Load Manager Integration QuickBooks Online

Load Manager Integration QuickBooks Online


Load Manager integrates with QuickBooks Desktop and QuickBooks Online.

This Article will cover:
  1. How to Link QuickBooks with Load Manager
  2. How to Export Bills and Invoices to QuickBooks
  3. How to Undo the history of an Export to QuickBooks from Load Manager
  4. Update Loads as "Paid" by Customer 
How to Link QuickBooks with Load Manager
Once the Load Manager Team has set up your QuickBooks Integration, there are a few steps you need to do to finish the integration and determine your settings.

Go to Settings >> Configuration Options. 
Scroll down to the QuickBooks Integration Options shown below. 
Select whether you will be using QuickBooks Online or QuickBooks Desktop and determine your preferred settings.
Click Save. 


When exporting invoices you can control the company name address city, state, zip, contact, phone and email that is included in the export file. By default Load Manager uses the company information shown in the customer screen. Check this option Use Factoring Name and Address on Invoices if you want to the remittance information to be used instead.



For QuickBooks Online:   If using QuickBooks Online, you will need the QuickBooks App Transaction Pro enabled in your QuickBooks Online account.  If you do not have Transaction Pro enabled please log in to your QuickBooks Online account and enable it through the QuickBooks Apps page. 

How to Export Bills and Invoices to QuickBooks
In Load Manager, Navigate to the QuickBooks submenu under the Reports tab.  Choose whether you are exporting BIlls OR Invoices.


  1. You can select a date range from which you want Load Manager to export your invoices or bills to QuickBooks
  2. You can select the Load Status you want Load Manager to update your invoiced or billed loads once the export is completed.
  3. You loads will automatically show on this list to be exported to QuickBooks once they reach the Invoice Status.  
  4. Load Manager will use the Pickup Date if no Invoice Date is entered.  Notice here that it lets you know when the date is missing so you can entering it before exporting if desired.  
  5. When you are ready, click Export Invoices/Export Bills.  This will generate an export file that is now ready to upload into QuickBooks Online.
  6. Next, sign in to your QuickBooks Online account and navigate to the Transaction Pro page. As seen below.  If you do not have Transaction Pro.  Go to your Apps tab inside of QuickBooks to enable Transaction Pro. 


6.  Click on Import.  Select whether you are importing BIlls or Invoices. Next upload the file generated by Load Manager to import to QuickBooks and follow the prompts to complete. 


How to "Undo" a History of an Export to QuickBooks from Load Manager
To undo an export history in Load Manager, navigate to the QuickBooks submenu under the Reports tab. Here you will be able:
  1. See your export history
  2. Revert the history of your last invoice export batch.  This will cause these invoices to reappear on your invoice export list.  
  3. Revert the history of your last bills export batch. This will cause these bills to reappear on your bills export list. 


Update Loads as "Paid" by Customer 
You can update Loads as "Paid" by Customer in two ways:
  1. Update each load individually 
  2. Import a list for bulk update
Update each Loaad Individually
Go to the load screen for the load you wish to update.  
  1. Mark "Cust. Paid" to indicate that the customer has paid this load.  
  2. You can also change the status to Paid or Completed based on your preferred workflow procedure. 


Import a List for Bulk Update

To bulk update your loads as paid by customers, go to your All Loads/My Loads tab.  Click on Import then Customer Paid Loads Import 

Upload the CSV File or Paste Text in the white box.  You can download the sample file if needed. Then check Preview. 


Once previewed and submit your loads will automatically update based on imported data. 

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