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Freshbooks + Epicor Kinetic Integration

Clarity Connect™ integrates Freshbooks with Epicor Kinetic, 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 Kinetic 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 Kinetic.

  • Sync custom fields defined in Freshbooks for Clients, Invoices, and Expenses to corresponding custom fields in Epicor Kinetic Customers, AR Invoices, and GL Journal Entries.
  • Map Freshbooks `project_id` to a custom Project/Job field in Kinetic for enhanced cost tracking.
Implementation Timeline

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

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

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

Comprehensive Solution Details

  • Sync custom fields defined in Freshbooks for Clients, Invoices, and Expenses to corresponding custom fields in Epicor Kinetic Customers, AR Invoices, and GL Journal Entries.
  • Map Freshbooks `project_id` to a custom Project/Job field in Kinetic for enhanced cost tracking.

Robust Integration Architecture: iPaaS for Freshbooks & Epicor Kinetic

The recommended integration architecture centers around a modern, enterprise-grade iPaaS (Integration Platform as a Service) to facilitate secure, scalable, and resilient data exchange between Freshbooks and Epicor Kinetic. This approach ensures loose coupling, centralizes management, and leverages cloud-native capabilities.

Data Flow Steps

Event-Driven Architecture: Prioritize webhooks from Freshbooks and event streams from Kinetic for real-time updates, minimizing polling.

Canonical Data Model: Use an intermediate data structure to harmonize data between systems, simplifying complex transformations.

Idempotent Operations: Design integration logic to prevent duplicate data creation if retries occur, especially for POST/PUT operations.

Publish-Subscribe: For broader data distribution or complex event processing, an internal message queue/event bus can be used within the iPaaS.

Data Touchpoints

Freshbooks API Connector (iPaaS)
Epicor Kinetic API Connector (iPaaS)
iPaaS Workflow Engine (for orchestration, transformation, logic)
Data Mapping & Transformation Engine (within iPaaS)
Event Listener/Webhook Management (within iPaaS)
Error Handling & Retry Queue (within iPaaS)
Monitoring & Alerting Dashboard (iPaaS)
Secret Management Service (for API credentials)

"A central iPaaS platform connects Freshbooks and Epicor Kinetic. Webhooks from Freshbooks trigger workflows in the iPaaS. The iPaaS handles data transformation, validation, and API calls to Kinetic. Bi-directional syncs involve webhooks/events from Kinetic back to the iPaaS, then to Freshbooks. All communication is encrypted (HTTPS/TLS)."

Pricing

Simple, transparent pricing for Freshbooks + Epicor Kinetic.

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

Synchronizing customer master data is fundamental to ensure consistent client records across billing and ERP systems.

Freshbooks Fields

[field, client_id],[description, Unique identifier for the client in Freshbooks.] [field, first_name],[description, Client's first name.] [field, last_name],[description, Client's last name.] [field, email],[description, Client's primary email address.] [field, organization],[description, Client's company name.] [field, address],[description, Billing/mailing address components.] [field, phone_number],[description, Client's contact phone number.]

Epicor Kinetic Fields

[field, CustNum (PK)],[description, Primary key for customer in Kinetic.] [field, CustID (Unique ID)],[description, User-defined unique customer ID.] [field, Name],[description, Customer's company name.] [field, Address],[description, Customer's address components.] [field, ContactName],[description, Primary contact person's name.] [field, PhoneNum],[description, Customer's primary phone number.] [field, EmailAddress],[description, Customer's primary email address.] [field, CreditLimit],[description, Customer's credit limit in Kinetic.]

Mapping Notes

Freshbooks 'Client' maps to Epicor Kinetic 'Customer'. A unique identifier (e.g., email or a custom external ID field) is crucial for matching and preventing duplicates. Address fields require careful parsing and mapping to Kinetic's structured address components. Freshbooks `organization` typically maps to Kinetic `Name`. Individual `firstname`/`lastname` might map to a `ContactName` or be stored in a separate contact record in Kinetic.

Next Steps

See Freshbooks + Epicor Kinetic 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.

Freshbooks Invoice to Epicor Kinetic AR & GL Automation

Automatically transfer Freshbooks invoices (once paid or approved) directly into Epicor Kinetic as Accounts Receivable (AR) Invoices and corresponding General Ledger (GL) entries. This ensures accurate revenue recognition and streamlines the financial close process.

Integration Steps:

  1. 0 New or Paid Invoice event triggered in Freshbooks (webhook).
  2. 1 iPaaS extracts Invoice and Client data from Freshbooks.
  3. 2 iPaaS maps Freshbooks Invoice data to Epicor Kinetic AR Invoice and GL Journal Entry schema.
  4. 3 AI-driven validation ensures data integrity (e.g., correct GL accounts, balanced debits/credits).
  5. 4 AR Invoice and associated GL Journal Entry created in Epicor Kinetic.
  6. 5 Confirmation and error logs updated in iPaaS dashboard.

Business Outcome

Reduced manual data entry, accelerated invoice reconciliation, real-time revenue recognition, improved financial reporting accuracy.

Frequency

Real-time (event-driven)

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose

⚡ Transformation Logic

  • Freshbooks Client `organization` to Epicor Kinetic `Customer.Name`.
  • Freshbooks Client `firstname` + `lastname` to Epicor Kinetic `Customer.ContactName`.
  • Freshbooks `address` components parsed and mapped to Epicor Kinetic `Customer.Address1`, `City`, `State`, `Zip`.
  • Freshbooks `invoice_id` mapped to a custom `ExternalInvoiceID` field in Epicor Kinetic `ARInvoice` for traceability.
  • Freshbooks `line_items` mapped to Epicor Kinetic `ARInvoice.InvoiceLine` by matching Freshbooks `Item` to Kinetic `Part` and assigning corresponding `GLAccount`.
  • Freshbooks `expense.category_id` mapped to specific Epicor Kinetic `GLJournalEntry.GLAccount` via a lookup table.
  • Freshbooks `payment.amount` applied to Epicor Kinetic `ARInvoice` to update outstanding balance and create GL entries for cash.

🛡️ Error Handling

  • Freshbooks Client missing mandatory fields for Epicor Kinetic Customer creation.
  • Epicor Kinetic API rate limit exceeded during bulk invoice creation.
  • Mismatch in item/part numbers between Freshbooks invoice line items and Kinetic inventory.
  • GL account not found in Epicor Kinetic for a Freshbooks expense category.
  • Network connectivity issues between iPaaS and either Freshbooks or Epicor Kinetic APIs.
Support & Information

Frequently Asked Questions

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

General Integration FAQs

▸ Why should I integrate Freshbooks with Epicor Kinetic?
Integrating Freshbooks with Epicor Kinetic eliminates manual data entry, reduces errors, and provides real-time financial visibility. It automates critical workflows like invoice processing, client synchronization, and expense posting, ensuring your billing and ERP systems are always in sync for faster financial closes and improved decision-making.

Data Synchronization FAQs

▸ What kind of data can be synchronized between Freshbooks and Epicor Kinetic?
The integration supports synchronization of key entities including Clients (Freshbooks) to Customers (Kinetic), Invoices (Freshbooks) to AR Invoices (Kinetic), Payments (Freshbooks) to AR Invoice reconciliation (Kinetic), Expenses (Freshbooks) to GL Journal Entries or AP Invoices (Kinetic), and potentially Items/Parts and Vendors.

iPaaS Capabilities FAQs

▸ How does an iPaaS facilitate this integration beyond basic connectors?
An iPaaS offers a centralized, scalable, and flexible framework for deep integration. It provides visual drag-and-drop mapping, complex data transformation capabilities, robust error handling, monitoring, and governance. It also supports event-driven architectures and AI augmentation for intelligent automation, going far beyond simple point-to-point connections.

Synchronization FAQs

▸ Is the Freshbooks to Epicor Kinetic integration real-time?
Yes, by leveraging Freshbooks webhooks and Epicor Kinetic's event-driven architecture, critical workflows like invoice creation, payment reconciliation, and client updates can be designed for near real-time synchronization. This ensures data consistency and immediate action across both systems.

AI Enhancements FAQs

▸ How does AI enhance Freshbooks and Epicor Kinetic integrations?
AI augmentation brings intelligent capabilities such as automated data validation, anomaly detection for suspicious transactions, intelligent mapping suggestions for complex fields, predictive insights for cash flow, and smart routing for exception handling. This reduces manual effort, improves data quality, and enables proactive financial management.

Technical FAQs

▸ How are API rate limits managed for both Freshbooks and Epicor Kinetic?
Our iPaaS implements strategies like exponential backoff for retries, intelligent queuing of requests, and batching operations where supported by the APIs. Designing workflows to be event-driven rather than excessively polling also significantly reduces API call volume, ensuring smooth operation within rate limits.

Security & Compliance FAQs

▸ What security measures are in place for the integration?
Data security is paramount. We adhere to best practices including OAuth 2.0 with the principle of least privilege, ensuring all data in transit is encrypted via HTTPS/TLS 1.2+, leveraging iPaaS platforms with data encryption at rest, and adhering to compliance standards like GDPR and PCI DSS. Regular security audits and strict access controls are also in place.

Customization FAQs

▸ Can I customize the integration to fit my specific business rules?
Absolutely. Our low-code/no-code iPaaS platform provides a visual interface and a powerful rules engine, allowing you to easily define custom fields, conditional logic, and unique transformation rules without extensive coding. You can tailor the integration to match your exact business processes and workflows.
Pricing

Simple, transparent pricing for Freshbooks + Epicor Kinetic.

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 Kinetic 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