Create New Quotes In Xero From New FreshBooks Estimates

In today's fast-paced business environment, using multiple software platforms for different operational needs is common. However, manually transferring data between systems can be time-consuming and prone to errors. This article explores a practical Make automation scenario synchronizing FreshBooks estimates with Xero quotes, creating a seamless workflow between these popular accounting platforms.

The Business Challenge

Many businesses use FreshBooks for its user-friendly estimate and invoicing capabilities while relying on Xero for comprehensive financial management. A tech consultancy faced this situation—they preferred creating detailed estimates in FreshBooks for client projects but needed this financial data in Xero for reporting, management oversight, and integration with other tools.

Previously, their process was manual and inconsistent:

• Estimates were created in FreshBooks
• Staff would periodically remember to add these to Xero manually
• Some estimates were missed, creating data discrepancies
• Valuable billable hours were spent on administrative tasks
• Management lacked up-to-date financial information for decision-making

The Automation Solution

The Make scenario addresses these challenges by automatically checking FreshBooks daily and creating corresponding quotes in Xero. This intelligent workflow:

1. Runs at midnight to check for estimates created in the past 24 hours
2. Identifies related client information in FreshBooks
3. Verifies if items quoted exist in Xero (creating them if needed)
4. Check if the client contact exists in Xero (creating it if needed)
5. Creates the quote in Xero with all relevant details

This multi-step logic ensures that all necessary data is synchronized between systems, maintaining data integrity across both platforms.

Implementation Considerations

While this automation significantly streamlines workflows, its effectiveness depends on consistent data practices:

Naming Conventions: Items must use consistent naming across systems to prevent duplication. For example, if you sell "Strategic Consulting" in FreshBooks, it should be named identically in Xero.

Data Quality: As with any automation, the quality of output depends on input quality. Ensuring clean, consistent data entry in FreshBooks is essential.

Business Benefits

This automation delivers tangible value for businesses using both platforms:

• Time Savings: Eliminates manual data entry, freeing staff for billable work—particularly valuable for consulting businesses that bill by the hour
• Improved Accuracy: Prevents discrepancies between systems and reduces human error
• Better Financial Visibility: Provides management with current information in their preferred reporting system
• Consistent Workflows: Ensures all estimates are properly tracked regardless of who created them
• Enhanced Planning: Delivers more reliable data for forecasting and financial planning

Technical Implementation

The automation follows a logical workflow with multiple conditional paths:

1. Trigger: Scheduled to run daily at midnight

2. Search for New Estimates: Identifies FreshBooks estimates created in the past 24 hours

3. Retrieve Client Details: Gets related client information from FreshBooks

4. Item Management:

• Check if quoted items exist in Xero
• Creates new items if necessary

5. Contact Management:

• Verifies if the client exists in Xero
• Creates the contact if needed

6. Quote Creation: Creates the quote in Xero with all details properly mapped

This blueprint is available for download for businesses looking to implement a similar solution.

Conclusion

By automating the synchronization between FreshBooks and Xero, businesses can maintain the benefits of both platforms while eliminating the overhead of manual data transfer. This integration not only saves time but also improves data accuracy and financial visibility—critical factors for business success in today's competitive landscape.

For consulting firms and other service-based businesses that bill by the hour, these efficiencies directly translate to increased billable time and improved profitability. The automation demonstrates how thoughtfully connecting complementary systems can create workflows greater than the sum of their parts.