FreeAgent integration

The FreeAgent integration allows you to keep your customers in sync and gives you an instant overview of what invoices you have for a contact without ever leaving their contact record in Capsule. It also makes it super simple to add new contacts from Capsule to FreeAgent when you want to start invoicing them.

What does the FreeAgent integration do?

Integrating Capsule with FreeAgent will automatically add all your FreeAgent contacts into your Capsule account.

All invoice information in FreeAgent is summarized in Capsule including;

• Payment due dates,
• Whether an invoice has been paid
• Overdue amounts and quotes on the linked contact record in Capsule.

Once the integration is setup and working, Capsule will keep updating FreeAgent with any changes you make to your contact records, so you should always treat Capsule as your source of truth, e.g. if you update an address in Capsule, the corresponding contact in FreeAgent will be automatically updated as well.

Lastly, new Capsule contacts can also be easily added to FreeAgent when you are ready to raise an invoice.

How to set up the FreeAgent integration

If you don’t already have a FreeAgent account then sign up for one now at freeagent.com.

1. In Capsule, go to Account SettingsIntegrationsFreeAgent and click the button to Configure FreeAgent.
2. Choose the option to Enable Integration. You will be asked how you would like to handle supplier information. If you use teams in Capsule to control access to contact information, you can select a default team that all FreeAgent contacts are added to.
3. Click Connect to FreeAgent to give Capsule access to your FreeAgent account. The integration is now up and running.

An initial sync takes place from FreeAgent to Capsule, linking up existing Capsule contacts with their corresponding FreeAgent contacts as well as adding any contacts not already existing in Capsule; as explained here.

Managing FreeAgent suppliers and supplier invoices

Supplier information stored in FreeAgent may be sensitive, e.g. directors and staff payments or other suppliers not known to your team(s). During setup you decide whether your supplier payment information is to be shared in Capsule. In Account SettingsIntegrationsFreeAgent.

• Select Do Not import suppliers from FreeAgent into Capsule if no supplier information is to be shared.

• Select Import supplier from FreeAgent into Capsule if you are happy for the information to be shared.

What happens during the FreeAgent sync?

There are regular 2 hour syncs between FreeAgent and Capsule. Where there's a new FreeAgent contact, this contact will be uploaded into Capsule. At this point:

• If the contact doesn’t already exist in Capsule, a new contact will be created
• Those that can be matched by name will be automatically linked.

Exporting contacts from Capsule to FreeAgent

If you have a contact in Capsule not displaying any FreeAgent information, and you want this contact in FreeAgent, simply click on 'Export to FreeAgent. This saves having to manually add this contact to FreeAgent for invoicing.

Where an individual is linked to an organization in Capsule, it is expected you are wanting to invoice the organization not the individual. Capsule exports the organization, and the person record you are exporting from will be treated as the ‘Contact Person’ field in FreeAgent. The following fields are populated in FreeAgent from Capsule:

• Name of organization
• Contact Person (where export is from the person record in Capsule)
• First Email address
• First Phone number
• Mobile Phone
• First Address

Deleting and managing duplicates with FreeAgent

Duplicates may occur because of the integration. If there is a slight difference in spelling of a contact between Capsule and FreeAgent, the sync with treat the customer in FreeAgent as new and create a duplicate contact in Capsule. If duplicates are accidentally created, you can merge them following the steps here. These need to be merged with the exact same name as what is stored in FreeAgent, or FreeAgent will continue to send the ‘new’ contact to Capsule.

Deleting a contact has to happen in both FreeAgent and Capsule, in that order. Deleting a contact in Capsule first, without deleting the contact in FreeAgent will mean that the contact will be added to Capsule again the next time the sync takes place. Because of this it is important to delete the contact in FreeAgent and then delete it in Capsule.

Using FreeAgent as a B2B vs B2C Business

When dealing with people for the FreeAgent integration we split contacts into B2C contacts (people not associated with an organization) and B2B contacts (people associated with an organization).

When exporting a B2C contact to FreeAgent, the Person's details are exported to the accounting system. We are expecting invoices will be issued to this person. When exporting a B2B contact we export only the organization's details. We do this because in a B2B relationship invoices are almost always issued to an organization rather than a person.

When you use the option to Export to FreeAgent from a Person's contact record, the first and last name for the Person is used in the 'Contact Person' field in FreeAgent and all other details added to FreeAgent will be from the Organization.

How to disable the FreeAgent Integration

To disconnect the FreeAgent integration:

1. In Capsule, go to Account SettingsIntegrationsFreeAgent and click the button to Configure FreeAgent.
2. Click Disable Integration and confirm.

Once the integration has been disabled, any invoice history and links to FreeAgent will stop being displayed but Contacts created by the integration will remain in Capsule.