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 in transit under TLS 1.3. Anything Well holds between Xero and Freshbooks is encrypted at rest and handled in line with GDPR.

Xero to Freshbooks

AvailableNative · XeroNative · Freshbooks

Move Xero records into FreshBooks with a resolved company

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

Xero is where your ledger lives, but carrying a record into FreshBooks by hand arrives as a bare name your bookkeeper must match again.

Well reads the companies, invoices, and documents from Xero, resolves each counterparty to a single company, and forwards the document to your FreshBooks email-in address with the business attached. The record waiting for review carries a company the ledger already holds, so the same counterparty reads consistently rather than splitting into a new contact.

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

Workflows Xero and Freshbooks unlock together.

01Featured

Resolve the counterparty for FreshBooks

Well reads a company and its invoice from Xero, then forwards the document to FreshBooks' email-in address with the counterparty resolved.

Reuse the ledger company

Well matches the Xero counterparty to a single company before delivery, so FreshBooks does not gain a duplicate of a known business.

Keep the source attached

Each Xero document reaches FreshBooks with its resolved company attached, so the record names the counterparty without a lookup.

Trace back for audit

The Xero record Well resolved stays linked to the FreshBooks document, so each entry traces to the ledger.

11 signals and actions across Xero and Freshbooks

When a Xero invoice is read
Pulls Xero sales and purchase invoices with contact, line items, totals, and tax.
Trigger·Invoice
When a Xero contact is read
Pulls Xero contacts with name, trading address, and tax number to match against your companies.
Trigger·Company
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 transaction is read
Captures spent and received money transactions reconciled in Xero with amount and account code.
Trigger·Transaction
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 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
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
Create a bill in FreshBooks (Select plan)
On the FreshBooks Select plan, the same email-in feature also creates a bill (with line items) instead of an expense.
Action·Invoice

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

23 agent skills run on Xero and Freshbooks.

Each one answers a question from the data this pair brings in. The required ones return nothing until a source like it is connected.

Needs a source like these

Runway

Know exactly how many months and days of cash you have left.

Cash position

Know exactly how much cash you have, and which accounts it came from.

Payment and invoice lookup

Find what payment settled an invoice, or catch every payment that never got one.

Burn rate

Know what you actually spend each month, averaged over real months.

Cash forecast

See where your cash lands if nothing new comes in.

Cash movement

See the bridge from last month's balance to this one.

Missing supplier invoices

See which suppliers owe you paperwork, before your accountant asks.

Assign missing invoices

Put a name on every settled expense that still has no invoice.

Missing invoice sweep

Walk the whole month-end sweep in one prompt.

Close the books

Drive the month-end close to the point of approval.

Categorize your suppliers

Close the category gaps behind your spend before you close a month.

Answers better with these connected

Cost structure

See where your company's money actually goes, no spreadsheets required.

Receivables aging

See who owes you money, and how long they've been sitting on it.

Bills due

See exactly what's coming due, in what order, and how much cash it adds up to.

Rank clients by LTV

Find out who your best customers really are, ranked by what they've actually paid.

FX exposure

See how much of your cash and receivables sit outside your home currency.

Company profile

Everything you know about one company, in one view.

Missing receipts

Find the bills with no paperwork attached, before an auditor does.

Recurring revenue

Know what you can count on earning each month, averaged over real months.

Invoice fetching agents

See exactly which agents would run, before any of them does.

Convert currencies

Turn mixed currencies into one number you can actually audit.

Connects and checks them

Check your connections

See what is connected, what is syncing, and what is missing.

Connect your bank

Get the bank feed in, and confirm it is really live.

Browse all skills

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. Anything Well holds between Xero and Freshbooks is encrypted at rest and handled in line with GDPR.

MCP server authEncrypted at restGDPR compliant

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
Not granted. A session resolves only to the workspaces your account belongs to, and Well checks that membership before it returns any record.
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 in transit under TLS 1.3. Anything Well holds between Xero and Freshbooks is encrypted at rest and handled in line with GDPR.

Connect Xero and FreshBooks

Link both tools to Well so a Xero record reaches FreshBooks as a resolved company document.

Try Well free

Read-only scopes on Xero
AES-256 at rest, TLS 1.3 in transit
GDPR compliant
Revocable Freshbooks access in one click

Other ways to connect Xero or Freshbooks through Well.

Browse all

Xero

See the Xero connector

Freshbooks

See the Freshbooks connector

Gmail → Xero

Capture invoices from Gmail, extract data with AI, and push…

Mercury → Xero

Match Mercury wires, ACH, and card transactions to invoices…

Square → Freshbooks

Reconcile Square sales, refunds, and customer activity insid…

Kolecto

See the Kolecto connector

Pennylane

See the Pennylane connector

QuickBooks

See the QuickBooks connector

Last reviewed: 2026-05-26