CarrierGuide integrates with your Quickbooks Online account, allowing you to send invoices generated in CarrierGuide to Quickbooks with a click of a button. Managers can only connect Quickbooks integration. Once Quickbooks is installed, Finance users will be able to access and utilize the integration.

This article will cover:

• Connect with Quickbooks Online
• Map CarrierGuide pay items to Quickbooks
• Sync CarrierGuide invoices to Quickbooks
• Invoice sync errors

1. Go to Settings > Integrations > Accounting

2. On the Quickbooks card, click Install

3. Click Next

4. Select the Online version and click Connect

5. You will be directed to the Quickbooks website where you can enter your login details. Once you log in and approve the connection request, you'll be sent back to CarrierGuide. Your Quickbooks account will be connected, and the Product/Asset categories from Quickbooks will automatically sync with your CarrierGuide account to help map the pay items. You can find this under Accounting > Quickbooks in your CarrierGuide account.

 Important: Intuit will automatically expire QuickBooks connections after 180 days from the initial setup. To maintain an active integration, please disconnect and then reconnect it before or after the 180-day period.

Before you sync invoices from CarrierGuide to QuickBooks, make sure to map the pay item categories. These categories can differ between CarrierGuide and QuickBooks. By mapping the pay items, you'll help ensure that the invoices sync accurately from CarrierGuide to QuickBooks.

1. Go to Accounting > Quickbooks > Map Pay Items

2. Under CarrierGuide Income Category, select the income category/accessorial charge. Please note that three mandatory pay items need to be mapped to sync invoices from CarrierGuide to Quickbooks:

• Fuel Surcharge
• Flat with Fuel Surcharge
• Flat rate

3. Under Quickbooks Product/Asset, select the corresponding product/asset item.

Important: Quickbooks item categories list can be found under Settings > Product and Services on your Quickbooks Online account.

4. Click Save Categories

Invoices with pay items that are not mapped will prevent CarrierGuide invoices from syncing to Quickbooks. An error will display next to the invoice if pay items are not mapped. Hover over the error icon to view non-mapped pay items.

Important: Custom transaction numbers must be enabled on your Quickbooks Online account for the CarrierGuide and Quickbooks invoice numbers to sync. You can find your custom transaction numbers settings on your Quickbooks Online account under Settings > Account and Settings > Sales > Sales Form Content.

1. Go to Accounting > Quickbooks > Not synced invoices

2. Select the invoice(s) that you would like to send to Quickbooks.

3. Click Send to Quickbooks.

The invoice will be sent to your Quickbooks Online account and will be under Synced invoices in CarrierGuide. If additional payment is added to load in CarrierGuide, send the invoice again to Quickbooks to update the total balance.

Invoice Sync Errors

• Duplicate invoice number - The invoice will fail to sync if the invoice number exists on your Quickbooks Online account. You can update the invoice number on CarrierGuide by going to Operations > Loads > selecting the load > click Edit > update load number > click Save Load.

Alternatively, you can update the invoice number directly in Quickbooks. After the invoice number has been updated, please try to send the invoice to Quickbooks again.

• Customer does not exist on Quickbooks - An error message will appear if the customer does not exist on Quickbooks. On the error message prompt, Click Create all customers and sync to add the customer information and sync the invoice to your Quickbooks account.

If the issues with invoice syncing aren't due to the reasons mentioned above, don't hesitate to reach out to our support team for assistance.