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QuickBooks Desktop Integration

QuickBooks Desktop runs on your local computer, not in the cloud. The Web Connector acts as a secure bridge between your on-premise QuickBooks installation and TMS.ai, syncing invoices and carrier bills without moving your QuickBooks file to the cloud.

The Web Connector checks for new data from TMS.ai at scheduled intervals (typically every 15-30 minutes) and updates your QuickBooks company file automatically. Your QuickBooks Desktop version must be within the last 3 years to work with the integration.

Setting it up:

  1. Download and install the QuickBooks Web Connector on the computer running QuickBooks Desktop
  2. In TMS.ai, go to Settings and select "Connect to accounting software"
  3. Choose QuickBooks Desktop from the integration options
  4. Select your QuickBooks Desktop version (must be within last 3 years)
  5. Verify you're ready to set up QuickBooks Desktop
  6. Download the Web Connector certificate file from TMS.ai
  7. Open the Web Connector and import the certificate file to authorize the connection
  8. Important: Select "Yes, always allow access even if QuickBooks is not running" to ensure continuous syncing
  9. Set the update schedule (typically every 15-30 minutes for regular data exchanges)
  10. In TMS.ai, review invoice line items and map each to corresponding External Items in your QuickBooks Desktop chart of accounts
  11. Link TMS.ai customer records to existing QuickBooks Desktop customer profiles by selecting the corresponding customer from the dropdown

Exporting invoices and carrier bills:

  1. With the Web Connector configured, generate invoices and carrier bills in TMS.ai as usual
  2. Review the invoice line items to ensure proper mapping
  3. Select the corresponding QuickBooks customer profile
  4. Click "Export to QuickBooks Desktop"
  5. The Web Connector picks up the export during its next scheduled sync

Keep QuickBooks Desktop open during business hours so the Web Connector can sync. In the Data Panel of each invoice, scroll down to the QuickBooks section to see the QuickBooks ID number and Invoice Export Status. "Successful" means the transaction exists in QuickBooks. "Pending" means the Web Connector hasn't completed the sync yet (ensure QuickBooks Desktop is running).

If your invoice stays in Pending status:

  • Make sure QuickBooks Desktop is open when exporting
  • The Export Status remains Pending until QBD is turned on
  • Verify your QuickBooks Web Connector is set up properly
  • Check firewall settings
  • Ensure your QuickBooks Desktop software version is up to date