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Unify Billing & ERP: Seamless Freshbooks & Epicor P21 Integration

Automate financial workflows, synchronize client and invoice data, and achieve real-time accuracy across your Freshbooks and Epicor P21 systems with an intelligent iPaaS.

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The Challenge

The Disconnect Between Modern Billing and Enterprise ERP

Businesses often struggle to reconcile the agile, client-focused operations in Freshbooks with the robust, enterprise-grade accounting and inventory management in Epicor P21. This creates a chasm of manual data entry, reconciliation nightmares, and delayed financial insights.

  • Manual transfer of Freshbooks invoices to Epicor P21's Accounts Receivable.
  • Discrepancies in client/customer records between Freshbooks and P21.
  • Delayed or inaccurate posting of payments from Freshbooks to P21 cash receipts.
  • Inefficient expense categorization and posting from Freshbooks to P21's General Ledger.
  • Lack of real-time visibility into consolidated financial performance.
  • Increased risk of human error in data transcription and reconciliation.
Integration Diagram
Solution Illustration
The Solution

Automated Financial Harmony: Freshbooks & Epicor P21 Integration via iPaaS

Our intelligent iPaaS solution seamlessly connects Freshbooks and Epicor P21, transforming disjointed financial operations into a unified, automated ecosystem. By leveraging API-first, event-driven architecture and AI-powered capabilities, we ensure your billing, payments, expenses, and core ERP data are always in sync, accurate, and actionable.

  • Bi-directional Client/Customer Synchronization
  • Automated Freshbooks Invoice to P21 AR Posting
  • Real-time Payment Reconciliation to P21 Cash Receipts
  • Streamlined Freshbooks Expense to P21 GL Entry
  • Low-Code/No-Code Workflow Design
Implementation Timeline

Go live with Freshbooks + Epicor P21 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 P21, 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 P21 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 Synchronization
  • Automated Freshbooks Invoice to P21 AR Posting
  • Real-time Payment Reconciliation to P21 Cash Receipts
  • Streamlined Freshbooks Expense to P21 GL Entry
  • Low-Code/No-Code Workflow Design
  • AI-Powered Data Mapping & Validation
  • Centralized Monitoring & Error Handling

Technical Integration Details: Freshbooks & Epicor P21

This integration is engineered for robust, scalable, and secure data exchange between Freshbooks and Epicor P21, leveraging modern API capabilities and an intelligent iPaaS platform. It focuses on event-driven real-time synchronization where possible, complemented by scheduled batch processing for less time-sensitive data.

Data Flow Steps

System Connection: Secure OAuth 2.0 connection for Freshbooks; REST API/Service Connect for Epicor P21.

Event Listener/Polling: Configure webhooks for Freshbooks (e.g., `invoice.created`, `payment.created`, `client.updated`) and smart polling/event listeners for P21 (or use Service Connect events).

Data Extraction: Retrieve relevant entity data from the source system based on triggers.

Data Transformation & Harmonization: Apply schema mapping, data cleansing, and business rules (e.g., currency conversion, category mapping) using the iPaaS's visual designer.

Data Validation: Pre-validate transformed data against target system (P21) rules and data types, utilizing AI for anomaly detection.

Data Loading: Push validated data to the target system via its respective API endpoint.

Error Handling & Logging: Log all transactions, manage retries for transient errors, and route persistent errors to dead-letter queues with alerts.

Status Updates/Confirmation: Optionally update the source system or log success/failure messages.

Data Touchpoints

Freshbooks Invoices <-> P21 AR Invoices
Freshbooks Payments <-> P21 Cash Receipts
Freshbooks Clients <-> P21 Customers
Freshbooks Expenses <-> P21 GL Transactions
Freshbooks Items <-> P21 Inventory Items (optional for product billing)

"Freshbooks (Event/Data) --> iPaaS (Extract, Transform, Validate, Orchestrate) --> Epicor P21 (API Call/Data Load) --> (Optional) Freshbooks (Status Update)"

Pricing

Simple, transparent pricing for Freshbooks + Epicor P21.

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 Data Mapping

Seamless data flow between Freshbooks and Epicor P21 relies on precise mapping and transformation of core business entities. Our iPaaS provides visual, AI-assisted tools to define these critical connections.

Client (Freshbooks) / Customer (Epicor P21)

Synchronization of customer master data ensures consistent records for billing, sales, and accounting across both systems.

Freshbooks Fields

client_id first_name last_name email organization address phone_number

Epicor P21 Fields

CustomerID CustomerName Address1 City State Zip PhoneNum Email TaxExempt TermsCode

Mapping Notes

Map Freshbooks `clientid` to `CustomerID` (or an external ID field in P21). Use `organization` for `CustomerName` if B2B, or `firstname` + `last_name` for B2C. Ensure address fields are broken down correctly. `Email` is a common unique identifier for deduplication.

Next Steps

See Freshbooks + Epicor P21 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 Freshbooks Invoice to P21 Accounts Receivable & GL Posting

When an invoice is issued or marked as 'Sent' in Freshbooks (e.g., for services rendered, project billing, or a subscription), this workflow automatically creates a corresponding Accounts Receivable Invoice in Epicor P21 and posts the relevant entries to the General Ledger.

Integration Steps:

  1. 0 Freshbooks webhook triggers on 'Invoice Created' or 'Invoice Updated' (status 'Sent').
  2. 1 iPaaS retrieves Invoice and associated Client details from Freshbooks.
  3. 2 Data transformation maps Freshbooks invoice line items to P21's AR invoice structure and applies GL account mapping based on Freshbooks Item/Category.
  4. 3 iPaaS checks for existing P21 Customer; creates new if not found, or updates if necessary.
  5. 4 A new AR Invoice is created in Epicor P21 via its API, linking to the correct Customer and GL accounts.
  6. 5 Confirmation status is updated in Freshbooks or logged in the iPaaS.

Business Outcome

Real-time revenue recognition in P21, accurate AR tracking, reduced manual invoice entry, and faster financial reporting.

Frequency

Real-time (event-driven)

Business Value

Key Integration Benefits

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

Accelerated Financial Close
Automate the transfer of invoices, payments, and expenses, drastically cutting down manual reconciliation time and enabling faster month-end close processes.
Enhanced Data Accuracy
Eliminate manual data entry errors and ensure consistent, real-time data across Freshbooks and Epicor P21, improving the reliability of financial reports.
Streamlined Cash Flow Management
Synchronize payments received in Freshbooks directly to P21's cash receipts, providing an up-to-date view of accounts receivable and improving cash flow forecasting.
Unified Client & Customer Data
Maintain a single source of truth for client and customer information, preventing duplicates and ensuring sales, service, and finance teams have consistent data.
Reduced Operational Costs
Minimize the need for manual data entry, reconciliation, and error correction, leading to significant savings in labor costs and increased productivity.
Improved Compliance & Auditability
Automated, logged transactions provide clear audit trails, ensuring adherence to financial regulations and simplifying audit processes.
✨

Accelerated Financial Close

30% Faster Close

📋 What You Get

Automate the transfer of invoices, payments, and expenses, drastically cutting down manual reconciliation time and enabling faster month-end close processes.

💼 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 synchronization with Epicor P21 customer master.
GET, POST, PUT, DELETE /v1/invoices Create, retrieve, update, and manage invoices, crucial for pushing AR to P21.
GET, POST /v1/payments Record and retrieve payment details against invoices, essential for P21 cash receipt reconciliation.
GET, POST, PUT, DELETE /v1/expenses Manage expense entries for integration with P21 General Ledger.
GET, POST, PUT, DELETE /v1/items Manage products and services, used for populating invoice line items and mapping to P21 GL accounts.
GET /v1/vendors Retrieve vendor information for expense integration with P21.

⚡ Transformation Logic

  • Client/Customer: Harmonize address formats, concatenate names, apply default `TermsCode` for new P21 Customers.
  • Invoice/AR Invoice: Map Freshbooks `line_items` to P21 `InvoiceLineItems`, applying specific P21 `GLAccount` mappings based on Freshbooks `Item` or `Category`.
  • Payment/Cash Receipt: Standardize `PaymentMethod` codes, map Freshbooks `transaction_id` to P21 `ReferenceNum`.
  • Expense/GL Transaction: Map Freshbooks `category_id` to appropriate P21 `GLAccount` (e.g., `Travel Expense`, `Office Supplies`).

🛡️ Error Handling

  • Freshbooks Client not found in P21 when posting an invoice.
  • Invalid GL Account mapping for an expense category.
  • P21 API rate limit exceeded during a bulk update.
  • Network timeout during data transfer.
  • Data validation failure (e.g., negative invoice amount).
Support & Information

Frequently Asked Questions

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

Benefits FAQs

▸ What are the primary benefits of integrating Freshbooks with Epicor P21?
The core benefits include automating the invoice-to-cash cycle, synchronizing client and customer master data, streamlining expense management to your GL, reducing manual data entry and errors, and accelerating your financial close process, leading to a unified view of your financial operations.

iPaaS FAQs

▸ How does an iPaaS facilitate Freshbooks and Epicor P21 integration?
A modern iPaaS provides a centralized, low-code platform with pre-built connectors for both Freshbooks and P21. It enables visual workflow design, AI-assisted data mapping and transformation, robust error handling, real-time monitoring, and secure, scalable data exchange, going far beyond basic point-to-point connections.

Data Sync FAQs

▸ Can I synchronize Freshbooks client data with Epicor P21 customer records?
Absolutely. This is a critical integration use case. Our iPaaS allows for bi-directional synchronization of client and customer data, ensuring that new clients created in Freshbooks are automatically added to P21, and updates in either system are reflected across both, maintaining a single source of truth.

AI FAQs

▸ How does AI enhance the Freshbooks and Epicor P21 integration?
AI augments the integration by suggesting optimal field mappings, detecting anomalies in financial transactions (like unusual expenses or payments), pre-validating data against P21's business rules, and even offering smart resolutions for common integration errors. This reduces manual effort and improves data quality.

Workflows FAQs

▸ What happens when an invoice is paid in Freshbooks? How does P21 get updated?
When a payment is recorded or an invoice is marked as 'paid' in Freshbooks, a webhook triggers an event in the iPaaS. The iPaaS then retrieves the payment details, maps them to Epicor P21's Cash Receipt entity, and automatically posts the payment to the corresponding AR Invoice in P21, ensuring real-time reconciliation.
▸ How are Freshbooks expenses mapped to Epicor P21's General Ledger?
Approved expenses in Freshbooks are automatically extracted by the iPaaS. The platform uses predefined transformation rules, often assisted by AI, to map Freshbooks expense categories (e.g., 'Travel', 'Office Supplies') to the appropriate General Ledger accounts in Epicor P21. This automates GL posting and ensures accurate cost tracking.

Security FAQs

▸ What are the security considerations for this integration?
Security is paramount. We employ OAuth 2.0 for authentication, enforce HTTPS/TLS 1.2+ encryption for all data in transit, ensure data encryption at rest within the iPaaS, and adhere to least-privilege access principles. Compliance with regulations like GDPR, CCPA, and PCI DSS is also a core focus.

Customization FAQs

▸ Can this integration handle custom fields in Freshbooks and Epicor P21?
Yes, the iPaaS is highly flexible. It supports the synchronization of custom fields from Freshbooks to corresponding custom or user-defined fields in Epicor P21. You can easily map these fields using the low-code visual interface, extending standard workflows to meet your unique business requirements.
Pricing

Simple, transparent pricing for Freshbooks + Epicor P21.

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 P21 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