Will every Xero record post to Freshbooks automatically?

Not always. Within seconds of Xero 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 Xero data when I first connect to Freshbooks?

Xero 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 Xero record IDs and updates existing Freshbooks entries instead of duplicating them.

How does Well prevent duplicates when posting Xero records to Freshbooks?

Xero sends each event with a stable resource ID that Well tracks against the Freshbooks ledger. Webhook replays (which Xero can issue for delivery retries) are recognised by ID and either skipped or used to update the existing Freshbooks entry. Distinct records that look similar are caught by Well before posting, with the candidates surfaced in the review queue when confidence is ambiguous.

Can I customise which Xero fields are sent to Freshbooks?

The default mapping covers every Xero 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.

What happens if I disconnect Xero or Freshbooks?

Disconnecting Xero stops the flow at the source. Well asks the Xero MCP server to revoke the access token; Xero returns confirmation and stops streaming events the moment it is acknowledged. Anything you already reviewed and posted in Freshbooks is Freshbooks's own record and is untouched; Well never held a write credential to it. Records held for review in Well remain in the queue so you can finish them by hand. Reconnecting later resumes from the last successful sync, not from scratch.

How does Well authenticate with Xero and Freshbooks?

Xero's MCP server handles authorisation directly; Well receives an access token through Dynamic Client Registration and never sees raw user credentials. 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. Xero and Freshbooks together cover multiple regions; Well's storage region is configured per workspace.

Xero to Freshbooks

AvailableNative · XeroNative · Freshbooks

Connect Xero to Freshbooks with Well

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

Connect both toolsView all integrations

Xero

Source

The Xero integration connects Well to your accounting platform for bidirectional data flow.

Freshbooks

Target

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

Why this pair

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

What Well does between Xero and Freshbooks

One-way: Xero into Well into Freshbooks
Sync mode: Real-time MCP push
Events arrive in seconds

Trigger from Xero

5 events · pick one

Well engine·recipe·When a Xero invoice is read

Source

from upload · live webhook

Datadog Sarl

via Xero

Invoice

When a Xero invoice is read

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

Extract

6 fields read from Xero

6 fields read

VendorDatadog Sarl
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 entityDatadog Sarl
Tax idFR12830146588
Domaindatadog.com
Ledger account6156 · Monitoring

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
VendorDatadog Sarl
Amount€1,284.00
Ledger6156 · Monitoring
Source docattached
Confidence97%

audit linkto Freshbooks

Action in Freshbooks

3 compatible with this trigger

Create a bill in FreshBooks (Select plan)Create an expense in FreshBooksResolve a FreshBooks merchant from the receipt

12 signals and actions across Xero and Freshbooks

When a Xero bank transaction is read
Captures spent and received money transactions reconciled in Xero with amount and account code.
Trigger·Transaction
When a Xero payment is read
Reads the payment applied to a Xero invoice or bill with method, account, and amount.
Trigger·Payment method
When a Xero bank account is read
Pulls the bank-type accounts from the Xero chart of accounts with currency and account number.
Trigger·Account
When a Xero purchase order is read
Pulls Xero purchase orders with supplier, line items, and totals to match against the arriving bill.
Trigger·Invoice
When a Xero credit note is read
Captures Xero credit notes with contact, totals, and tax so refunds reconcile against the original invoice.
Trigger·Invoice
When a Xero invoice is read
Pulls Xero sales and purchase invoices with contact, line items, totals, and tax.
Trigger·Invoice
When a Xero invoice attachment is read
Picks up the source PDF attached to a Xero invoice as a document.
Trigger·Document
When a Xero contact is read
Pulls Xero contacts with name, trading address, and tax number to match against your companies.
Trigger·Company
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 Xero → Freshbooks

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

Invoice fields

8 fields flow from Xero into Freshbooks.

Xero field	Label		Freshbooks field	Label
Invoice.Total.total	Total	→	amount	Total
Invoice.CurrencyCode.currency	Currency	→	currency_code	Currency
Invoice.Date.issue_date	Invoice date	→	create_date	Issue date
Invoice.DueDate.due_date	Due date	→	due_date	Due date
Invoice.InvoiceNumber.invoice_number	Invoice number	→	invoice_number	Invoice number
Invoice.TotalTax.tax	Tax total	→	vat_amount	Tax total
Invoice.SubTotal.subtotal	Subtotal	→	subtotal	Subtotal
Invoice.InvoiceID.id	Xero id	→	external_id	External id

Transaction fields

5 fields flow from Xero into Freshbooks.

Xero field	Label		Freshbooks field	Label
BankTransaction.Total.amount	Amount	→	amount	Amount
BankTransaction.CurrencyCode.currency	Currency	→	currency_code	Currency
BankTransaction.Date.created	Transaction date	→	date	Transaction date
BankTransaction.Reference.description	Reference	→	note	Description
BankTransaction.BankTransactionID.transaction_id	Transaction id	→	external_id	External id

Company fields

3 fields flow from Xero into Freshbooks.

Xero field	Label		Freshbooks field	Label
Contact.Name.name	Contact name	→	organization	Client name
Contact.TaxNumber.tax_id	Tax number	→	vat_number	Tax id
Contact.ContactID.id	Contact id	→	client_id	Client id

Connect Xero and Freshbooks in three steps.

1
Connect Xero
Click Connect with Xero; Well's OAuth proxy handles Xero authorisation through Dynamic Client Registration. Xero's MCP server registers a read-scoped Well client through DCR; no credential paste, no shared secret.
- AuthOAuth 2.0
2
Map your accounts
Well discovers Xero's bills, contacts, tracking categories, and tax types read over Xero's MCP server 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 Xero and Freshbooks stay secure with Well

Well connects to Xero through its MCP server, which issues short-lived access tokens via Dynamic Client Registration. Well never holds a long-lived Xero secret; the server refreshes its own tokens on each session. Well's storage region is configured per workspace regardless of where Xero and Freshbooks host theirs.

MCP server authStorage region per workspaceGDPR-aligned

Scopes Well requestswellapp.ai/v1/mcps/xero/mcp

Read Xero records
Scoped to bills, contacts, tracking categories, and tax types read over Xero's MCP server. No access to anything else in your Xero 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 Xero records
Not granted. Xero 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 Xero’s admin panel.

Frequently asked questions about Xero and Freshbooks on Well

01Will every Xero record post to Freshbooks automatically?: Not always. Within seconds of Xero 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.
02What happens to historical Xero data when I first connect to Freshbooks?: Xero 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 Xero record IDs and updates existing Freshbooks entries instead of duplicating them.
03How does Well prevent duplicates when posting Xero records to Freshbooks?: Xero sends each event with a stable resource ID that Well tracks against the Freshbooks ledger. Webhook replays (which Xero can issue for delivery retries) are recognised by ID and either skipped or used to update the existing Freshbooks entry. Distinct records that look similar are caught by Well before posting, with the candidates surfaced in the review queue when confidence is ambiguous.
04Can I customise which Xero fields are sent to Freshbooks?: The default mapping covers every Xero 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.
05What happens if I disconnect Xero or Freshbooks?: Disconnecting Xero stops the flow at the source. Well asks the Xero MCP server to revoke the access token; Xero returns confirmation and stops streaming events the moment it is acknowledged. Anything you already reviewed and posted in Freshbooks is Freshbooks's own record and is untouched; Well never held a write credential to it. Records held for review in Well remain in the queue so you can finish them by hand. Reconnecting later resumes from the last successful sync, not from scratch.
06How does Well authenticate with Xero and Freshbooks?: Xero's MCP server handles authorisation directly; Well receives an access token through Dynamic Client Registration and never sees raw user credentials. 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. Xero and Freshbooks together cover multiple regions; Well's storage region is configured per workspace.