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123FormBuilder and FreshBooks Integration

Use the 123FormBuilder – FreshBooks integration to create invoices or estimates in your FreshBooks account upon form submissions.


Setting up your FreshBooks integration

1. Click New Form from your account dashboard and start creating your payment form.

You can use choice fields (single/multiple choice and dropdown lists) to display the products on sale or, even better, Product field

It’s required that you associate form fields with the First Name, Last Name, and Email address Freshbooks fields. Therefore, add the fields Name and Email to your order form. Make sure to set them as required.

2. In your Form Editor, in the left side panel, you will notice the Payments section. By using the search bar, you can quickly find FreshBooks.

Freshbooks payment processor

3. After adding FreshBooks on your form, you will notice a couple of changes: the Freshbooks payment processor has a tag near its name & the settings panel opens up to the right side of the page.

FreshBooks added on the form

4. In order to set up the FreshBooks integration, you have to provide the necessary credentials of your FreshBooks account, as follows:

– Add the URL of your FreshBooks account, followed by the expression api/2.1/xml-in (e.g. https://www.youraccount.freshbook.com/api/2.1/xml-in).

– Provide the Token key of your account. To access your Token, log into your FreshBooks account, and go to the My AccountFreshBooks API section. Copy the code from Authentication Token and paste it in the FreshBooks merchant box back on 123FormBuilder.

Another way to connect the application to your FreshBooks account, especially if you are already logged on to FreshBooks in the same browser, is by checking the Use OAuth authorization option.

Connecting Freshbooks

Under Client Information, match the required fields and any other fields you need.

Client information FreshBooks

Check the Update client if email exists option if you want to update invoices/estimates that contain the same email address.

Freshbooks update client

You can also customize and set different options in the Invoice/Estimate section.

  • Create – Invoice or Estimate.
  • Status –  Send by email or Send as a draft.
  • Below Notes and Terms, you have the possibility to add field variables from the form.

Where it says Email on failure, type your email address so you can be informed of any errors that might occur upon submission. You can change the email address at any time in this section.

To test your 123FormBuilder – Freshbooks integration, you’ll need to tick the Use sandbox checkbox.

Important: Whatever currency you’ve set up in the Payment Summary panel, it must be equivalent to your settings in your FreshBooks account, as the integration doesn’t change currencies.

5. Enable the payment integration by clicking on Enable button. By enabling FreshBooks, you will notice a couple of changes on your form.
The FreshBooks payment processor on the left side panel has an Enabled tag on it so you could easily scan which payment processor is enabled.

FreshBooks enabled

Another change is that on your form it will be displayed an Order summary. Here will appear all the products your respondents select on the form, together with the price per option, quantity and the total price. If you want to customize the order summary, all you have to do is click on it and the available settings appear on the right side panel.

Order summary Freshbooks

Another change is related to the Submit button. Once your payment integration is enabled, the Submit button is changed to Continue to payment. Below it, we are displaying a disclaimer together with the Freshbooks logo so that respondents are aware they are proceeding to a payment.

You can customize the action bar (everything that is related to the submit button, additional buttons, disclaimer, etc) by simply clicking on this area.

Freshbooks action bar

Another setting that you can enable/disable is related to showing the accepted cards and the icon & logo of the payment processor. By default, both of them are enabled, but you can disable them and even edit the text shown under the Continue to payment button.

Display payment info

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Frequently Asked Questions

Here is a list of the most frequently asked questions. For more FAQs, please browse through the  FAQs page.

Is this service free?
Yes, we offer a free form builder service. Just sign up to the Basic plan and you are all set. This plan is forever free, but you are limited with a few features only, such as 5 forms per account, 100 submissions per month and you have to keep the backlink to 123FormBuilder on your forms. Check out our features matrix for more information.
How many forms can I create?
It depends on the service plan you are on. Higher service plans enable more features, including more web forms for your account. If you need more forms, go to the My Account section of your account and click the upgrade button. To create an unlimited number of forms, either upgrade to the Platinum service plan or higher. Consult our features matrix for more information.
How can I publish my forms?
You can publish your forms in many ways, by using their direct URL or HTML link, embedding them with a JavaScript code, Inline HTML or iFrame, using the Facebook app or the WordPress plugin, using popups, the Blogger code snippet and many more. Once you have created and customized your form, go to the Publish section to complete your work. Read more in our documentation.
How do I change my form design?
You can change the design of your form for more information. in the Themes section, which is located in your form settings. We offer a set of more than 30 predefined form themes for your forms, but you can also create your own from scratch. You can customize the submit button, the logo and more. To apply your own stylesheets, all forms come with a custom CSS editor.

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