FreshBooks MCP Server

# Journal Entry API Reference Journal entries allow for manual accounting adjustments by debiting and crediting accounts directly. Used for corrections, adjustments, and entries not covered by standard transactions. ## journalentry_create Create a new journal entry. ### Description Create a manual accounting journal entry with debit and credit lines that must balance. **When to use:** - User needs to make accounting adjustments - Recording transactions not handled by invoices/expenses - Correcting accounting errors - Period-end adjustments - Depreciation entries - Accruals and deferrals ### Input Schema | Parameter | Type | Required | Default | Description | |-----------|------|----------|---------|-------------| | accountId | string | Yes | - | FreshBooks account identifier | | name | string | Yes | - | Journal entry name/description | | date | string | Yes | - | Entry date (YYYY-MM-DD) | | description | string | No | - | Detailed description of the adjustment | | currencyCode | string | No | USD | Currency code | | details | JournalEntryDetail[] | Yes | - | Debit and credit lines (minimum 2, must balance) | #### JournalEntryDetail Schema | Parameter | Type | Required | Description | |-----------|------|----------|-------------| | subAccountId | number | Yes | Sub-account ID from chart of accounts | | debit | string | No* | Debit amount (decimal string) | | credit | string | No* | Credit amount (decimal string) | | description | string | No | Line description | *Each detail must have either debit OR credit (not both). ### Input Example ```json { "accountId": "ABC123", "name": "Depreciation - Office Equipment", "date": "2024-12-31", "description": "Annual depreciation expense for office equipment", "currencyCode": "USD", "details": [ { "subAccountId": 501, "debit": "5000.00", "description": "Depreciation Expense" }, { "subAccountId": 150, "credit": "5000.00", "description": "Accumulated Depreciation - Equipment" } ] } ``` ### Output Schema | Field | Type | Description | |-------|------|-------------| | id | number | Unique journal entry identifier | | name | string | Journal entry name/description | | description | string | Detailed description | | date | string | Entry date (YYYY-MM-DD) | | details | JournalEntryDetail[] | Debit and credit lines | | currencyCode | string | Currency code | | createdAt | string | Creation timestamp (ISO 8601) | ### Output Example ```json { "id": 12345, "name": "Depreciation - Office Equipment", "description": "Annual depreciation expense for office equipment", "date": "2024-12-31", "details": [ { "subAccountId": 501, "debit": "5000.00", "description": "Depreciation Expense" }, { "subAccountId": 150, "credit": "5000.00", "description": "Accumulated Depreciation - Equipment" } ], "currencyCode": "USD", "createdAt": "2024-12-31T10:00:00Z" } ``` ### Errors | Code | Condition | Recoverable | Recovery | |------|-----------|-------------|----------| | -32602 | Missing required fields | No | Provide name, date, details | | -32602 | Details don't balance | No | Ensure total debits = total credits | | -32602 | Less than 2 detail lines | No | Provide at least 2 lines | | -32602 | Invalid date format | No | Use YYYY-MM-DD format | | -32013 | Invalid subAccountId | Yes | Verify account exists | | -32001 | Not authenticated | Yes | Call auth_get_url to authenticate | ### Related Tools - [journalentryaccount_list](./journal-entry-accounts.md#journalentryaccount_list) - Find account IDs --- ## Notes ### Double-Entry Accounting Journal entries follow double-entry accounting principles: - Every entry has equal debits and credits - Total debits must equal total credits - Minimum 2 lines per entry (one debit, one credit) ### Account Types Different account types require debits or credits to increase: **Debit to Increase:** - Assets (Cash, Accounts Receivable, Equipment) - Expenses (Salaries, Rent, Utilities) **Credit to Increase:** - Liabilities (Accounts Payable, Loans) - Equity (Owner's Capital, Retained Earnings) - Revenue (Sales, Service Income) ### Common Journal Entries **Depreciation:** ``` Debit: Depreciation Expense Credit: Accumulated Depreciation ``` **Accrued Expense:** ``` Debit: Expense Account Credit: Accounts Payable ``` **Prepaid Expense:** ``` Debit: Expense Account Credit: Prepaid Expense Asset ``` **Owner's Draw:** ``` Debit: Owner's Draw Credit: Cash ``` ### Sub-Account IDs Use `journalentryaccount_list` to find valid sub-account IDs from your chart of accounts. Each business has different account IDs. ### Date Format Journal entry dates use YYYY-MM-DD format (not ISO 8601): - `2024-12-31` (December 31, 2024) - `2024-01-01` (January 1, 2024) ### Validation FreshBooks validates: - Debits equal credits - Valid sub-account IDs - Positive amounts - Valid date format ### Best Practices 1. **Clear descriptions** - Explain the purpose of each entry 2. **Backup documentation** - Keep supporting documents 3. **Period-end timing** - Date entries appropriately 4. **Review balances** - Verify amounts before creating 5. **Consult accountant** - For complex transactions ### Limitations - Cannot update journal entries (create-only) - Cannot delete journal entries in most cases - Permanent impact on financial statements - Should be created by users with accounting knowledge