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Troubleshoot Freshbooks Data in TrustFile

This article applies to:Avalara TrustFile

When troubleshooting, start by verifying that the data you imported to TrustFile from FreshBooks is accurate. Below are some troubleshooting tips for reconciling FreshBooks data with the data in TrustFile. For general data troubleshooting tips, see reconcile data and troubleshoot discrepancies.

In FreshBooksaccounts, you choose to use cash basis or accrual basis accounting. To reconcile your accounting data with TrustFile, download the FreshBooks report that works with your system, as described below.

Reconcile data in TrustFile with FreshBooks for cash basis accounting

If you're using cash basis accounting, keep these details in mind when confirming that your invoices from FreshBooks are accurately synced with TrustFile.

  • Only invoices labeled as Paid in FreshBooks are synced to TrustFile.
  • After you synchronize a Paid invoice to TrustFile, if it is later deleted in FreshBooks, a refund transaction is sent to TrustFile.
  • Invoice_date field is the same in both TrustFile and FreshBooks.
  • Invoice_id field is the same in both TrustFile and FreshBooks.

To confirm that the correct orders are synced from FreshBooksto TrustFile for a particular filing period, follow these steps:

  1. Log in to FreshBooks and go to Reports > Invoice Details.
  2. Select the date range for the invoices you want to reconcile. Then select Date to Use as the Invoice Date, and select Paid as the Invoice Status.
  3. Click Export to and select CSV as the format. Open the FreshBooks report.
  4. Log in to your TrustFile account and click Transactions.
  5. Click Advanced Filtering to filter for the date range of transactions you want to reconcile:
    • Select FreshBooks as the Source.
    • Enter the date range in the From and To fields.
    • Click Filter.
  6. Compare the transactions list in TrustFile to your FreshBooks CSV to ensure that your data is accurate and that transaction dates and amounts are correct. The Linecost (Column N) in the FreshBooks report is comparable to the Order Total in TrustFile. For more data troubleshooting tips, see reconcile data and troubleshoot discrepancies.

Reconcile data in TrustFile with FreshBooks for accrual basis accounting

If you're using accrual basis accounting, keep these details in mind when confirming that your invoices from FreshBooks are accurately synced with TrustFile.

  • Invoices labeled as Sent, Viewed, Partial, and Paid in FreshBooks are synced to TrustFile.
  • After you synchronize a Sent, Viewed, Partial, or Paid invoice to TrustFile, if it is later deleted in FreshBooks, a refund transaction is sent to TrustFile.
  • The Invoice_date field is the same in both TrustFile and FreshBooks.
  • The Invoice_id field is the same in both TrustFile and FreshBooks.

To confirm that the correct orders have synced from FreshBooks to TrustFile for a particular filing period, follow these steps:

  1. Log in to FreshBooks and go to Reports > Invoice Details.
  2. Select the date range for the invoices you want to reconcile. Then select Date to Use as the Invoice Date, and select four options - Sent, Viewed, Partial, and Paid - as the Invoice Status.
  3. Click Export to and select CSV as the format. Open the Freshbooks report.
  4. Log in to your TrustFile account and click Transactions.
  5. Click Advanced Filtering to filter for the date range of transactions you want to reconcile:
    • Select FreshBooks as the Source.
    • Enter the date range in the From and To fields.
    • Click Filter.
  6. Compare the transactions list in TrustFile to your FreshBooks CSV to ensure that your data is accurate and that transaction dates and amounts are correct. The Linecost (Column N) in the FreshBooks report is comparable to the Order Total in TrustFile. For more data troubleshooting tips, see reconcile data and troubleshoot discrepancies.

Verify filing calendar dates for transactions

In FreshBooks, the default time zone applied to your transactions may differ from the time zone you've set for your TrustFile account. These time zone differences may cause transactions completed on the first day of the month to be recorded as completed on the last day of the previous month. This places them in your prior filing period (e.g., transactions may appear as completed on the 30th of June instead of on the 1st of July).

Check, and if necessary edit, the dates for transactions that fall on the first day of the month in FreshBooks to make sure they are recorded in the correct filing period in TrustFile.