How can I create complex math logic in FreshBooks integration or another automated invoicing solution?

  • Profile Image
    Asked on January 24, 2016 at 08:00 AM


    We sell event exhibition space and for our Meeting Rooms, we charge per half day, per square foot, whether it's seated or unseated, and add on a half day surcharge if they buy 1.5, 2.5, 3.5, 4.5, 5.5, or 6.5 days. Following is all of the necessary coefficients and the math logic. 

    If the sales agent is trying to sell Meeting Room space, the equation I have set up is in bold below:

    *For Number of Days, the selected values .5, 1, 1.5, 2, 2.5, 3, 3.5, 4, 4.5, 5, 5.5, 6, 6.5 and 7 their hidden value will be .5, 1, 1.5, 1.9, 2.375, 2.7, 3.15, 3.5, 3.9375, 4.25, 4.675, 4.95, 5.3825 and 5.6. So when they buy more days,they get a bit of a discount off the standard $1.00/sqft.

    **Meeting Room Type has two options. Unseated = $1.75, Seated = $2.50

    ***Half-Day Surcharge is factored in if they purchased any time ending in ''.5''. That will probably become a radio button. Half-Day Surcharge = $.10 * Meeting Room SQFT 

    ((Meeting Room SQFT)*(Number of Days)*(Meeting Room Type))+(Half-Day Surcharge)=Meeting Room Price

    Please help me to figure out how to put either this logic in the integration tool or to just pull a value from all relevant 15-16 text fields/line items from the quote and create an invoice from it that I can either have sent to the client immediately or saved as a draft.

    Thank you

  • Profile Image
    Answered on January 24, 2016 at 12:47 PM

    I've cloned your form and check the calculations. They are all correct. But unfortunately, our Freshbooks integration will require you to setup a payment integration in the form. Usually, it's the Purchase Order tool that is tied to Freshbooks since there is no payment involve when using it, only through Freshbooks itself. 

    You can try the following then update us if this works:

    1. Add a new calculation widget in the form and put the grand total of all payables in the form.

    2. Add the Purchaser Order from the Payment Tools

    3. Configure the payment to get the total amount from the new calculation widget. Here's our guide for that:

    4. Integrate Freshbooks and check if the payment is available to use in the integration window.

  • Profile Image
    Answered on January 24, 2016 at 02:36 PM

    Okay, I think i have done that before. That only gives me one line on the invoice though. It doesn't really show the clients what they're purchasing other than ''Grand Total". I have 15 or 16 fields that I need to transfer. 

    Is there another way I can do this? Even if it's just transferring text fields to an invoice? I can set up that form where the calculations are hidden then have text fields = to those calculation fields then pull the text field? Even if it isn't with FreshBooks. Any invoicing solution will do the trick.

    Is there a way to have our sales team fill out this form, then when they fill it out it sends an email via autoresponder where the {clientEmail} can come back and make a payment while restricting modifying the form fields?

  • Profile Image
    Answered on January 25, 2016 at 01:24 AM



    Unfortunately, you cannot transfer text field to invoice. As for your second concern, I believe a possible solution would be to have two versions of the same form. One form would be the editable version, where your sales team will fill out the form. Then once they submit the form, the autoresponder will have a prepopulate link that will lead to the second version of the form which is read-only. That way, your client can make a payment without being able to modify the form fields.

    Here's a couple of links that may help:

    Prepopulating fields to your JotForm via URL parameters

    Creating a Form Autoresponder


    Hope this helps,

  • Profile Image
    Answered on January 25, 2016 at 03:08 AM

    Sounds great,


    So then I will just need to add a payment gateway to that second form for payment processing then? Using the Grand Total I presume?


    Can I hide certain fields on the second form? I currently have the first form showing the commission the sales agent will be earning for records. I would like to hide that on the client end.


    Will this still work with FreshBooks Integration or is this something different?


    Will that second form's submission data go to a second submission data field or will it also go to the first form's submission data field?? I would like to be able to track pending and purchased separately.


    Getting closer, I appreciate the support team here!

  • Profile Image
    Answered on January 25, 2016 at 07:49 AM

    I believe the proposed solution still won't allow you to integrate the form to Freshbooks since you are simply passing the data from one form to another. The solution is simply putting all data into the second form for payment processing.

    The second form will have its own submissions page. You have to view submissions it there.


    I'm looking at Jotform to Freshbooks via Zapier integration:

  • Profile Image
    Answered on January 25, 2016 at 07:51 AM

    I'm sorry, but my Freshbook account is currently closed and my trial account has expired. You have a few options in the Zapier for Jotform to Freshbooks. Can you check that?