QuickBooks Integration and Export Workflow

Before You Use This Article

• Access needed: QuickBooks enabled on your Load Manager account. If you do not see the option, it may not be enabled for your account.
• Best starting path: Start from Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.
• If this is not your setup: If you do not use this integration or feature, return to your company path: Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

Use QuickBooks Integration to move Load Manager invoice and bill information into QuickBooks without re-entering the same accounting data by hand. This article explains what must be set up first, where to export invoices and bills, how to review export history, and what to check when a load is missing from the export list.

Before You Begin

• QuickBooks Integration must be enabled for your Load Manager account.
• Your user must have access to the Reports menu and the QuickBooks Export report.
• Loads must be ready for accounting based on your company's configured export status.
• Each load must have the required customer, carrier or driver, dates, and charges before export.
• If you use QuickBooks Online, make sure the QuickBooks connection is authorized before exporting.

If QuickBooks Integration is not available in your account, contact Load Manager Support to confirm whether it is included in your plan or needs to be enabled.

Connect QuickBooks Online

When QuickBooks Online is enabled but not connected, Load Manager prompts you to connect from the QuickBooks Export screen.

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

Open the QuickBooks Export Screen

Go to Reports > QuickBooks Export. The QuickBooks Export screen has these tabs:

• Invoice Export: exports customer invoices.
• Bills Export: exports carrier or driver bills.
• Export History: shows previous exports and includes options to revert the last invoice export or last bills export.
• Not Exported: helps review records that have not been exported.

Export Customer Invoices

1. Go to Reports > QuickBooks Export.
2. Open the Invoice Export tab.
3. Enter an invoice date range if you want to limit the list.
4. Review the customer totals and carrier or driver totals.
5. Clear the checkbox for any load you do not want to include.
6. Confirm the Invoice Status Update To value if your user rights allow changes to that setting.
7. Click Export Invoices.

For QuickBooks Desktop, Load Manager downloads an import file. For QuickBooks Online, the export sends the data through the authorized QuickBooks connection.

Export Carrier or Driver Bills

1. Go to Reports > QuickBooks Export.
2. Open the Bills Export tab.
3. Enter an invoice date range if needed.
4. Review the listed loads and totals.
5. Clear the checkbox for any load you do not want to include.
6. Confirm the Bill Status Update To value if your user rights allow changes to that setting.
7. Click Export Bills.

Review or Revert an Export

Use Export History when you need to confirm what was exported or undo the most recent export so corrected records can be exported again.

1. Go to Reports > QuickBooks Export.
2. Open the Export History tab.
3. Review the load number, type, pickup date, delivery date, customer, carrier or driver, amounts, date/time, and user.
4. To undo the most recent invoice export, click Revert Invoice Export.
5. To undo the most recent bills export, click 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 QuickBooks Export

If a load does not appear on the export screen, check these items first:

• 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.
• The load has a carrier or driver assigned when required for the export.
• The load has customer charges for invoice export and carrier or driver charges for 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 does not have an invoice date or pickup date available for export.
• Using Pickup Date: Load Manager is using the pickup date because an invoice date is not present.
• Authorization prompt: reconnect QuickBooks Online before exporting.

Best Practices

• Review invoice and bill totals before exporting.
• Export invoices and bills separately so each accounting batch is easy to reconcile.
• Keep load statuses consistent so the export list is predictable.
• Use Export History before reverting anything.
• Confirm corrections in Load Manager before re-exporting.

Related Articles

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