Automated Clockify to FreshBooks Time-to-Invoice Sync (Make.com)

Eliminate manual billing by automatically syncing billable Clockify time entries to FreshBooks as invoice line items using Make.com.

Tools: Clockify → FreshBooks

Platform: Make.com

Short Answer

Users get a precision-driven workflow where Clockify time logs are instantly transformed into decimal hours and synced to FreshBooks. All project data remains consistent, and business owners can generate accurate invoices with a single click.

The Problem

Manual data entry between time trackers and accounting software often leads to missed billable hours, incorrect rounding, and delayed invoicing. Modern agencies need a way to ensure every second tracked is accounted for in their financial records without manual intervention.

The Outcome

Users get a precision-driven workflow where Clockify time logs are instantly transformed into decimal hours and synced to FreshBooks. All project data remains consistent, and business owners can generate accurate invoices with a single click.

Step-by-Step Guide

1. **Create Scenario**: Log in to Make.com and click 'Create a new scenario'. 2. **Clockify Trigger**: Add the 'Clockify > Watch New Time Entries' module. Create a connection using your Clockify API Key. Set the 'Workspace ID' and choose the frequency of the check. 3. **Add Filter**: Click the link between the Clockify and next module. Set the condition where `Billable` (from Clockify) 'Equal to' `true`. This prevents non-billable internal work from hitting your books. 4. **Search Client**: Add 'FreshBooks > List Clients'. Map the `Client Name` from Clockify to the `Search` parameter in FreshBooks. 5. **Add Router**: Use a Router to check if the FreshBooks Client ID exists. If not, add a 'FreshBooks > Create a Client' module. 6. **Function: Convert Seconds to Hours**: In the next module ('FreshBooks > Create Time Entry'), use the Math function in the 'Duration/Hours' field: `{{round(item.timeInterval.duration / 3600; 2)}}`. Clockify outputs seconds, but FreshBooks requires decimal hours. 7. **Map Project**: Map the `Project Name` and `Description` from Clockify into the FreshBooks 'Notes' or 'Task Description' field. 8. **Data Consistency**: Ensure the `Date` field is mapped using `{{formatDate(item.timeInterval.start; "YYYY-MM-DD")}}` to match FreshBooks ISO requirements. 9. **Add Error Handler**: Right-click the FreshBooks module and select 'Add error handler' (Break). This ensures that if the FreshBooks API is down, Make.com will retry the execution later without losing the data bundle.