Setup:

  • Follow this guide on getting your Payaca account setup with Zapier and adding a trigger

Requirements:

  • Zapier subscription: Multi chain zap is required for Freshbooks as Freshbooks invoices require existing Freshbook clients, so a "Find" action is needed

Create a Zap using Freshbooks:

1. Add Action

2. Choose App & Event

  • App: "Freshbooks New"

  • Action Event: "Find Customer"

3. Choose Account

  • Log in to your Payaca account

4. Customize Customer

  • Account: Your connected freshbooks account

  • Search Field: "Email"

  • Search Value: Payaca "Customer Email"

  • Enable "Create FreshBooks New client if it doesn't exist yet?"

  • Email: Payaca "Customer Email"

  • First Name: Payaca "Customer Name"

5. Send Data

  • Test & continue

6. Add Action

7. Choose App & Event

  • App: "Freshbooks New"

  • Action Event: "Create Customer"

8. Choose Account

  • Use existing connected Freshbooks account

9. Customize Invoice

  • Account: Your connected Freshbooks account

  • Client: Freshbooks "Client Id" (from previous action)

  • Days Due From Issue: Payaca "Days Due From Issue"

  • Line Items: (These are specifically switched because “Name” is a required field in Freshbooks, whereas it is not in Payaca and “Description” is a required field in Payaca and not in Freshbooks)
    - Line Item Description: Payaca "Line Items Name"
    - Line Item Name: Payaca "Line Items Description"
    - Line Item Quantity: Payaca "Line Items Quantity"
    - Line Item Tax1 Name: Payaca "Line Items Tax Name"
    - Line Item Tax1 Percent: Payaca "Line Items Vat Percentage"
    - Line Item Unit Cost: Payaca "Line Items Price Inc Markup"
    - Discount Amount: Payaca "Job Discount Percentage"
    - Invoice Number: Payaca "Invoice Reference"

  • Discount Amount: Payaca "Job Discount Percentage"

  • Invoice Number: Payaca "Invoice Reference"

5. Send Data

  • Test & continue

6. Turn Zap on!

7. Test it out

  • Send an invoice in Payaca and check that an identical invoice is created in Freshbooks

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