Conversion Limitations: FreshBooks USA

We are aiming to cover all the possible scenarios of your source accounting system when converting it to the new one. It is also important to note that different accounting systems vary in how they handle accounting data and transactions. 

Due to API limitations, any FreshBooks file containing 100 or more journal entry/transaction lines cannot be supported, hence, conversion will fail. For context, consider an invoice issued for a sale of goods or services. The invoice will have a debit entry to an asset account and a credit entry to a revenue account. Therefore, one invoice will have at least two lines of journal entry or transaction. If your FreshBooks file have more than fifty (50) sales invoices, the conversion will probably fail, not to mention that these invoices will also have its corresponding sales receipts or credits having its own transaction lines.

Apart from the general limitations covered in the below article, FreshBooks also has its own limitations that are itemized down below.

Please check our conversion limitations for all systems.


We do not support multi-currency conversions for FreshBooks. All data will be converted into the home currency of the company. Learn more about converting from multi-currency here, using a Xero conversion, as an example.

Some FreshBooks data do not have journals 

Dataswitcher conversion requires journals to convert data properly, but FreshBooks does not always keep a detailed journal history for all its data. Some of these journals are also found to be inconsistent, as it failed to meet the expected and/or required standards for creating journals. They contain errors and contradictions which make such journal entries to not work in the QuickBooks API. 

Chart of Accounts  

Renaming Account IDs: You may rename normal balance sheet accounts but renaming the system accounts (Retained Earnings, Accounts Receivable, Accounts Payable etc.) through the transaction history can cause issues such as suspense accounts showing up as Customers or Vendors in QuickBooks Online.

For more information, please refer to QuickBooks Online Chart of Accounts. 

AR (Accounts Receivable) and AP (Accounts Payable) Transactions 

QuickBooks Online does not support multiple Accounts Receivable and Accounts Payable. If you are using multiple AR accounts in FreshBooks, these will be merged into one account, which is the system AR account in QuickBooks Online. Some accounts receivable transactions might not be posted as expected due to the API differences between FreshBooks and QuickBooks Online. During conversion, the pre-check and post-check validations might show FreshBooks contacts (Employees, archived contacts) as QuickBooks Online suspense contacts. If this occurs, you might find balances in zCustomers but overall, the AR balance should be ok. Dataswitcher will also post the discrepancies to the outstanding balances of zCustomers.

Vendor bills and bill payments are processed differently in FreshBooks and do not contain the required journals for the data to be converted. Because of this, Dataswitcher cannot convert and post vendor transactions to QuickBooks Online. This means that any transaction from FreshBooks that arise from a bill or a bill payment will not be converted, and the corresponding asset and expense accounts may not have balances in QuickBooks Online.

Please check Importing Bills: QuickBooks Online USA if you decide to import your bills.

In addition, FreshBooks does not assign its credits and prepayments to specific invoice or customer accounts so these transactions may end up as journals in QuickBooks Online.

Inventory items

Currently, Dataswitcher does not support conversion of inventory items from FreshBooks. The below pages will show the details on how to import or manually add inventory items.

Import products and services into QuickBooks Online 

Add inventory products in QuickBooks Online

Fiscal Years

The Dataswitcher conversion wizard will convert only two fiscal years of FreshBooks data. 

Sales Tax 

Sales tax values: Sales tax is converted as a line item. 

Customer sales tax defaults: Any default sales tax code is not converted.

Please check our Post-conversion Tasks All systems for more information on enabling sales tax.

Transactions posted to FreshBooks after connecting to Dataswitcher

Dataswitcher can only convert supported transactions that are included in the FreshBooks file when you connect your FreshBooks to Dataswitcher conversion wizard. After successfully connecting your FreshBooks file for the conversion, any new transactions in FreshBooks will not be converted, even if they are supported. 

Transactions posted to QuickBooks after connecting to Dataswitcher

Transactions posted to QuickBooks Online after initiating the conversion through the Dataswitcher conversion wizard will likely be deleted and can even cause the conversion to fail. Therefore, you should not use QuickBooks Online until you are notified by email that your conversion is completed and available for review.

FreshBooks data that will not be converted

The following data types cannot be converted: 

  • Vendor bills and bill payments
  • Inventory items
  • Time tracking data
  • Estimates
  • Memorized transactions
  • Invoice templates and other templates
  • File attachments
  • Draft or unposted journals or transactions (ex. invoice not marked as sent) (to verify later)
  • Deleted transactions
  • Bank reconciliation history
  • Inventory transaction history
  • Payroll information, if any (employee details, pay calendars, tax information, pensions, etc.)
  • Project details (project team members, project description, logged hours, unbilled hours and expenses, profitability, etc.)

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