Automated FreshBooks Invoicing from Clockify Time Entries (Zapier)

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.

| Clockify Field | FreshBooks Field | Transformation / Logic | Requirement | | :--- | :--- | :--- | :--- | | Description | Line Item Description | None (Direct Map) | Required | | Duration (Seconds) | Quantity (Hours) | `Formatter: {{seconds}} / 3600` | Required | | Project Name | Project / Line Item Title | None (Direct Map) | Optional | | Billable (True/False) | (Filter Criteria) | Only proceed if 'True' | Required | | User Email | Staff Notes | None (Direct Map) | Optional | | Hourly Rate | Unit Cost | `Numbers: {{rate}}` | Required |

* **The Seconds Trap**: Clockify provides duration in total seconds (e.g., 3600). Sending this directly to FreshBooks will result in 3,600 hours being billed. Always use Formatter by Zapier to divide by 3600. * **Rate Limits**: Clockify's API has a limit of 10 requests per second. If you bulk-update entries, Zapier might throttle. Use 'Delay by Zapier' if processing batch updates. * **Workspace ID**: Ensure you select the specific Workspace ID in the Clockify trigger settings; leaving it blank can cause the Zap to fail to pull sample data. * **Client Name Matching**: FreshBooks requires an exact string match. Use the 'Find Client' step to prevent creating duplicate 'Acme Corp' and 'Acme Corporation' entries.

- [ ] Trigger a 1-hour test entry in Clockify and confirm Zapier detects it. - [ ] Check Zapier History to ensure the Formatter math properly converted 3600 seconds to '1'. - [ ] Verify a 'Draft' invoice exists in FreshBooks for the correct client. - [ ] Confirm the Hourly Rate was pulled correctly into the unit price field. - [ ] Intentionally trigger a non-billable entry to ensure the 'Filter by Zapier' step stops the Zap as expected.