Automated FreshBooks Invoicing from Clockify Time Entries (Zapier)

Eliminate billing leaks by automatically syncing billable Clockify hours to FreshBooks as draft invoices.

Tools: Clockify → FreshBooks

Platform: Zapier

Short Answer

Every time a timer is stopped in Clockify, Zapier creates or updates a corresponding entry in FreshBooks. You get a real-time, accurate billing record that ensures 100% of your billable work is captured for invoicing with zero manual effort.

The Problem

Manual data entry between time trackers and accounting software often leads to missed billable hours, human error in decimal conversions, and delayed invoicing cycles. Business owners spend hours every month cross-referencing logs to ensure clients are billed correctly.

The Outcome

Every time a timer is stopped in Clockify, Zapier creates or updates a corresponding entry in FreshBooks. You get a real-time, accurate billing record that ensures 100% of your billable work is captured for invoicing with zero manual effort.

Step-by-Step Guide

1. **Log in to Zapier** and click 'Create Zap'. 2. **Set Trigger**: Choose 'Clockify' as the app and 'New Time Entry' as the event. Connect your Clockify account using your API Key (found in Profile Settings). 3. **Add a Filter Step**: Select 'Filter by Zapier'. Set it to only continue if the 'Billable' field 'Boolean is true'. This prevents non-billable internal work from hitting your accounting software. 4. **Format Time (The Critical Step)**: Clockify sends duration in seconds. Add a 'Formatter by Zapier' step. Choose 'Numbers' > 'Perform Math Operation' > 'Divide'. Map the 'Duration' from Step 2 and divide by 3600 to get decimal hours. 5. **Find or Create Client**: Add a 'FreshBooks' step and choose 'Find Client'. Use the Client Name from Clockify. Check the box 'Create FreshBooks Client if it doesn't exist yet' to ensure the Zap doesn't fail on new accounts. 6. **Create Invoice/Time Entry**: Add another 'FreshBooks' step. Choose 'Create Draft Invoice'. Map the Client ID from Step 5, the formatted hours from Step 4, and the Description from Clockify. 7. **Set Up Error Handling**: Click the '+' icon after the FreshBooks step and select 'Path' or 'Never Finish' logic to handle failures. Alternatively, use 'Zapier Manager' to monitor for Zap errors and notify you via Slack. 8. **Map Rates**: Map the 'Hourly Rate' from Clockify to the 'Unit Cost' field in FreshBooks to ensure the totals are calculated instantly. 9. **Test & Publish**: Run a test with a recent Clockify entry. Verify the draft appears in FreshBooks, then turn the Zap on.