects your critical business systems to automate order processing, inventory management, and customer data synchronization.

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The Challenge

Connecting with Clarity Connect™

Clarity Connect™ links Freshbooks and Epicor through automation and data sharing. Integrating these platforms benefits businesses by streamlining processes and connecting front-end and back-end systems.

Considerations when connecting these applications include security, performance, and physical access. We support both SaaS (Cloud) and On-Premises connection types.

Integration Diagram
Solution Illustration
The Solution

Seamless Integration

Our middleware platform ensures robust and reliable data transfer between Freshbooks and Epicor.

  • Freshbooks: Support for custom fields on Clients, Invoices, Expenses, Projects, and Items. These can be seamlessly mapped to Epicor's UD (User Defined) fields or custom properties.
  • Epicor: Extensive support for User Defined Fields (UDFs) across most entities (Customer, SalesOrder, Part, Invoice, JobHead). The iPaaS can read from and write to these UDFs.
Implementation Timeline

Go live with Freshbooks + Epicor 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 Epicor, 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 + Epicor deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

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

Comprehensive Solution Details

  • Freshbooks: Support for custom fields on Clients, Invoices, Expenses, Projects, and Items. These can be seamlessly mapped to Epicor's UD (User Defined) fields or custom properties.
  • Epicor: Extensive support for User Defined Fields (UDFs) across most entities (Customer, SalesOrder, Part, Invoice, JobHead). The iPaaS can read from and write to these UDFs.

Robust Integration Architecture for Freshbooks & Epicor

Our recommended architecture for Freshbooks and Epicor integration is built on a modern, API-first, event-driven iPaaS platform. This ensures high availability, scalability, and security, while providing a flexible framework for evolving business needs.

Data Flow Steps

Event-Driven Architecture: Prioritize Freshbooks webhooks and Epicor BPMs for real-time updates.

Canonical Data Model: Define a common data model within the iPaaS for key entities (Customer, Invoice) to simplify transformations.

Idempotent Operations: Design integrations to prevent duplicate data creation on retries.

Micro-integrations: Break down complex workflows into smaller, manageable, and independently deployable flows.

Centralized Error Handling: All errors are routed through a unified iPaaS error management framework.

Data Touchpoints

iPaaS Platform: Central integration engine for connectivity, mapping, transformation, orchestration, monitoring, and governance.
Freshbooks Connectors: Pre-built, optimized connectors for Freshbooks API (OAuth 2.0).
Epicor Connectors: Pre-built, optimized connectors for Epicor Kinetic REST APIs (OData v2, OAuth 2.0).
Webhook Listeners: For real-time event capture from Freshbooks.
API Polling Mechanisms: For Epicor or Freshbooks endpoints where webhooks are not feasible, optimized for performance.
Data Transformation Engine: Visual drag-and-drop mapping, scripting for complex logic.
Error Handling & Retry Subsystem: Dead-letter queues, automatic retries, alerts.
Monitoring & Analytics Dashboards: Real-time visibility into integration health and performance.
AI Co-pilot: For intelligent mapping, validation, anomaly detection, and workflow generation.

"The architecture features the iPaaS as the central hub, connecting Freshbooks and Epicor. Freshbooks leverages webhooks to push real-time events to the iPaaS. Epicor's BPMs can trigger events or the iPaaS can poll Epicor APIs for changes. Data flows through the iPaaS's transformation and validation engines before being written to the target system. Monitoring and alerting components provide continuous oversight."

Pricing

Simple, transparent pricing for Freshbooks + Epicor.

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

Data Entity Mapping

Explore how data flows between systems with intelligent field mapping and transformation logic.

Client / Customer

Synchronizes customer master data, ensuring consistent records for billing, sales, and financial reporting across both systems.

Freshbooks Fields

client_id first_name last_name email organization address phone_number

Epicor Fields

CustNum CustID Name Address1 City State Zip Country ContactName PhoneNum EmailAddress

Mapping Notes

Map `Freshbooks.client_id` to a custom field in Epicor's `Customer` for cross-referencing, or use `email` or `organization` name for matching. Ensure address fields are harmonized. Consider `Freshbooks.organization` mapping to Epicor's `Name`.

Next Steps

See Freshbooks + Epicor 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 Invoice & Payment Reconciliation

Streamline the entire invoice-to-cash process by automatically syncing Freshbooks invoices and received payments to Epicor's Accounts Receivable and Cash Receipts, ensuring accurate financial records and faster reconciliation.

Integration Steps:

  1. 0 New invoice created/updated in Freshbooks (e.g., for consulting services).
  2. 1 iPaaS captures Freshbooks invoice event via webhook.
  3. 2 iPaaS transforms Freshbooks Invoice data into Epicor AR Invoice format.
  4. 3 Epicor AR Invoice is automatically created, linked to the corresponding customer.
  5. 4 Payment received against Freshbooks invoice triggers an event.
  6. 5 iPaaS creates a Cash Receipt in Epicor, reconciling the payment.

Business Outcome

Reduced manual data entry, accelerated cash flow, improved AR accuracy, real-time financial reporting.

Frequency

Real-time (event-driven)

Implementation Timeline

Go live with Freshbooks + Epicor 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 Epicor, 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 + Epicor 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 (create, retrieve, update, delete) for synchronization with Epicor Customer.
GET, POST, PUT, DELETE /v1/invoices Create, retrieve, update, and manage invoices, crucial for pushing service invoices to Epicor AR.
GET, POST /v1/payments Record and retrieve payment details against invoices, essential for payment gateway reconciliation with Epicor Cash Receipts.
GET, POST, PUT, DELETE /v1/expenses Manage expense entries for integration with Epicor GL or AP.
GET, POST, PUT, DELETE /v1/time_entries Record and retrieve time entries for project billing and integration with Epicor LaborDtl.
GET, POST, PUT, DELETE /v1/projects Manage project details, linking with external project management tools and Epicor JobHead.
GET, POST, PUT, DELETE /v1/items Manage products and services, used for populating invoice line items from eCommerce or service catalogs and syncing with Epicor Parts.

⚡ Transformation Logic

  • Field Mapping: Direct one-to-one, one-to-many, and many-to-one field mappings.
  • Data Type Conversion: E.g., String to Decimal, Date format conversions (YYYY-MM-DD to Epicor's internal format).
  • Value Lookups: Translate Freshbooks `categoryid` to `Epicor.GLAccount` or `Freshbooks.clientid` to `Epicor.CustNum` using cross-reference tables.
  • Conditional Logic: Apply transformations based on data values (e.g., if Freshbooks `status` is 'paid', set Epicor `ARInvoice.Posted` to true).
  • Concatenation/Splitting: Combine first/last names, split addresses.
  • Default Values: Assign default values for missing fields in the target system.
  • Currency Conversion: Real-time or batch currency conversion for multi-currency operations.

🛡️ Error Handling

  • Freshbooks API rate limit exceeded.
  • Epicor API validation errors (e.g., invalid CustNum, missing required field).
  • Network connectivity issues between iPaaS and either system.
  • Data type mismatches during transformation.
  • Duplicate record creation due to race conditions in bi-directional syncs.
  • Unmapped fields causing data loss.
Pricing

Simple, transparent pricing for Freshbooks + Epicor.

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.

Data Sync FAQs

▸ What kind of data can be synchronized between Freshbooks and Epicor?
Our integration solution enables the synchronization of a wide range of critical data, including Freshbooks Invoices to Epicor AR Invoices, Freshbooks Clients to Epicor Customers, Freshbooks Expenses to Epicor GL/AP, Freshbooks Payments to Epicor Cash Receipts, and even Freshbooks Time Entries/Projects to Epicor LaborDtl/JobHead for comprehensive project costing. This ensures a unified view across financial and operational systems.

iPaaS Benefits FAQs

▸ How does an iPaaS improve Freshbooks Epicor integration beyond basic connectors?
While both Freshbooks and Epicor have APIs, an iPaaS provides a centralized, scalable, and flexible framework. It offers advanced features like visual drag-and-drop mapping, complex data transformation, robust error handling with AI assistance, comprehensive monitoring, and the ability to orchestrate multi-step workflows across many systems. This goes far beyond simple point-to-point connections, ensuring data integrity and business process automation.

Workflow Automation FAQs

▸ Can I automate invoice generation in Epicor based on Freshbooks data?
Yes, absolutely. Upon a new invoice being created or a project milestone achieved in Freshbooks, the iPaaS can extract relevant invoice details, transform them to Epicor's AR Invoice format, and automatically create a new AR Invoice in Epicor. This streamlines your billing process and ensures accurate revenue recognition across your ERP.

Error Handling FAQs

▸ How do I handle data discrepancies or errors during Freshbooks Epicor integrations?
Our iPaaS provides comprehensive error handling, including automatic retries for transient errors, dead-letter queues for persistent failures, and configurable alerts (email, Slack). Furthermore, AI-driven anomaly detection can identify and suggest fixes for common data validation errors, minimizing manual intervention and ensuring data integrity.

Security FAQs

▸ What are the security considerations for Freshbooks Epicor integrations?
Security is paramount. We implement OAuth 2.0 with least privilege access for API authentication, ensure all data in transit is encrypted via HTTPS/TLS, and leverage iPaaS platforms with data encryption at rest. We also adhere to compliance standards like GDPR, CCPA, and PCI DSS where applicable, providing robust audit trails and secure credential management.

Customization FAQs

▸ Does this integration support custom fields in Freshbooks and Epicor?
Yes, our solution fully supports custom fields in both Freshbooks and Epicor. You can easily map Freshbooks custom fields to Epicor's User Defined Fields (UDFs) or other custom properties using the iPaaS's visual mapping canvas, ensuring all relevant business-specific data is synchronized.

AI Enhancements FAQs

▸ How does AI enhance Freshbooks Epicor integrations?
AI augmentation brings intelligent capabilities such as automated categorization of Freshbooks expenses to Epicor GL accounts, intelligent mapping suggestions for complex fields, anomaly detection for suspicious transactions, and smart routing for exception handling. This reduces manual effort, improves data quality, and enables proactive financial management.

Use Cases FAQs

▸ Can I connect Freshbooks project time to Epicor job costing?
Yes, this is a powerful use case. Freshbooks Time Entries and Projects can be integrated with Epicor's JobHead and LaborDtl entities. This allows you to track billable service hours from Freshbooks against specific Epicor jobs or projects, providing a consolidated view of labor costs and overall project profitability within your ERP.
Implementation Timeline

Go live with Freshbooks + Epicor 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 Epicor, 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 + Epicor 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 + Epicor.

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 + Epicor 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