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Troubleshoot FreshBooks Data in TrustFile

This article applies to:Avalara TrustFile for Accountants

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

Choose either cash basis or accrual basis accounting. To reconcile accounting data with TrustFile for Accountants, download the Freshbooks report that works with the accounting system, as described below.

Reconcile data in TrustFile for Accountants with FreshBooks for cash basis accounting

For cash basis accounting, keep these details in mind when confirming that invoices from FreshBooks are accurately synced with TrustFile for Accountants.

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

To confirm that the correct orders are synced from FreshBooks to TrustFile for Accountants 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. In the appropriate TrustFile for Accountants company account, click Transactions.
  5. Click Advanced Filtering to filter for the date range of transactions you want to reconcile:
    • Select FreshBooks as the Source.
    • Type the date range in the From and To fields.
    • Click Filter.
  6. Compare the transactions list in TrustFile for Accountants to the FreshBooks CSV to ensure that the 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 Accountants.

Reconcile data in TrustFile for Accountants with FreshBooks for accrual basis accounting

For accrual basis accounting, keep these details in mind when confirming that invoices from FreshBooks are accurately synced with TrustFile for Accountants.

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

To confirm that the correct orders have synced from FreshBooks to TrustFile for Accountants 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. In the appropriate TrustFile for Accountants company account, and then click Transactions.
  5. Click Advanced Filtering to filter for the date range of transactions you want to reconcile:
    • Select FreshBooks as the Source.
    • Type  the date range in the From and To fields.
    • Click Filter.
  6. Compare the transactions list in TrustFile for Accountants to the FreshBooks CSV to ensure that the 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 Accountants.

Verify filing calendar dates for transactions

In FreshBooks, the default time zone applied to transactions may differ from the time zone you've set for your TrustFile for Accountants 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 for Accountants.