Integrate with FreshBooks

FreshBooks is a cloud-based account software designed for service-based small businesses. Freshbooks features include time tracking, expense tracking, and invoicing and integrates with Gusto through the company's Gusto account.

Our integration with Freshbooks syncs detailed payroll expenses into your Freshbooks account. No need to manually transcribe payroll expenses - let Gusto help! You can create additional levels of granularity within Freshbooks based on expense type and Gusto departments.

Click on the headers below to learn more.

Integration setup

  1. Click the Settings tab.
  2. Click the Integrations tab.
  3. Click Add New Integration.
  4. Next to Freshbooks, click Connect to Freshbooks.
  5. Enter your Freshbooks credentials to get connected.
  6. Click Authorize to allow Freshbooks and Gusto to sync.
  7. Map your chart of accounts.
  8. Select if the payroll sync will run automatically or manually.

Total wages, taxes, reimbursements and contractor payments will now sync to your Freshbooks account each time you run payroll.

Sync your payroll

  1. Navigate to the Reports tab.
  2. Navigate to the Payroll History tab.
  3. Click on the payroll you would like to sync.
  4. Click Sync at the top of the payroll detail page.
    • Note: If you have autosync enabled the data will automatically push over when you process payroll.
  5. A timestamp will populate confirming the data was pushed over to Freshbooks.
  6. Sign in to your Freshbooks account.
  7. The individual payroll expenses will post to 'Expenses' in Freshbooks.

If you need to resync a payroll you can learn more about how to do so here.

Account mappings

When setting up your mappings you will be prompted to add:

  • Earnings Types (Regular, Bonus, Commission etc.)
  • Employer Taxes
  • Reimbursements

The more accounts you choose when setting up your integration, the more detail there will be in the invoice sent to Freshbooks. More detail in the invoice results in more detailed reports in Freshbooks.

For example, if you'd like all wages from all employees to go to the same expense account, regardless of what type of earnings they are, you would select the exact same expense account for all earnings items. For reporting purposes you would have one expense account item measuring all earnings.

If you'd like to break out different types of earnings into different expense accounts you can make different account selections for each earnings type by selecting Advanced in your mapping settings.  For example, you could have one expense account for vacation pay and a different expense account for overtime.

Learn more about account mapping

Department mappings
Department mappings are another way to add additional granularity. With department mappings you can use different accounts for the different payroll items within a department.  This means you can have the earnings of one department go to one account and the earnings of a second department go to a different account.  This will expand the entry we send over into the accounting software.
As an example, I have two departments: Design and Marketing.  Before I enabled department mappings, all regular wages earned went to one "salaries and wages" expense account.  After enabling department mappings, I can use two expense accounts: a "Sales Wages" expense account and a "Marketing Wages" expense account.  When running reports in my accounting software I will have this additional breakdown.



Q: What does the timestamp indicate?

A: The exact time Gusto successfully synced a payroll into the accounting software.

Q: Is there a way to retroactively sync all payrolls once I enable auto-sync?

A: Auto-sync will only work for the payrolls moving forward from the time it is set up. Any payrolls run before auto-sync was enabled will need to be manually synced.

Q: If I update my mappings, can I re-sync a payroll to update my Expenses?

A: Yes.


Q: Do you book the wage expense as gross wages or net wages?

A: Gross wages, meaning the wage expense will include employee pay, employee taxes, and employee deductions. Employer taxes and employer contributions will have their own expense line item. 

Q: Do you break out individual taxes?

A: We do not break out individual taxes. By transitioning to Gusto you will no longer have tax payments coming over to your balance sheet as a liability. Taxes are handled on a cash basis instead of an accrual basis, our tax debits for each payroll are considered a closed transaction.

Q: Can I post over individual employee payroll information?

A: Gusto does not currently support mapping for individual employees.  Payroll information is pushed over at the company level.

However you can accomplish this by using Departments. Add one employee to each team, which can then map to specific accounts. Post this over to see the individual employee payroll details.

Q: What if I won't be using one of the payroll items listed?

A: The item will still need to be mapped to an account. If the payroll item isn't applicable, nothing will come over related to the account that is selected within your entry. Only payroll items that apply to a processed payroll will populate within the synced entry.


Q: How do I handle checks?

A: We recommend printing checks from your Gusto account or handwriting them. You can then reconcile the Bill from Gusto when the checks are cashed by your employees. We do incorporate the amount of each check in our Bill. 



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