QuickBooks Integration for TMS

QuickBooks Integration for TMS

What is QuickBooks Integration with your TMS?


QuickBooks integration for Load Manager TMS is designed to streamline financial and accounting work for transportation and logistics businesses. Load Manager TMS helps manage freight operations, including load planning, dispatching, carrier management, and tracking.

By integrating Load Manager TMS with QuickBooks, companies can move financial data from transportation operations into their accounting system with less manual entry and better visibility.

Key benefits and features include:

  1. Automated Billing and Invoicing: Generate invoices in QuickBooks from load information in Load Manager TMS.
  2. Expense Tracking: Export bill information for transportation-related costs, including carrier or vendor payables.
  3. Revenue Recognition: Keep invoicing and delivery information aligned between Load Manager TMS and QuickBooks.
  4. Financial Reporting: Use exported load data to support more accurate accounting reports.
  5. Improved Cash Flow Management: Streamline invoicing and accounts receivable workflows.
  6. Reduced Manual Data Entry and Errors: Reduce duplicate typing and keep data more consistent between systems.

Before you export

Before a load appears in the QuickBooks Export list, check that:

  • QuickBooks integration is enabled for your Load Manager TMS account.
  • The load is in Invoice Status, unless your account uses a different export trigger set up by Load Manager Support.
  • The load has a carrier assigned.
  • The load has not already been exported to QuickBooks.
  • Your selected date range includes the load.

Invoices are used for customer billing. Bills are used for carrier or vendor payables.

How do I get started with QuickBooks Integration for my TMS?


1) Sign up for your QuickBooks account: QuickBooks Integration requires an existing QuickBooks subscription, either Online or Desktop, for Load Manager to connect to. If you do not have a QuickBooks subscription or software, go to quickbooks.com to subscribe. Please note Load Manager Inc. is not affiliated with QuickBooks and cannot provide assistance with QuickBooks support or pricing.

Once signed in to your QuickBooks account, go to Settings -> Subscriptions & Billing, then copy the Company ID from the top of the settings screen.

2) Activate QuickBooks Integration on your Load Manager TMS: To activate this integration, contact support@loadmanager.com. QuickBooks Integration for TMS is included in Premium TMS and is available as an optional add-on integration for Freight Brokers, Carriers, and Dispatch Services.

Sign in to your TMS and go to Settings -> Configuration Options. Connect using the QuickBooks Online version and your QuickBooks Company ID.

3) In your Load Manager TMS, change the loads you wish to export as bills or invoices to Invoice Status. If you would like to use a different trigger status, contact Load Manager Support for assistance. Loads that are in Invoice Status, have a carrier assigned, and have not already been exported to QuickBooks will appear in the QuickBooks integration queue.

How to export Load Manager information to QuickBooks

QuickBooks invoices

  1. Log in to Load Manager and go to Reports -> QuickBooks Export -> Invoices Export.

The Invoices tab shows customer invoices that are ready to export.

Confirm the loads you want to invoice are checked. A load must have a carrier assigned to appear in the QuickBooks Export list for Invoices. Uncheck any load you do not want to invoice, then click Export Invoices.
  1. Go to your QuickBooks portal and open Sales -> Invoices to view the invoices exported from Load Manager.

QuickBooks bills

  1. Log in to Load Manager and go to Reports -> QuickBooks Export -> Bills Export.

The Bills tab shows carrier or vendor bills that are ready to export.

Confirm the loads you want to bill are checked. A load must have a carrier assigned to appear in the QuickBooks Export list for Bills. Uncheck any load you do not want to bill, then click Export Bills.
  1. Go to your QuickBooks portal and open Expenses -> Expenses, or Expenses -> Bills if your QuickBooks view uses that menu label.

  1. You will see the bills imported in your QuickBooks account.

Why is my load missing from QuickBooks Export?

If a load does not appear in the QuickBooks Export list, check that:

  • The load is in Invoice Status, or the export trigger status configured for your account.
  • A carrier is assigned to the load.
  • The load has not already been exported to QuickBooks.
  • The selected date range includes the load.
  • You are checking the correct export list: Invoices for customer billing or Bills for carrier/vendor payables.

Revert invoices and bills

Use the revert option when you need to undo the most recent QuickBooks invoice or bill export history in Load Manager. After reverting in Load Manager, delete the matching invoices or bills from QuickBooks so the two systems stay aligned.

  1. In Load Manager, go to Reports -> QuickBooks Export -> Export History -> Revert Invoice/Bill.
  2. If you reverted an invoice export, go to QuickBooks and open Sales -> Invoices. Delete the invoices that were reverted from Load Manager.
  3. If you reverted a bill export, go to QuickBooks and open Expenses -> Expenses, or Expenses -> Bills if your QuickBooks view uses that menu label. Delete the bills that were reverted from Load Manager.

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