FreshBooks Setup Guide
Connect your FreshBooks account to automatically sync invoices, clients, and payments with PayChase AI for intelligent follow-up automation.
What You'll Learn
- How to connect your FreshBooks account securely via OAuth 2.0
- Configure sync settings for clients, invoices, and payments
- Set up automated nightly synchronization
- Enable intelligent email sequences for overdue invoices
Prerequisites
Required Access & Subscriptions
FreshBooks Requirements:
- • Active FreshBooks account (any plan)
- • Admin or Business Owner access
- • Active business with client/invoice data
- • Internet connection for OAuth
PayChase AI Requirements:
- • Professional or Enterprise plan
- • Active PayChase AI account
- • Admin access to integrations
- • Modern web browser
Step-by-Step Setup
1
Access Integration Dashboard
2
Initiate OAuth Connection
Click "Connect FreshBooks" to start the secure OAuth 2.0 authentication process.
🔐 Security Note:
- • You'll be redirected to FreshBooks' official login page
- • PayChase AI never sees your FreshBooks password
- • All data transmission is encrypted with TLS 1.3
- • You can revoke access anytime from FreshBooks settings
⚠️ Important:
Make sure pop-ups are enabled for PayChase AI. The OAuth flow opens in a new window.
3
Authorize PayChase AI
On the FreshBooks authorization page, review and approve the requested permissions.
PayChase AI requests access to:
- • Read client information
- • Read invoice data and status
- • Read payment records
- • Read business information
- • Read estimates and proposals
- • Read project data
- • Read time tracking entries
- • Read expenses (optional)
✅ No Write Access:
PayChase AI only requests read permissions. We never modify your FreshBooks data.
4
Configure Sync Settings
Customize how PayChase AI syncs with your FreshBooks account.
Sync Configuration Options:
Data Sync:
- ✓ Import all active clients
- ✓ Sync outstanding invoices
- ✓ Track payment statuses
- ⚪ Include paid invoices (optional)
Automation:
- ✓ Auto-start sequences for overdue
- ✓ Stop sequences on payment
- ✓ Nightly sync (2 AM EST)
- ⚪ Webhook real-time sync (coming soon)
💡 Recommended Settings:
- • Enable automatic sequence start for overdue invoices
- • Set sync frequency to daily for active businesses
- • Include paid invoices for better client analytics
- • Configure timezone to match your business hours
5
Initial Data Sync
Perform the first synchronization to import your FreshBooks data.
✨ First Sync Process:
- Click "Start Initial Sync" button
- Monitor progress in real-time dashboard
- Review imported clients and invoices
- Verify data accuracy and completeness
- Enable ongoing automation features
⏱️ Sync Duration:
Initial sync typically takes 2-5 minutes depending on your data volume. Large accounts (500+ invoices) may take up to 15 minutes.
Post-Setup Configuration
Email Sequence Automation
Common Issues & Solutions
OAuth Connection Failed
Possible Causes:
- • Pop-up blocker preventing OAuth window
- • Browser cookies or cache issues
- • Outdated browser version
- • FreshBooks service temporarily unavailable
Solutions:
- Disable pop-up blocker for PayChase AI domain
- Clear browser cache and cookies
- Try a different browser (Chrome, Firefox, Safari)
- Check FreshBooks status page for outages
Missing or Incomplete Data
Possible Causes:
- • API rate limiting during large imports
- • Network timeouts during sync
- • FreshBooks permissions insufficient
- • Data format incompatibilities
Solutions:
- Perform manual sync to retry failed imports
- Check sync logs for specific error messages
- Verify FreshBooks admin permissions
- Contact support for data format issues