Integration · Accounting
QuickBooks integration: Online and Desktop
Invoices, carrier bills and payments sync between Roadmark and QuickBooks Online or QuickBooks Desktop, both ways. An invoice posts when you approve it.
QuickBooksThe short answer
QuickBooks and Roadmark, in short.
What syncs
| What | Direction | When |
|---|---|---|
| Invoices | ⇄Both ways | When you approve one: in real time on Online, on the next sync on Desktop |
| Carrier bills | ⇄Both ways | Once matched and approved |
| Payments | ⇄Both ways | In real time on Online, on each sync on Desktop |
| Journal entries | →Roadmark to QuickBooks | Adjustments only |
Setting up QuickBooks
1Sign in to QuickBooks
On QuickBooks Online, an admin authorizes Roadmark from QuickBooks. On QuickBooks Desktop, the QuickBooks Admin, signed in to the company file in single-user mode, adds Roadmark to the QuickBooks Web Connector on the computer that runs QuickBooks and allows access when QuickBooks asks.
2Choose what syncs
Turn on invoices, carrier bills and payments, and journal entries for adjustments.
3Test with a real load
Approve one invoice and one carrier bill, and check what came across to QuickBooks before you turn it on for everything.
Before you start
- QuickBooks Online, or QuickBooks Desktop for Windows (Pro, Premier or Enterprise).
- A QuickBooks admin user who can authorize Roadmark.
- For QuickBooks Desktop: Intuit's QuickBooks Web Connector on the computer that runs QuickBooks.
What posts to QuickBooks, and when
Invoices, carrier bills, payments and journal entries sync to QuickBooks, not into a spreadsheet someone reconciles on Fridays. Invoices, carrier bills and payments sync both ways, in real time on QuickBooks Online and on each sync on QuickBooks Desktop. Journal entries post for adjustments only.
Here's one invoice, from the example load used across this site. All amounts on this page are in US dollars. Load 48213, Mississauga ON to Joliet IL for Prairie Foods, delivered with the POD signed at 18:00 CT. The Billing agent drafted invoice INV-10442 at 18:15: the $4,215.00 on the rate con ($3,655.00 linehaul plus $560.00 fuel) and $100.00 of detention from the ELD, for $4,315.00. J. Park approved it, and QuickBooks posted it at 18:21.
Nothing reached QuickBooks until J. Park approved it. The agent drafts; a person approves the numbers instead of typing them.
Carrier bills: matched before they post
A carrier's bill is checked against the rate con it was tendered at and the POD before it's approved. On load 48254, Pinecrest Carriers billed $1,940.00 against a $1,780.00 rate con: two hours of detention where the POD shows one billable hour. Roadmark drafted a payment of $1,860.00 and a dispute of $80.00, with the POD attached, for a person to approve.
Driver settlements
One load produces three lines of paperwork: the customer invoice, the driver or owner-operator's pay, and the carrier's bill. Roadmark drafts all three. A settlement statement shows every load, its share of revenue, the fuel surcharge, every deduction and the escrow balance, so the driver can check it, and a person approves it.
If you run Roadmark beside McLeod or TMW and keep settlements there, they carry on there as they do today.
Keeping QuickBooks when you switch
Moving billing to Roadmark doesn't mean moving your books. In the example group on the Switching page, Ashgrove Logistics ran on McLeod and QuickBooks, with billing and settlements in QuickBooks. Your books stay connected either way, synced both ways. In a group, each company keeps its own customers, rates and books.
To connect, a QuickBooks admin authorizes Roadmark. In QuickBooks Online, only admin users can connect and manage apps, so the person who signs in needs admin rights. QuickBooks Desktop connects through Intuit's QuickBooks Web Connector, which runs on the Windows computer where QuickBooks is installed and syncs on a schedule you set. The first connection is made by the QuickBooks Admin with the company file open in single-user mode, who allows Roadmark's access when QuickBooks asks.
See Billing for invoices on POD, the three-way match on carrier bills, settlement statements and collections.
Questions about QuickBooks and Roadmark
Does it work with QuickBooks Desktop?
Yes. Roadmark works with QuickBooks Online and QuickBooks Desktop. On Desktop, data moves through Intuit's QuickBooks Web Connector each time it syncs, so an approved invoice reaches QuickBooks on the next sync rather than the same minute.
What syncs between Roadmark and QuickBooks?
Invoices, carrier bills and payments, both ways: in real time on QuickBooks Online, and on each Web Connector sync on QuickBooks Desktop. Journal entries post to QuickBooks for adjustments only.
When does an invoice post to QuickBooks?
When a person approves it. Roadmark drafts the invoice when the POD arrives, and a person approves the numbers instead of typing them. On the example load 48213, INV-10442 was drafted at 18:15 and posted to QuickBooks at 18:21.
Are carrier bills checked before they reach QuickBooks?
Yes. Each carrier bill is checked against the rate con it was tendered at and the POD before it's approved. A bill over the rate con waits with a drafted payment and dispute instead of being paid in full.
What about driver settlements?
Roadmark drafts driver and owner-operator settlements, with a statement the driver can check, and a person approves them. If you run Roadmark beside McLeod or TMW and keep settlements there, they run there as they do today.
Do we have to move our books out of QuickBooks?
No. Your books stay in QuickBooks, synced both ways, whether or not you move billing to Roadmark.
See it with the systems you run.
Tell us what you run today. In the call, we show you what connects to Roadmark and how, on your own lanes and customers.
- Your lanes, customers and carriers, not a canned demo
- Beside the TMS you run today
- No commitment to switch anything