Connect Xero or FreeAgent
Push your TradeBooked invoices to Xero or FreeAgent so your bookkeeping is one source of truth. Set up once, then invoices sync as you finalise them.
What it does
When you finalise an invoice in TradeBooked, a copy is pushed to your accounting software. The first time a customer appears on an invoice, they are added there as well.
On Xero, a payment you record in TradeBooked is pushed against the invoice as well. On FreeAgent the invoice stays open, with your job reference on it, and the money settles it from whichever account it arrives in.
How that happens depends on how you were paid. A bank transfer quotes your job reference on your bank feed, so FreeAgent matches it. Card payments do the same once you connect your Stripe account to FreeAgent, which also books your Stripe fees for you. Cash has no feed to match against, so mark those paid in FreeAgent yourself.
It is a one-way push from TradeBooked to your accounting software. Edits made in Xero or FreeAgent do not flow back.
You can connect one accounting provider at a time. Pick Xero or FreeAgent based on what you already use.
What syncs and what does not
What syncs:
- Invoices: pushed when finalised in TradeBooked, with your job reference on them
- Payments: pushed against the invoice on Xero. On FreeAgent the invoice stays open for your own feed to settle, so connect Stripe to FreeAgent as well if you take card payments
- Customers: pushed the first time they appear on an invoice
What does not sync:
- Expenses, bank feeds, manual journals and VAT submissions (use Xero or FreeAgent directly for these)
- Edits made in your accounting software (it is a one-way push)
- Deleted invoices (the accounting-side copy stays as your record)
Before you start
You will need:
- A TradeBooked account on the Pro or Autopilot plan
- A Xero or FreeAgent account you have permission to connect
- For Xero, the organisation you want invoices pushed into, plus the Sales account and Bank account you use
- For FreeAgent, the income category you want invoices to land in
Setup steps are in your dashboard
This is a Pro feature. Sign in on a Pro plan to see the step-by-step setup for your number.
Common questions
Does it sync both ways?
No. It is a one-way push from TradeBooked to Xero or FreeAgent. Edits made in your accounting software do not flow back.
Can I use both Xero and FreeAgent?
No. Only one accounting provider can be active at a time. Disconnect the current one before connecting the other.
What about expenses, bank feeds and VAT?
Use Xero or FreeAgent directly for those. TradeBooked syncs invoices and customers, and payments on Xero, but not expenses, bank feeds, manual journals or VAT submissions.
Why is my FreeAgent invoice still showing as open?
Because that is where the money is settled. TradeBooked puts your job reference on the FreeAgent invoice and leaves it open, and the money settles it from whichever account it arrives in. A bank transfer quotes that reference on your bank feed, so FreeAgent matches it and you settle the invoice in a couple of clicks. Card payments settle the same way once you connect your Stripe account to FreeAgent, which also books the Stripe fees for you. Cash has no feed to match against, so mark those paid in FreeAgent yourself. It means the payment is recorded once, from the account it arrived in, rather than twice.
What if I delete an invoice in TradeBooked?
The copy already pushed stays in your accounting software as your record. Edit or void it there if needed.
Why are there extra lines on my FreeAgent invoices?
If you price your work with VAT included, you may see one or two small extra lines called VAT rounding adjustment. They are usually five pence, or up to about twenty pence on reduced-rate work. TradeBooked works out VAT on the invoice total. FreeAgent works it out line by line and rounds each one. Both are correct, and they can land a penny apart. Closing that gap takes two lines rather than one: a penny of VAT has to come from somewhere, so one line corrects the VAT and the other corrects the total back. You do not need to do anything with them. They never change what your customer pays, and they are what keeps the invoice in FreeAgent matching the one your customer holds and the amount that reached your bank.
What plan do I need?
Accounting sync (Xero or FreeAgent) is on the Pro and Autopilot plans.
Related guides
Still stuck? Email support@tradebooked.co.uk.