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QuickBooks Online Integration

Your invoices need to get into QuickBooks, and nobody wants to type them twice. QuickBooks Online integration creates a live connection between TMS.ai and your QuickBooks account so invoices, customer records, and payment data sync automatically.

When you generate an invoice in TMS.ai, it creates a matching invoice in QuickBooks Online with all line items, customer details, and tax information. Customer profiles from QuickBooks automatically appear in TMS.ai with billing addresses, payment terms, and tax settings already configured. Tax rates defined in QuickBooks apply automatically to freight charges based on customer location and service type.

Payment sync works automatically for invoices exported from TMS.ai to QuickBooks Online. When customers pay invoices in QuickBooks, those payment updates sync back to TMS.ai with a 1-2 hour delay. Payment details appear in the Activity Panel of the invoice, including Payment Date, Amount Paid, Reference Number, and Notes. The invoice status updates to "Partially Paid" or "Paid" automatically based on the amount received.

Setting it up:

  1. Log in to TMS.ai and navigate to the Receivables module
  2. Click the three-dot menu in the top right corner and select "Connect to accounting software"
  3. Choose QuickBooks Online and authenticate with your QuickBooks login
  4. Let the system import customer profiles and tax rates from QuickBooks
  5. Map your invoice line items (freight charges, fuel surcharges, accessorials) to corresponding Product/Service Classes or GL codes in your QuickBooks chart of accounts
  6. In each invoice or carrier bill, apply the mapping to individual line items
  7. Save your mapping configuration

For multi-currency operations: Enable the multicurrency feature in your QuickBooks Online account first. In TMS.ai Settings, select your Default Currency (main operating currency) and Allowed Currencies for cross-border shipments. Canadian customers can set CAD as their default currency and import tax rates from QuickBooks Canada.

To export an invoice, select it and click "Export to QuickBooks Online." Check the Data Panel in each invoice to see the QuickBooks Invoice ID and Export Status. The Outstanding Balance field automatically calculates (Invoice Total - Amount Paid). To delete payments, you must delete them in QuickBooks Online (they'll sync back to TMS.ai).