Which direction does data move between FreshBooks and Procurify?

Bills and vendors flow from FreshBooks into Procurify. Purchase orders and requisitions are polled from Procurify and synced back into FreshBooks as draft expenses. Payments recorded in FreshBooks update the payment status in Procurify. The bidirectional flow keeps both systems synchronized without manual re-entry.

How does ml-connector handle the difference in authentication between FreshBooks and Procurify?

FreshBooks uses OAuth 2.0 with user-delegated authorization, so ml-connector stores the token securely and acts on behalf of the authorized user. Procurify uses client credentials, so ml-connector exchanges the API key for a 24-hour bearer token on each run, refreshing as needed. Both credential sets are encrypted at rest and the tokens are refreshed before expiry.

What happens if a vendor or account code in FreshBooks does not match Procurify?

ml-connector attempts to match vendors and account codes by name and external identifier. If no match is found, the record is flagged for manual review rather than creating a duplicate or guessing. An audit report shows which records matched and which were skipped, so the procurement and accounting teams can align the systems during a review cycle.

FreshBooksProcurify

FreshBooks and Procurify integration

FreshBooks handles invoicing and accounting for the business. Procurify manages purchase orders, requisitions, and accounts payable. Connecting the two ensures that vendor bills recorded in FreshBooks line up with purchase orders in Procurify, and that purchase orders in Procurify flow back into FreshBooks for expense reconciliation. New vendors and bills flow from FreshBooks to Procurify automatically, and approved POs from Procurify update the expense forecast in FreshBooks without manual re-entry.

How FreshBooks works

FreshBooks exposes clients, invoices, bills, bill vendors, payments, expenses, chart of accounts, items, and journal entries through a REST API at https://api.freshbooks.com. It uses OAuth 2.0 with user-delegated authorization (not client credentials), so integrations authenticate on behalf of a FreshBooks user. FreshBooks publishes webhook events for bill creates, updates, deletes, and vendor lifecycle changes, delivered as form-encoded POST requests to a customer-supplied endpoint. Webhooks carry HMAC-SHA256 signatures for verification and may take seconds to several minutes to arrive. The chart of accounts endpoint uses a distinct path pattern from other accounting resources.

How Procurify works

Procurify is a cloud procurement platform exposing vendors, purchase orders, requisitions, bills, payments, account codes, locations, departments, currencies, and catalog items via REST API at https://<customer-domain>.procurify.com. It uses OAuth 2.0 with client credentials (machine-to-machine), so integrations authenticate as applications with superuser-level permissions bound to the credential scope. Procurify does not publish webhooks or push events; integrations must poll using time-based filters on modified_date, created_date, or dateModified fields across the relevant endpoints. Some endpoints, including order items and payments, are read-only. Procurify publishes no sandbox environment and rate limits are undocumented, though excessive requests can trigger access suspension.

What moves between them

Bills and vendors flow from FreshBooks into Procurify as accounts payable records and vendor registries. When a bill is created or updated in FreshBooks, ml-connector maps the vendor and account code, then creates or updates a matching record in Procurify. Purchase orders created and approved in Procurify are polled on a regular schedule and synced back into FreshBooks as expenses or journal entries for reconciliation during month-end close. Payments recorded in FreshBooks are also synced to Procurify to mark bills as paid and update cash flow forecasts. The integration runs on a schedule independent of both systems, reconciling data on cadence you control rather than waiting for a push.

How ml-connector handles it

ml-connector stores FreshBooks OAuth tokens encrypted and uses the user-delegated flow to query the FreshBooks API on behalf of the authorized user. It listens for webhook events from FreshBooks on a registered endpoint and processes bill and vendor changes immediately, without waiting for a polling cycle. For Procurify, it exchanges client credentials for a 24-hour access token (refreshed as needed), then polls the purchase order and requisition endpoints using date-range filters to find new and modified records since the last run. When syncing bills to Procurify, ml-connector maps the vendor name and account code in FreshBooks to the nearest match in Procurify's vendor and account-code registries; if an exact match does not exist, the record is flagged for manual review. When pulling POs back from Procurify, it creates expense records in FreshBooks' chart of accounts and reconciles against the account codes stored in Procurify. Because FreshBooks webhook delivery is not guaranteed real-time and Procurify is polling-only, ml-connector stores each record with its external identifiers and can detect and skip duplicates. Both systems are polled for a complete audit trail on demand, and all records carry full change history.

A real-world example

A mid-sized services firm uses FreshBooks for invoicing and accounting and Procurify for centralized purchasing and vendor management across three offices. Before the integration, the procurement team created purchase orders in Procurify, but the accounting team still entered vendor bills and matched them against FreshBooks invoices by hand, delaying month-end close. Bills created in Procurify were not reflected in FreshBooks' payables ledger until after manual export and re-keying. With FreshBooks and Procurify connected, new vendors are added to Procurify automatically when first recorded in FreshBooks, and purchase orders from Procurify flow into FreshBooks as draft expenses for the accounting team to approve. The procurement team sees FreshBooks payment history without leaving Procurify, and reconciliation happens in real time.

What you can do

Sync FreshBooks bills and vendors into Procurify as accounts payable and vendor records mapped by name and account code.
Pull Procurify purchase orders into FreshBooks as draft expenses for reconciliation and audit.
Bridge FreshBooks user-delegated OAuth with Procurify machine-to-machine client credentials so both systems stay authenticated.
Listen for FreshBooks webhook events and poll Procurify on a schedule, handling both push and pull patterns seamlessly.
Flag mismatches when vendors or account codes do not align between systems and provide a full audit trail for review.

Questions

Which direction does data move between FreshBooks and Procurify?: Bills and vendors flow from FreshBooks into Procurify. Purchase orders and requisitions are polled from Procurify and synced back into FreshBooks as draft expenses. Payments recorded in FreshBooks update the payment status in Procurify. The bidirectional flow keeps both systems synchronized without manual re-entry.
How does ml-connector handle the difference in authentication between FreshBooks and Procurify?: FreshBooks uses OAuth 2.0 with user-delegated authorization, so ml-connector stores the token securely and acts on behalf of the authorized user. Procurify uses client credentials, so ml-connector exchanges the API key for a 24-hour bearer token on each run, refreshing as needed. Both credential sets are encrypted at rest and the tokens are refreshed before expiry.
What happens if a vendor or account code in FreshBooks does not match Procurify?: ml-connector attempts to match vendors and account codes by name and external identifier. If no match is found, the record is flagged for manual review rather than creating a duplicate or guessing. An audit report shows which records matched and which were skipped, so the procurement and accounting teams can align the systems during a review cycle.

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