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QuickBooks Integration

What is QuickBooks Integration?

QuickBooks Integration in TMS.ai creates a direct connection between your transportation operations and your accounting system, automatically syncing invoices, carrier bills, and financial data between the two platforms. Instead of manually entering every invoice and bill into QuickBooks after creating them in TMS.ai, the integration handles the data transfer in seconds. Customer invoices export as QuickBooks invoices with proper line items, tax calculations, and customer mapping. Carrier bills export as QuickBooks bills with vendor information and expense coding. Financial line items flow with GL codes and accounting tags intact.

This integration supports both QuickBooks Online and QuickBooks Desktop, adapting to whichever version your accounting team uses. The platform maintains consistency between your operational and financial systems, ensuring your books accurately reflect your freight activity.

How QuickBooks Integration works:

  1. Connect your QuickBooks account by navigating to the Integrations section in Settings. For QuickBooks Online, click the connect button and authenticate using your Intuit login credentials. For QuickBooks Desktop, download and install the Web Connector software, then configure the connection following the setup wizard.
  2. Map your customers and vendors between TMS.ai and QuickBooks. The system identifies matching customer and vendor records by name or identifier. Review the mapping to ensure TMS.ai customers link to the correct QuickBooks customer records, preventing invoice export errors.
  3. Configure GL codes and accounting tags in TMS.ai to match your QuickBooks chart of accounts. Navigate to the Object Builder and create or update GL codes for income, expenses, and other financial categories. These codes attach to invoice line items and carrier bills, controlling where transactions post in QuickBooks.
  4. Map invoice line items to QuickBooks products or services. When you export an invoice, each line item (freight charge, fuel surcharge, accessorial) maps to a corresponding QuickBooks item. Review the mapping before your first export to ensure charges post to the correct revenue accounts.
  5. Export invoices to QuickBooks by selecting completed invoices from the Invoices board and clicking "Export to QuickBooks." For QuickBooks Online, the export happens immediately via API. For QuickBooks Desktop, ensure QuickBooks is open and the Web Connector is running. The system creates invoice records in QuickBooks with all line items, tax calculations, and customer information.
  6. Export carrier bills to QuickBooks using the same export function from the Carrier Bills board. TMS.ai creates bill records in QuickBooks showing the vendor, amount, due date, and expense account coding. These bills appear in QuickBooks ready for payment processing.
  7. Enable multi-currency support if you handle cross-border freight. Turn on multi-currency in your QuickBooks Online account settings first, then TMS.ai will export invoices and bills in their original currency (USD, CAD, etc.) rather than converting everything to your default currency.
  8. Monitor export status in the Invoice Export Status and Bill Export Status fields. The system shows "Pending" while waiting for QuickBooks connection, "Success" when export completes, or "Error" with details if something fails. For QuickBooks Desktop, exports remain pending until you open QuickBooks and the Web Connector processes the queue.

What it means for you:

QuickBooks integration eliminates the double-entry work that wastes hours each week. Your billing team creates an invoice once in TMS.ai, then it appears in QuickBooks with all the detail your accounting team needs - no retyping customer names, amounts, line items, or GL codes. This cuts the time from invoice creation to entry in your books from hours down to seconds.

The accuracy improvement is equally valuable. When humans manually enter data from one system to another, typos happen: wrong amounts, incorrect customer names, missing line items, or bad GL codes. The integration transfers data exactly as it exists in TMS.ai, preventing these errors and the reconciliation time they cause. Your accounting team stops hunting for mismatches between what was invoiced and what's in QuickBooks. The real-time sync means your books stay current. Instead of batch-entering invoices weekly or monthly, they flow to QuickBooks as you create them, giving management accurate financial data any day they need it. The result is significantly less administrative work, fewer errors, more current financial reporting, and an accounting team that can focus on analysis rather than data entry.