Seamless Integration: Create Invoices & Clients in FreshBooks via Jotform with Pabbly Connect

Learn how to create invoices and clients in FreshBooks automatically when a form is submitted via Jotform using Pabbly Connect. Step-by-step tutorial included. Revolutionize your productivity approach with just a few strategic clicks. Uncover professional methods for connecting applications and creating workflows that reclaim hours of your week.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To start creating invoices and clients in FreshBooks through Jotform submissions, you first need to access Pabbly Connect. Go to the address bar and type in ‘Pabbly.com/connect’. This will redirect you to the Pabbly Connect interface where you can sign up or log in.

After logging in, you will see a user-friendly dashboard. Click on the ‘Create Workflow’ button to begin setting up your integration. Name your workflow something relevant, like ‘Jotform to FreshBooks Invoice Creation’. This naming will help you identify the workflow later.

2. Setting Up Jotform Integration in Pabbly Connect

Now, you need to set up Jotform as the trigger in your Pabbly Connect workflow. Select Jotform as the app and choose the trigger event as ‘New Response’. This means that the workflow will initiate every time a new form is submitted through Jotform.

• Click on ‘Connect’ to link your Jotform account.
• Copy the webhook URL provided by Pabbly Connect.
• Go to your Jotform account, open the form settings, and add the webhook URL under integrations.

After setting this up, your Jotform will be connected to Pabbly Connect. Any new submissions will now trigger the workflow you are creating.

3. Creating Invoices and Clients in FreshBooks

With Jotform integrated, the next step is to set up FreshBooks in your Pabbly Connect workflow. For this, you will add an action step to create an invoice. First, check if the client already exists in FreshBooks by using the ‘Search Client’ action.

If the client exists, you will directly create an invoice. If not, you will create a new client first. You can use conditions in Pabbly Connect to determine whether to create an invoice or a client. This is done using the Router feature, which allows you to set conditions based on the response from FreshBooks.

• Set a condition: if the response result total equals 1, the client exists.
• If the client does not exist, create a new client using the ‘Create Client’ action in FreshBooks.
• Map the required client details from Jotform responses to FreshBooks fields.

Once the client is created, you can proceed to create an invoice for that client using the same mapping technique to ensure all data is correctly transferred.

4. Finalizing Invoice Creation in FreshBooks

After determining whether the client exists and creating them if necessary, the next step is to finalize the invoice creation. In your Pabbly Connect workflow, select the ‘Create Invoice’ action from FreshBooks.

Here, you will need to map the data fields correctly. Ensure you are using the client ID from the newly created client if applicable. Set the invoice details, including the product name, quantity, and price, as per the Jotform submission.

Use the mapped values to fill in the invoice fields accurately. Make sure the due date and other necessary fields are filled out. Test the workflow by submitting a new form to see if the invoice is created successfully.

Once you save the workflow, your integration is complete, and you can automate the process of creating invoices and clients seamlessly.

Conclusion

In this tutorial, we learned how to use Pabbly Connect to create invoices and clients in FreshBooks automatically when a Jotform is submitted. This integration simplifies your workflow and enhances efficiency by automating data entry tasks. Start using Pabbly Connect for your integrations today!