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Unify Billing & ERP: Seamless Freshbooks Epicor E9 Integration

Automate financial workflows, ensure data accuracy, and accelerate your financial close by connecting Freshbooks with Epicor E9 using our intelligent iPaaS.

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The Challenge

The Disconnect: Why Manual Freshbooks & Epicor E9 Operations Fall Short

Managing client billing and project expenses in Freshbooks while maintaining core financial and operational data in Epicor E9 often leads to frustrating inefficiencies, data discrepancies, and delayed insights. This operational divide creates a significant drag on productivity and financial accuracy.

  • Manual Data Entry & Reconciliation: Re-keying Freshbooks invoices, expenses, and client data into Epicor E9 is time-consuming, error-prone, and delays financial reporting.
  • Inconsistent Client & Vendor Data: Discrepancies in customer and vendor records between systems lead to billing errors, communication issues, and compliance risks.
  • Delayed Financial Close: The need for manual reconciliation of payments and expenses extends the financial close cycle, impacting agility and decision-making.
  • Lack of Real-time Visibility: Without integrated data, finance teams lack a consolidated, real-time view of project profitability, cash flow, and overall financial health.
  • Operational Bottlenecks: Manual processes create chokepoints in expense reimbursement, invoice processing, and revenue recognition workflows.
  • Compliance & Audit Risks: Inconsistent data and unstandardized processes increase the risk of audit failures and compliance issues related to financial reporting.
Integration Diagram
Solution Illustration
The Solution

The Unified Solution: Intelligent Integration for Freshbooks & Epicor E9

Our intelligent iPaaS provides a comprehensive, low-code solution to seamlessly connect Freshbooks with Epicor E9. By automating data synchronization and orchestrating complex workflows, we eliminate manual effort, ensure data accuracy, and deliver real-time financial transparency across your organization.

  • Bi-directional Client/Customer Sync
  • Automated Freshbooks Invoice to Epicor E9 AR Posting
  • Streamlined Freshbooks Expense to Epicor E9 AP Integration
  • Real-time Payment Reconciliation
  • Project & Item Master Data Alignment
Implementation Timeline

Go live with Freshbooks + Epicor E9 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 E9, 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 E9 deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

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

Comprehensive Solution Details

  • Bi-directional Client/Customer Sync
  • Automated Freshbooks Invoice to Epicor E9 AR Posting
  • Streamlined Freshbooks Expense to Epicor E9 AP Integration
  • Real-time Payment Reconciliation
  • Project & Item Master Data Alignment
  • Event-driven Workflow Automation

Freshbooks & Epicor E9 Integration: Technical Deep Dive

Our iPaaS provides a robust, secure, and scalable framework for connecting Freshbooks and Epicor E9. We leverage the strengths of each system's API capabilities to create seamless, intelligent workflows that drive operational excellence.

Data Flow Steps

Establish Secure Connections: Utilize Freshbooks' OAuth 2.0 and Epicor E9's Service Connect/API authentication methods with dedicated service accounts.

Define Event Triggers: Configure webhooks in Freshbooks (e.g., `invoice.created`, `expense.approved`, `client.updated`) and Epicor E9 event listeners or database triggers for changes in `Sales Order`, `Customer`, `Part`, or `Inventory`.

Design Data Flows: Visually construct multi-step workflows using the iPaaS's low-code designer, specifying the sequence of operations between systems.

Map & Transform Data: Employ the iPaaS's data mapping canvas to define field-level transformations, data harmonization rules, and conditional logic. AI-assisted mapping accelerates this process.

Implement Business Logic: Embed custom business rules within the iPaaS workflow to handle specific requirements (e.g., tax calculations, GL account determination, currency conversion).

Error Handling & Monitoring: Configure comprehensive error handling, automatic retries, dead-letter queues, and real-time alerts for any integration failures.

Deploy & Scale: Deploy the validated integration workflows across Dev, QA, and Production environments, leveraging the iPaaS's cloud-native scalability.

Data Touchpoints

Freshbooks: Invoice, Client, Expense, Payment, Time Entry, Item, Project, Vendor, Tax, Staff
Epicor E9: Customer, Sales Order, Part / Product, Inventory, Purchase Order, Invoice (AR/AP), Payment, General Ledger (GL) Entry, Vendor, Shipment, Employee

"The integration architecture typically follows a hub-and-spoke model, with the iPaaS acting as the central hub. Freshbooks events (e.g., new invoice, approved expense, client update) trigger workflows in the iPaaS. The iPaaS then extracts, transforms, and validates this data before pushing it to Epicor E9 via its APIs (e.g., creating an AR Invoice, updating a Customer, posting an AP Invoice). Conversely, Epicor E9 updates (e.g., customer changes, inventory levels) can trigger workflows to update Freshbooks. Real-time communication is prioritized via webhooks, with scheduled syncs for bulk or less time-sensitive data."

Pricing

Simple, transparent pricing for Freshbooks + Epicor E9.

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 Entities & Intelligent Mapping between Freshbooks & Epicor E9

Effective integration hinges on precise mapping of core business entities. Our iPaaS provides a visual, AI-assisted canvas to define transformations, ensuring data integrity and consistency across Freshbooks and Epicor E9.

Client / Customer

Synchronizing customer master data is fundamental to consistent billing and financial reporting. Freshbooks 'Client' records are mapped to Epicor E9 'Customer' records.

Freshbooks Fields

client_id (PK) first_name last_name organization email address phone_number

Epicor E9 Fields

CustNum (PK) Name Address1 City State Zip Country PhoneNum EmailAddress TermsCode CreditLimit

Mapping Notes

A unique external ID from Freshbooks should be stored in a custom field in Epicor E9's Customer record (and vice versa) for reliable bi-directional matching. Address fields require careful concatenation/splitting. 'TermsCode' and 'CreditLimit' are typically master-managed in Epicor E9.

Next Steps

See Freshbooks + Epicor E9 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 Project Billing & Revenue Recognition

Seamlessly transfer approved time entries and project expenses from Freshbooks to generate accurate invoices, which are then automatically posted as AR Invoices in Epicor E9, ensuring timely revenue recognition.

Integration Steps:

  1. 0 Freshbooks: Time Entry and Expense records are approved for a project.
  2. 1 Freshbooks: An invoice is generated for the client based on these approved entries.
  3. 2 iPaaS Trigger: A Freshbooks webhook signals a new 'Invoice Created' event.
  4. 3 iPaaS Data Transformation: Invoice details (Client, Line Items, Amount, Due Date) are extracted from Freshbooks and mapped to Epicor E9's 'AR Invoice' structure, including GL account distribution.
  5. 4 Epicor E9 Action: A new AR Invoice is created, updating the 'Customer' balance and impacting the 'General Ledger'.
  6. 5 iPaaS Confirmation: Status updates (e.g., 'Paid') from Freshbooks are pushed to Epicor E9 to reconcile 'Payment' records.

Business Outcome

Accelerated billing cycles, accurate revenue recognition, reduced manual reconciliation, improved cash flow.

Frequency

Real-time for invoice creation and payment updates; configurable for batch GL postings.

Business Value

Key Integration Benefits

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

Accelerate Financial Close by 30%
Automate invoice posting, payment reconciliation, and expense processing between Freshbooks and Epicor E9, significantly reducing manual effort and speeding up month-end close cycles.
Improve Data Accuracy by 99%
Eliminate manual data entry errors and ensure consistent, real-time synchronization of client, invoice, and expense data, leading to more reliable financial statements and reports.
Reduce Manual Effort by 50%
Automate routine tasks like invoice creation, client updates, and expense posting, freeing up your finance and project teams to focus on strategic initiatives.
Gain Real-time Financial Visibility
Access a consolidated view of your financial data, from project profitability in Freshbooks to general ledger entries in Epicor E9, enabling faster, more informed decision-making.
Enhance Compliance & Audit Readiness
Maintain a clear audit trail and ensure data consistency across systems, simplifying compliance with financial regulations and reducing audit preparation time.
Boost Operational Efficiency
Streamline end-to-end financial processes, from client onboarding and project billing to expense management and vendor payments, driving overall business efficiency.
✨

Accelerate Financial Close by 30%

30% Faster Close

📋 What You Get

Automate invoice posting, payment reconciliation, and expense processing between Freshbooks and Epicor E9, significantly reducing manual effort and speeding up month-end close cycles.

💼 Business Impact

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

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 CRM sync.
GET, POST, PUT, DELETE /v1/invoices Create, retrieve, update invoices for AR posting.
GET, POST /v1/payments Record and retrieve payment details for reconciliation.
GET, POST, PUT, DELETE /v1/expenses Manage expense entries for AP integration.
GET, POST, PUT, DELETE /v1/time_entries Record and retrieve time entries for project billing.
GET, POST, PUT, DELETE /v1/items Manage products/services for invoice line items.

⚡ Transformation Logic

  • Field Concatenation: Combine Freshbooks `firstname` and `lastname` into Epicor E9 `Name`.
  • Lookup Tables: Map Freshbooks `category_id` to Epicor E9 `GL Account` using a configurable lookup table.
  • Conditional Logic: If Freshbooks `Invoice.status` is 'Paid', trigger Epicor E9 `Payment` creation. If `Client.organization` is empty, use `firstname` + `lastname` for `Customer.Name`.
  • Data Type Conversion: Convert Freshbooks date strings to Epicor E9's required date format.
  • Currency Conversion: Apply exchange rates if transactions occur in multiple currencies.
  • Value Mapping: Transform Freshbooks `status` values (e.g., 'draft', 'sent', 'paid') to Epicor E9 equivalents.

🛡️ Error Handling

  • Freshbooks API rate limit exceeded: Handled by exponential backoff and queuing.
  • Epicor E9 business object validation failure: Specific error message captured, transaction moved to dead-letter queue.
  • Data mapping error (e.g., missing mandatory field): Alert triggered, transaction paused for manual correction.
  • Network connectivity issues between iPaaS and either system: Automatic retries with increasing delays.
  • Duplicate record creation: Detected by pre-validation logic, existing record updated instead or flagged for merge.
Support & Information

Frequently Asked Questions

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

Data Synchronization FAQs

▸ What kind of data can be synchronized between Freshbooks and Epicor E9?
Our integration enables comprehensive data synchronization, including Freshbooks Invoices to Epicor E9 AR Invoices, Freshbooks Clients to Epicor E9 Customers, Freshbooks Expenses to Epicor E9 AP Invoices or GL Entries, and Freshbooks Payments to Epicor E9 Cash Receipts. We can also integrate project and item master data.
▸ Is bi-directional synchronization supported for Freshbooks clients and Epicor E9 customers?
Yes, bi-directional synchronization is a core capability. New clients created in Freshbooks can populate Epicor E9's customer master, and updates to customer records in Epicor E9 can flow back to Freshbooks, ensuring both systems always have the most current and consistent client information.

Technical FAQs

▸ How does the iPaaS handle Freshbooks API rate limits and Epicor E9 performance?
Our iPaaS is designed with built-in intelligence to manage API rate limits. For Freshbooks, it employs exponential backoff and intelligent queuing. For Epicor E9, which is sensitive to transaction volume, the iPaaS optimizes API calls through batch processing and efficient queries, minimizing load and ensuring smooth operation without performance degradation.

Low-Code/No-Code FAQs

▸ Can I use low-code tools to customize the Freshbooks Epicor E9 integration?
Absolutely. Our iPaaS features a powerful low-code/no-code visual designer. This allows business analysts and finance teams to easily customize field mappings, define complex business rules, and design new workflows using drag-and-drop functionality, significantly reducing reliance on developers and accelerating deployment.

Security & Compliance FAQs

▸ What are the security measures for integrating Freshbooks and Epicor E9 financial data?
Security is paramount. We utilize OAuth 2.0 for Freshbooks, encrypt all credentials, enforce TLS 1.2+ for data in transit, and encrypt data at rest within the iPaaS. Role-Based Access Control, audit trails, and compliance with standards like GDPR, CCPA, and PCI DSS (for payment data) ensure your financial data is always protected.

AI Capabilities FAQs

▸ How does AI enhance Freshbooks and Epicor E9 integration workflows?
AI significantly enhances integration by providing intelligent mapping suggestions, automating data validation, detecting anomalies (e.g., unusual expenses), and offering predictive insights. It can also assist with smart error resolution, reducing manual intervention and improving overall data quality and efficiency.

Error Handling FAQs

▸ How do you handle errors or failed transactions during the integration?
Our iPaaS offers robust error handling. This includes automatic retries for transient errors, dead-letter queues for persistent failures, and configurable alerts (email, Slack) to notify relevant teams. AI-driven analysis helps identify root causes and suggests resolutions, ensuring no critical financial data is lost.

ROI & Implementation FAQs

▸ What is the typical time-to-value for this integration?
Thanks to our low-code/no-code platform and pre-built connectors, initial integration workflows between Freshbooks and Epicor E9 can often be designed, tested, and deployed within weeks, allowing you to start realizing ROI and efficiency gains very quickly.
Pricing

Simple, transparent pricing for Freshbooks + Epicor E9.

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

Connect™ Plan

Clarity Connect

$599 /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 E9 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