How I Add WooCommerce Orders to My FreshBooks Accounting Software

Running an online store involves juggling multiple tasks, from managing orders and inventory to handling accounting and financial records. One way to streamline these tasks is by automating the process of adding WooCommerce orders to your FreshBooks accounting software. With the help of Zapier and the WooCommerce Zapier plugin, you can set up a workflow that automatically creates and marks invoices as paid in FreshBooks whenever a WooCommerce order is marked as complete. Here’s how you can do it.

Why Automate WooCommerce Orders to FreshBooks?

Automating the transfer of WooCommerce orders to FreshBooks offers several benefits:

• Time-Saving: Reduce the manual effort required to create invoices and update payment statuses.
• Accuracy: Minimize errors by automating data entry.
• Efficiency: Streamline your accounting process, allowing you to focus on other aspects of your business.

Getting Started

To begin, you’ll need to have the following:

1. A WooCommerce store with the WooCommerce Zapier plugin installed and activated.
2. A FreshBooks account.
3. A Zapier account.

Step-by-Step Guide

Step 1: Install and Configure the WooCommerce Zapier Plugin

1. Purchase and Download: Get the WooCommerce Zapier plugin from the WooCommerce Marketplace.
2. Install and Activate: Follow the instructions to install and activate the plugin on your WooCommerce site.
3. Generate API Keys: Navigate to WooCommerce > Settings > Zapier and generate a new API key. Copy the Consumer Key and Consumer Secret.

Step 2: Create a Zap in Zapier

1. Log In to Zapier: Log in to your Zapier account or sign up for a new account.
2. Make a Zap: Click on the “Make a Zap” button to start creating a new Zap.
3. Set Up the Trigger:
   • App: Choose WooCommerce.
   • Trigger Event: Select “Order Status Updated”.
   • Connect Account: Enter the Consumer Key and Consumer Secret to connect your WooCommerce account.
   • Set Trigger Conditions: Configure the trigger to fire when an order status is updated to “Completed”.

Step 3: Set Up the Action

1. Choose Action App: Select FreshBooks as the action app.
2. Action Event: Choose “Create Invoice”.
3. Connect Account: Link your FreshBooks account to Zapier.
4. Map Fields: Map the necessary WooCommerce order fields to the FreshBooks invoice fields. Ensure to include details such as customer information, order items, and total amount.
5. Additional Action:
   • Add another action to update the invoice status to “Paid” in FreshBooks once it’s created.

Step 4: Test and Activate Your Zap

1. Test the Zap: Run a test to ensure the workflow works correctly. Zapier will use sample data to create an invoice in FreshBooks.
2. Activate the Zap: Once the test is successful, name your Zap and turn it on.

Example Workflow

Here’s a practical example of how the Zap works:

1. A customer places an order on your WooCommerce store.
2. You mark the order as “Completed” in WooCommerce.
3. The Zap triggers, and the order details are sent to FreshBooks.
4. An invoice is created in FreshBooks with all the relevant information.
5. The invoice is automatically marked as “Paid” in FreshBooks.

Conclusion

Integrating WooCommerce with FreshBooks via Zapier simplifies your accounting process, ensuring that your financial records are always up-to-date without manual intervention. By following the steps outlined in this post, you can set up an efficient workflow that saves you time and reduces errors.

For more information on the WooCommerce Zapier plugin, visit the WooCommerce Marketplace. To learn more about Zapier and its capabilities, check out the Zapier Help Center.

Automate your WooCommerce to FreshBooks workflow today and experience a seamless accounting process!