What QuickBooks data does Well pull into Freshbooks?

Well polls the QuickBooks API on a fixed cadence and pulls bills, customers, and tax codes polled hourly from QuickBooks Online. Well resolves and scores each counterparty, then writes expenses (or bills on the Select plan) via email-in, with merchant, total, and tax populated into Freshbooks with the original QuickBooks record ID kept on the entry.

Will every QuickBooks record post to Freshbooks automatically?

Not always. On the next hourly pull from QuickBooks, 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.

How does Well match QuickBooks records to entries in Freshbooks?

Well scores every candidate match between QuickBooks records and existing Freshbooks entries on counterparty name, amount, date proximity, currency, and reference. Above 85% the record links to the historical entry and Freshbooks updates; between 55% and 85% the candidates are queued for sign-off; below 55% the record stays open with the candidate list available.

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

QuickBooks exposes seven years of accounting history 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 QuickBooks record IDs and updates existing Freshbooks entries instead of duplicating them.

Can I customise which QuickBooks fields are sent to Freshbooks?

The default mapping covers every QuickBooks field your Freshbooks chart of accounts accepts (counterparty, amount, currency, reference, tax). From the integration settings page you can override mappings field-by-field, attach computed values from your connected data (GL code, project tag, tax bucket), or ignore fields Freshbooks does not need. Custom mappings are versioned and apply only to records reconciled after the change, so anything you have already reviewed and posted in Freshbooks is left exactly as it stands.

How does Well authenticate with QuickBooks and Freshbooks?

QuickBooks runs a manual OAuth 2.0 flow that you approve inside QuickBooks; 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. QuickBooks and Freshbooks together cover multiple regions; Well's storage region is configured per workspace.

QuickBooks to Freshbooks

AvailableNative · QuickBooksNative · Freshbooks

Connect QuickBooks to Freshbooks with Well

Move QuickBooks bills and customers through Well and into Freshbooks as expenses and bills, with the audit trail kept on every record.

Connect both toolsView all integrations

QuickBooks

Source

The QuickBooks connection delivers documents into QuickBooks Online through its @qbodocs.

Freshbooks

Target

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

Why this pair

Connect QuickBooks to Freshbooks through Well so records flow without manual rework.

What Well does between QuickBooks and Freshbooks

One-way: QuickBooks into Well into Freshbooks
Sync mode: Polling every 60 minutes
Up to 24 syncs/day

Trigger from QuickBooks

5 events · pick one

Well engine·recipe·When a QuickBooks bill is read

Source

from upload · hourly poll

WeWork France

via QuickBooks

Bill

When a QuickBooks bill is read

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

Extract

6 fields read from QuickBooks

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

2 compatible with this trigger

Create a bill in FreshBooks (Select plan)Resolve a FreshBooks merchant from the receipt

12 signals and actions across QuickBooks and Freshbooks

When a QuickBooks payment is read
Reads the payment recorded against a QuickBooks invoice or bill with method and amount.
Trigger·Payment method
When a QuickBooks bill is read
Pulls QuickBooks bills with vendor, due date, line items, totals, and tax code on the hourly poll.
Trigger·Invoice
When a QuickBooks customer is read
Reads QuickBooks customer and vendor records with name, billing address, and tax registration to match against your companies.
Trigger·Company
When a QuickBooks credit memo is read
Captures QuickBooks credit memos with customer, totals, and tax so refunds reconcile against the original invoice.
Trigger·Invoice
When a QuickBooks attachment is read
Picks up the source document attached to a QuickBooks bill or invoice.
Trigger·Document
When a QuickBooks account is read
Pulls bank-type accounts from the QuickBooks chart of accounts with currency and account number.
Trigger·Account
When a QuickBooks purchase order is read
Pulls QuickBooks purchase orders with vendor, line items, and totals to match against the arriving bill.
Trigger·Invoice
When a QuickBooks sales invoice is read
Captures QuickBooks sales invoices with customer, amount, currency, and reference for reconciliation.
Trigger·Invoice
Create an expense in FreshBooks
Well forwards the receipt PDF to your FreshBooks email-in address; FreshBooks creates an expense with merchant, total, and tax populated.
Action·Transaction

Reference

Field mapping for QuickBooks → Freshbooks

15 fields across 3 record types, open to see the full table.

Invoice fields

7 fields flow from QuickBooks into Freshbooks.

QuickBooks field	Label		Freshbooks field	Label
Bill.TotalAmt.total	Total	→	amount	Total
Bill.CurrencyRef.currency	Currency	→	currency_code	Currency
Bill.TxnDate.date	Bill date	→	create_date	Issue date
Bill.DueDate.due_date	Due date	→	due_date	Due date
Bill.DocNumber.invoice_number	Doc number	→	invoice_number	Invoice number
Bill.TxnTaxDetail.tax	Tax	→	vat_amount	Tax total
Bill.Id.id	QuickBooks id	→	external_id	External id

Transaction fields

5 fields flow from QuickBooks into Freshbooks.

QuickBooks field	Label		Freshbooks field	Label
Purchase.TotalAmt.amount	Amount	→	amount	Amount
Purchase.CurrencyRef.currency	Currency	→	currency_code	Currency
Purchase.TxnDate.created	Transaction date	→	date	Transaction date
Purchase.PrivateNote.description	Memo	→	note	Description
Purchase.Id.id	Purchase id	→	external_id	External id

Company fields

3 fields flow from QuickBooks into Freshbooks.

QuickBooks field	Label		Freshbooks field	Label
Vendor.DisplayName.name	Display name	→	organization	Client name
Vendor.TaxIdentifier.tax_id	Tax id	→	vat_number	Tax id
Vendor.Id.id	Vendor id	→	client_id	Client id

Connect QuickBooks and Freshbooks in three steps.

1
Connect QuickBooks
Click Connect with QuickBooks; you approve the connection inside QuickBooks Online and authorise read access to bills, customers, and tax codes polled hourly from QuickBooks Online. Access tokens are exchanged and refreshed automatically before they expire, and the grant is revocable from your QuickBooks Online.
- AuthConnect
2
Map your accounts
Well discovers QuickBooks's bills, customers, and tax codes polled hourly from QuickBooks Online and the the FreshBooks expense or bill queue. Match candidates are scored on counterparty, amount, date, and reference; above 85% confidence the link posts automatically, below it the candidate set queues for sign-off.
- 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 QuickBooks and Freshbooks stay secure with Well

Well calls QuickBooks with an OAuth 2.0 token scoped to read-only access. QuickBooks'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 QuickBooks and Freshbooks host theirs.

OAuth 2.0Storage region per workspaceGDPR-aligned

Scopes Well requests

Read QuickBooks records
Scoped to bills, customers, and tax codes polled hourly from QuickBooks Online. No access to anything else in your QuickBooks 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 QuickBooks records
Not granted. QuickBooks 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 QuickBooks’s admin panel.

Frequently asked questions about QuickBooks and Freshbooks on Well

01What QuickBooks data does Well pull into Freshbooks?: Well polls the QuickBooks API on a fixed cadence and pulls bills, customers, and tax codes polled hourly from QuickBooks Online. Well resolves and scores each counterparty, then writes expenses (or bills on the Select plan) via email-in, with merchant, total, and tax populated into Freshbooks with the original QuickBooks record ID kept on the entry.
02Will every QuickBooks record post to Freshbooks automatically?: Not always. On the next hourly pull from QuickBooks, 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.
03How does Well match QuickBooks records to entries in Freshbooks?: Well scores every candidate match between QuickBooks records and existing Freshbooks entries on counterparty name, amount, date proximity, currency, and reference. Above 85% the record links to the historical entry and Freshbooks updates; between 55% and 85% the candidates are queued for sign-off; below 55% the record stays open with the candidate list available.
04What happens to historical QuickBooks data when I first connect to Freshbooks?: QuickBooks exposes seven years of accounting history 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 QuickBooks record IDs and updates existing Freshbooks entries instead of duplicating them.
05Can I customise which QuickBooks fields are sent to Freshbooks?: The default mapping covers every QuickBooks field your Freshbooks chart of accounts accepts (counterparty, amount, currency, reference, tax). From the integration settings page you can override mappings field-by-field, attach computed values from your connected data (GL code, project tag, tax bucket), or ignore fields Freshbooks does not need. Custom mappings are versioned and apply only to records reconciled after the change, so anything you have already reviewed and posted in Freshbooks is left exactly as it stands.
06How does Well authenticate with QuickBooks and Freshbooks?: QuickBooks runs a manual OAuth 2.0 flow that you approve inside QuickBooks; 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. QuickBooks and Freshbooks together cover multiple regions; Well's storage region is configured per workspace.