QuickBooks Integration and Export Workflow

Access needed: QuickBooks enabled on your Load Manager account. If you do not see the option, contact Load Manager Support to confirm whether it is included in your plan or needs to be enabled.

Use QuickBooks Integration to move Load Manager invoice and bill information into QuickBooks without re-entering it by hand.

Before you export: your user needs access to the Reports menu and the QuickBooks Export report; loads must be ready for accounting based on your company's configured export status; and each load needs the required customer, carrier or driver, dates, and charges.

Connect QuickBooks Online

If you use QuickBooks Online and it is enabled but not connected, Load Manager prompts you on the QuickBooks Export screen. Authorize the connection before exporting.

1. Go to Reports > QuickBooks Export.
2. If prompted, enter your QuickBooks Online Company ID and click Connect.
3. Authorize the connection in QuickBooks Online.
4. Return to Load Manager and refresh the QuickBooks Export screen.

QuickBooks Export Screen

Go to Reports > QuickBooks Export. Its tabs are Invoice Export (customer invoices), Bills Export (carrier or driver bills), Export History (previous exports, with options to revert the last invoice or bills export), and Not Exported (records not yet exported).

Export Customer Invoices or Carrier/Driver Bills

1. Open the Invoice Export tab (invoices) or the Bills Export tab (carrier or driver bills).
2. Enter an invoice date range if you want to limit the list, and review the listed loads and totals.
3. Clear the checkbox for any load you do not want to include.
4. Confirm the Invoice Status Update To or Bill Status Update To value if your user rights allow changes.
5. Click Export Invoices or Export Bills.

For QuickBooks Desktop, Load Manager downloads an import file. For QuickBooks Online, the data goes through the authorized connection. Export invoices and bills separately so each accounting batch is easy to reconcile.

Review or Revert an Export

1. Open the Export History tab and review the load number, type, dates, customer, carrier or driver, amounts, date/time, and user.
2. To undo the most recent export, click Revert Invoice Export or Revert Bills Export.

Only revert an export when you understand the accounting impact. After correcting the load or accounting setup, run the export again.

If a Load Is Missing from the Export

Check that:

• The load is in the status your company uses for QuickBooks export.
• The selected date range includes the load's invoice date or pickup date.
• The load has a customer assigned, and a carrier or driver when required.
• The load has customer charges (invoice export) or carrier or driver charges (bills export).
• The load has not already been exported.
• The customer is set to post to accounting, if your company uses customer-level accounting controls.

Common Messages

• No data found: No loads matched the current filters or export requirements.
• No Date: The load has no invoice date or pickup date available for export.
• Using Pickup Date: Load Manager is using the pickup date because there is no invoice date.
• Authorization prompt: Reconnect QuickBooks Online before exporting.

Related Articles

• Accounting Screen: Overview, Customer Inquiry, and Year-End Setup
• Export Feature