What Gmail data does Well pull into Freshbooks?

Well watches Gmail for attachments matching the configured invoice and receipt filters, extracts invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers, and forwards the structured output to Freshbooks as expenses (or bills on the Select plan) via email-in, with merchant, total, and tax populated, with the original email message ID stored on every record for audit.

How often does Gmail data sync to Freshbooks?

Gmail pushes events to Well in real time via webhooks, so most records land within a minute of the underlying action. Each event is matched immediately and reaches Freshbooks within a confidence window: above 85% it posts, 55-85% queues for review, below 55% is refused.

Will every Gmail record post to Freshbooks automatically?

Not always. Within seconds of Gmail firing the event, Well scores the record on field completeness, counterparty strength, and policy fit. Above the 85% default auto-link threshold Well forwards the reconciled document to your Freshbooks email-in address and Freshbooks drafts the record from it for you to confirm. Between 55% and 85% the record waits in the review queue with the alternative matches ranked. Below the 55% default review threshold the record is refused and the candidate list kept so you can pin the right entry by hand.

What happens to historical Gmail data when I first connect to Freshbooks?

Gmail exposes the last full year through its API on a connected account. The window Well actually pulls is configurable from the integration settings page; each record is matched against your existing Freshbooks ledger, and re-running the backfill is safe because Well tracks the Gmail record IDs and updates existing Freshbooks entries instead of duplicating them.

Does Well handle multi-currency records between Gmail and Freshbooks?

Gmail carries the original transaction currency on every record and Freshbooks natively ledgers in multiple currencies. Well preserves the original amount, applies your Freshbooks chart-of-accounts conversion rules at posting time, and both the source and converted amounts ride on the document Well forwards to Freshbooks, so the Freshbooks entry you post keeps both sides of the trade.

How does Well authenticate with Gmail and Freshbooks?

Gmail runs a manual OAuth 2.0 flow that you approve inside Gmail; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Freshbooks email-in address once it clears the matching threshold; Freshbooks creates the draft record from it and you confirm and post it. Well holds no write credential to Freshbooks. Tokens are encrypted at rest and in transit under TLS 1.3. Gmail and Freshbooks together cover multiple regions; Well's storage region is configured per workspace.

Gmail to Freshbooks

AvailableNative · GmailNative · Freshbooks

Connect Gmail to FreshBooks with Well

Stop forwarding PDFs manually to your accountant: Gmail invoices reach Freshbooks parsed, vendor-resolved, and ready for one-click sign-off per closing window.

Connect both toolsView all integrations

Gmail

Source

The Gmail integration turns your inbox into an automated invoice capture flow.

Freshbooks

Target

The FreshBooks connection delivers extracted documents into FreshBooks through its email-in address.

Why this pair

Suppliers send invoices as PDF attachments to your inbox; FreshBooks accepts structured bills with vendor records and category codes applied.

Connecting Gmail to FreshBooks through Well reads each emailed invoice, extracts vendor, amount, line items, and tax, then drafts a FreshBooks bill with the PDF attached and the category resolved against the vendor's history. Gmail pushes new message events to Well via Pub/Sub; FreshBooks creates the bill (Select plan) or expense from the PDF Well forwards, vendor and category resolved by FreshBooks' OCR.

What Well does between Gmail and Freshbooks

One-way: Gmail into Well into Freshbooks
Sync mode: Real-time webhooks
Events arrive within a minute

Trigger from Gmail

5 events · pick one

Well engine·recipe·When an invoice PDF arrives as an attachment

Source

from email · live webhook

WeWork France

via Gmail

Invoice

When an invoice PDF arrives as an attachment

INV-2026-04-100 · 22 Apr 2026€1,284.00

Extract

6 fields read from Gmail

6 fields read

VendorWeWork France
Invoice numberINV-2026-04-100
Issue date22 Apr 2026
Total€1,284.00
Tax€256.80

Enrich

against your historical record graph

5 fields added

Legal entityWeWork France
Tax idFR48818717128
Domainwework.com
Ledger account6132 · Co-working

Confidence97%

<55% refused55–85% review≥85% auto-posts

Post

post as expenses and bills

Create a bill in FreshBooks (Select plan)

auto-posted

posted

TypeBill
VendorWeWork France
Amount€1,284.00
Ledger6132 · Co-working
Source docattached
Confidence97%

audit linkto Freshbooks

Action in Freshbooks

1 compatible with this trigger

Create a bill in FreshBooks (Select plan)

What Well does with Gmail invoices on the way to Freshbooks.

01Featured

Capture supplier invoices from email

Well watches Gmail for attachments matching invoice patterns, extracts amount, VAT, supplier, and due date in Well, then forwards the PDF to Freshbooks's email-in inbox. The original message ID stays on the document so the audit trail traces from Freshbooks back to the email that delivered the invoice.

Deduplicate forwarded receipts

Forwarded copies of the same receipt are caught by counterparty-plus-amount matching inside Well before delivery. If two team members forward the same supplier invoice from Gmail on the same day, Well keeps the first copy as canonical and tags the second as a duplicate so Freshbooks only receives one document.

Route personal-card vs supplier receipts

Receipts arriving in Gmail from employee personal cards are kept on the expense-reimbursement path inside Well, while supplier invoices route to the supplier-bill path. The category is decided from the sender domain plus the invoice format, so the right document type lands at Freshbooks rather than a mixed pile.

Catch missing attachments before delivery

If an Gmail invoice references a credit memo or a delivery note that did not arrive, Well flags the missing attachment inside its own queue and holds delivery until you forward the supporting document. Documents reaching Freshbooks always carry their supporting paperwork.

10 signals and actions across Gmail and Freshbooks

When an email attachment is processed by Well
Pulls from your Gmail inbox. Receipts, invoices, statements: any PDF attachment is read and captured into your records.
Trigger·Document
When an email arrives from a sender domain not yet in your vendor list
Pulls from your Gmail inbox. Well prepares a new vendor record from the email and document headers for your confirmation.
Trigger·Invoice
When an email arrives from a sender domain already in your vendor list
Pulls from your Gmail inbox. The vendor is matched against your existing company records.
Trigger·Invoice
When an email with an invoice attachment is received
Pulls from your Gmail inbox. Well picks up any received email with a PDF attachment; forwarded headers are recovered automatically.
Trigger·Invoice
When an invoice PDF arrives as an attachment
Pulls from your Gmail inbox. Picks up emails matching has:attachment filename:pdf and runs the document through extraction.
Trigger·Invoice
When an email with a bill attachment is processed by Well
Pulls from your Gmail inbox. Well's AI extracts the bill from the attached PDF and matches the vendor against your existing records.
Trigger·Invoice
Create an expense in FreshBooks
Driven by emailed invoices, receipts, and notifications. Well forwards the receipt PDF to your FreshBooks email-in address; FreshBooks creates an expense with merchant, total, and tax populated.
Action·Transaction
Resolve a FreshBooks merchant from the receipt
Driven by emailed invoices, receipts, and notifications. FreshBooks reads the merchant name off the forwarded receipt and matches it on the expense (or bill). You confirm or correct the merchant on first sight.
Action·Company
Attach the receipt to the FreshBooks record
Driven by emailed invoices, receipts, and notifications. The forwarded PDF is stored on the expense or bill as the source.
Action·Document

Reference

Field mapping for Gmail → Freshbooks

10 fields across 2 record types, open to see the full table.

Invoice fields

7 fields flow from Gmail into Freshbooks.

Gmail field	Label		Freshbooks field	Label
extracted.invoice_number	Invoice number	→	invoice_number	Invoice number
extracted.issue_date	Issue date	→	create_date	Issue date
extracted.due_date	Due date	→	due_date	Due date
extracted.total	Total	→	amount	Total
extracted.subtotal	Subtotal	→	subtotal	Subtotal
extracted.tax	Tax	→	vat_amount	Tax total
extracted.currency	Currency	→	currency_code	Currency

Company fields

3 fields flow from Gmail into Freshbooks.

Gmail field	Label		Freshbooks field	Label
extracted.vendor_name	Vendor name	→	organization	Client name
extracted.vendor_tax_id	Vendor tax id	→	vat_number	Tax id
email.from	Sender email	→	email	Email

Connect Gmail and Freshbooks in three steps.

1
Connect Gmail
Click Connect with Google; Google asks which mailbox to scope and returns a refresh token and authorise read access to invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers. Access tokens are exchanged and refreshed automatically before they expire, and the grant is revocable from your Google Workspace.
- AuthConnect
2
Map your accounts
Well discovers the Gmail attachments matching your invoice pattern (invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers) and the the FreshBooks expense or bill queue. Tune the parsing prompt once on the first ten records; Well saves the mapping and applies it to every subsequent attachment above 85% confidence.
- Auto-post above85% confidence
- Overridemanual anytime
3
Connect Freshbooks
Click Connect with FreshBooks; FreshBooks asks for the account to authorise and returns a refresh token and authorise read-only discovery of your existing records so Well can match against them when forwarding documents. Access tokens are exchanged and refreshed automatically before they expire, and the grant is revocable from your FreshBooks.
- AuthConnect
- First syncup to an hour

How Gmail and Freshbooks stay secure with Well

Well calls Gmail with an OAuth 2.0 token scoped to read-only access. Gmail's consent screen lists the scopes before you approve; access tokens are exchanged and refreshed automatically before they expire. Well's storage region is configured per workspace regardless of where Gmail and Freshbooks host theirs.

OAuth 2.0Storage region per workspaceGDPR-aligned

Scopes Well requests

Read Gmail records
Scoped to invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers. No access to anything else in your Gmail account.
granted
Deliver documents to your Freshbooks inbox
Well forwards the extracted document to your Freshbooks email-in address; Freshbooks reads expenses (or bills on the Select plan) via email-in, with merchant, total, and tax populated from it and you review and post. No write credential to Freshbooks is requested.
granted
Modify or delete Gmail records
Not granted. Gmail is read-only on Well's side; the source of truth never moves.
refused
Read other workspaces' data
Encryption keys are per-workspace; another tenant's records are inaccessible by design.
refused

Disconnect any time from Well settings or Gmail’s admin panel.

Frequently asked questions about Gmail and Freshbooks on Well

01What Gmail data does Well pull into Freshbooks?: Well watches Gmail for attachments matching the configured invoice and receipt filters, extracts invoice and receipt PDFs from email attachments, plus the sender, subject, and date headers, and forwards the structured output to Freshbooks as expenses (or bills on the Select plan) via email-in, with merchant, total, and tax populated, with the original email message ID stored on every record for audit.
02How often does Gmail data sync to Freshbooks?: Gmail pushes events to Well in real time via webhooks, so most records land within a minute of the underlying action. Each event is matched immediately and reaches Freshbooks within a confidence window: above 85% it posts, 55-85% queues for review, below 55% is refused.
03Will every Gmail record post to Freshbooks automatically?: Not always. Within seconds of Gmail firing the event, Well scores the record on field completeness, counterparty strength, and policy fit. Above the 85% default auto-link threshold Well forwards the reconciled document to your Freshbooks email-in address and Freshbooks drafts the record from it for you to confirm. Between 55% and 85% the record waits in the review queue with the alternative matches ranked. Below the 55% default review threshold the record is refused and the candidate list kept so you can pin the right entry by hand.
04What happens to historical Gmail data when I first connect to Freshbooks?: Gmail exposes the last full year through its API on a connected account. The window Well actually pulls is configurable from the integration settings page; each record is matched against your existing Freshbooks ledger, and re-running the backfill is safe because Well tracks the Gmail record IDs and updates existing Freshbooks entries instead of duplicating them.
05Does Well handle multi-currency records between Gmail and Freshbooks?: Gmail carries the original transaction currency on every record and Freshbooks natively ledgers in multiple currencies. Well preserves the original amount, applies your Freshbooks chart-of-accounts conversion rules at posting time, and both the source and converted amounts ride on the document Well forwards to Freshbooks, so the Freshbooks entry you post keeps both sides of the trade.
06How does Well authenticate with Gmail and Freshbooks?: Gmail runs a manual OAuth 2.0 flow that you approve inside Gmail; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Freshbooks email-in address once it clears the matching threshold; Freshbooks creates the draft record from it and you confirm and post it. Well holds no write credential to Freshbooks. Tokens are encrypted at rest and in transit under TLS 1.3. Gmail and Freshbooks together cover multiple regions; Well's storage region is configured per workspace.