FreeAgent Integration
The FreeAgent integration connects EventWorks to FreeAgent, allowing you to push sales invoices, purchase bills, and contacts directly into your FreeAgent account. Contacts are automatically created and kept up to date when invoices are sent.
Getting There
Go to Settings > Integrations and find the FreeAgent card. Click Connect to begin setup, or click the Settings (wrench icon) button if you're already connected.
Overview
Once connected, FreeAgent handles:
- Sales invoices — Pushed to FreeAgent as invoices when you authorise them
- Purchase invoices — Pushed to FreeAgent as bills for your supplier costs
- Contacts — Automatically created or updated in FreeAgent when invoices are sent
Note: FreeAgent does not support credit notes, purchase orders, or payment syncing. These are handled locally within EventWorks.
Key Concepts
OAuth Authentication
FreeAgent uses OAuth for secure authentication. You'll be redirected to FreeAgent to grant EventWorks access. Tokens are refreshed automatically when they expire.
One Accounting Integration at a Time
Only one accounting integration can be active. Enabling FreeAgent deactivates any other accounting integration.
Contact Updates
Unlike some other accounting integrations, FreeAgent automatically updates existing contacts when their details change in EventWorks. If a contact has been synced before, their details are refreshed in FreeAgent each time an invoice is sent.
How To...
Connect to FreeAgent
- Go to Settings > Integrations.
- Click the FreeAgent card, then click Connect to FreeAgent.
- You'll be redirected to FreeAgent to authorise access.
- Grant permission and you'll be redirected back to EventWorks.
Configure Account Mappings
After connecting, set up your account categories:
- Click the Settings button on the FreeAgent card.
- In the right-hand panel, set:
- In the left-hand panel, map each cost type to specific FreeAgent categories if needed.
- Click Save.
What Gets Synced
| EventWorks Record | FreeAgent Record | Direction | Notes |
|---|---|---|---|
| Sales invoice | Invoice | EventWorks to FreeAgent | Includes line items with quantity, price, and category |
| Purchase invoice | Bill | EventWorks to FreeAgent | Uses cost type category mapping |
| Account / Contact | Contact | EventWorks to FreeAgent | Created on first sync, updated on subsequent syncs |
Settings & Configuration
All FreeAgent settings are managed at Settings > Integrations > Accounting. You need the edit settings permission.
| Setting | Description |
|---|---|
| Default sales account | FreeAgent category for sales invoice line items |
| Default purchases account | FreeAgent category for bill line items |
| Per-cost-type accounts | Map each cost type to specific FreeAgent categories |
Frequently Asked Questions
Q: Can I sync credit notes to FreeAgent?No. Credit notes are not supported by the FreeAgent integration. They are managed locally within EventWorks.
Q: Can I sync payments from FreeAgent?No. Payment syncing is not currently available for FreeAgent.
Q: How are contacts handled in FreeAgent?When an invoice is sent, EventWorks checks if the contact has been synced to FreeAgent previously. If so, their details are updated in FreeAgent. If not, a new contact is created with their name, organisation, email, phone number, and address.
Q: What happens if my FreeAgent connection expires?EventWorks automatically refreshes your FreeAgent tokens. If a refresh fails, you'll need to reconnect from the integration settings.