Help Center / Invoicing and QuickBooks

Connect QuickBooks Online

Connect QuickBooks Online to push your CloudTMS invoices and their customers into QuickBooks. Sync is one-way and covers invoices only, not payments.

Where in CloudTMS: /settings/integrations, /billing?tab=invoices

Connect Your QuickBooks Company

Only Company Admins can open Settings → Integrations to connect or disconnect. If you run more than one MC, the connection belongs to the MC you're working in, so connect each MC separately.

If the card shows Credentials not configured, QuickBooks isn't available on your account yet. Contact support.

  1. Open Settings, then Integrations. (page: /settings/integrations)
  2. On the QuickBooks Online card, click Connect QuickBooks. (page: /settings/integrations)
  3. Sign in to Intuit and approve access to your QuickBooks company. You're sent back to Integrations with a "QuickBooks connected." message. (page: /settings/integrations)

What Syncs

Each CloudTMS invoice becomes a QuickBooks invoice with the same invoice number, due date, and notes (as the customer memo). It has one line for freight (load number and route), plus lines for fuel surcharge and other charges when the invoice has them.

The first time a customer is invoiced, CloudTMS creates them in QuickBooks with their name, email, phone, contact name, and billing address. After that it reuses the same QuickBooks customer.

Every line goes to the QuickBooks product/service with ID 1, which is usually the default Services item. You can't map items or income accounts yet.

When Invoices Sync

  1. Automatically, when you email an invoice with Send in the Send Invoice dialog. (page: /billing?tab=invoices)
  2. On demand: click Sync now on the QuickBooks Online card. It pushes up to 50 sent, overdue, or paid invoices that aren't in QuickBooks yet. Run it again if you have more. (page: /settings/integrations)
  3. For specific invoices: on the Invoices tab, tick them and click QuickBooks in the bar at the bottom. Company Admin, Billing, and Accounting users can do this. (page: /billing?tab=invoices)
  4. Check each invoice's tag in the list: QB synced, QB pending, or QB error. Hover over QB error to see the reason. (page: /billing?tab=invoices)

What Doesn't Sync

Payments: marking an invoice paid in CloudTMS doesn't record a payment in QuickBooks. Record it in QuickBooks yourself.

Changes after the first sync: if you edit an invoice in CloudTMS after it reached QuickBooks, the QuickBooks copy isn't updated.

Anything coming back from QuickBooks: nothing flows from QuickBooks into CloudTMS. Settlements, driver pay, fuel, and expenses don't sync either.

Invoices marked sent manually or submitted to factoring sync only when you click Sync now or use the QuickBooks button.

To stop syncing, click Disconnect on the card. If you disconnect from Intuit's side instead, the Integrations page shows a "QuickBooks was disconnected" notice, and you can reconnect there.

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Didn't find what you needed?

Send us a support request — if you're signed in, we can look up the load, settlement or invoice you're asking about. Or email support@cloudtms.io.