QuickBooks Online

QuickBooks Online syncs accounting activity between ARK TMS and your accounting workflow.

What it supports

Depending on your setup, QuickBooks may support customer invoice sync, carrier bill or payment sync, customer and carrier mapping, payment status updates, and accounting review workflows.

Setup checklist

1. Confirm the QuickBooks administrator who can approve the connection.
2. Review customer names, carrier names, billing addresses, tax settings, and currency settings.
3. Open Settings, then Integrations.
4. Select QuickBooks Online.
5. Connect the account.
6. Under QuickBooks payment accounts, choose the Customer receipt account default and the carrier bill-payment accounts for the payment methods you use. Customer receipt choices accept Bank and Other Current Asset accounts, including an explicit Undeposited Funds choice. Leave the receipt default blank to choose an account during recording. Carrier account choices control QuickBooks posting; they do not change the bank that sends payments.
7. For customer credits or write-offs, choose the required products/services under Customer Charge Mapping.
8. Review invoice and sync settings, then choose Save Settings. Carrier and workflow account mappings save immediately after verification; the customer receipt default requires Save Settings.

Test workflow

1. Choose one completed load with a clean customer invoice.
2. Confirm the customer billing details, invoice amount, and invoice status.
3. Sync the invoice to QuickBooks.
4. Confirm the customer, line items, totals, taxes, and due date in QuickBooks.
5. Choose one carrier payment workflow if carrier payments are part of your setup.
6. Confirm the carrier, amount, reference details, and payment status in both systems.

Normal usage

Review accounting records before syncing. Use ARK TMS for load and billing workflow review, then use QuickBooks for accounting reconciliation, financial reporting, and payment processing according to your team’s accounting process.

Keep customer and carrier names consistent. When a customer or carrier already exists in QuickBooks, confirm the mapping instead of creating a new record.

For carrier vendors with the same name, keep billing or main addresses current in ARK TMS. If the exact-name QuickBooks vendor clearly belongs to a different carrier address, ARK TMS can create or map a separate QuickBooks vendor with a disambiguated display name.

Bulk customer or carrier payment actions may queue QuickBooks sync work in the background. For grouped mark-paid actions, ARK TMS keeps the payment update together and syncs each business group to QuickBooks once while tracking each affected payment row. Other large invoice, bill, or payment-create selections can still be split into supported batches.

Carrier settlement sync can queue settlements with many carrier-payment rows. ARK TMS validates the selected settlements, groups QuickBooks BillPayment creation by carrier, factoring destination, and currency, then tracks each carrier payment as its own sync item.

QuickBooks supports one vendor currency per ARK carrier. If one carrier has payments in multiple currencies, select one currency for that carrier or use separate ARK carrier records per currency before retrying carrier bill, payment, or settlement sync.

After a QuickBooks carrier bill is synced, its carrier currency cannot be changed in ARK until the QuickBooks bill is recreated in the correct currency.

When a load with a Ready or Invoiced customer payment is edited, ARK can regenerate the revised invoice PDF even if QuickBooks is disconnected. QuickBooks invoice updates still run only when the QuickBooks integration is connected.

If Settings shows Reconnect QuickBooks, reconnect before loading account, item, term, tax code, customer, or vendor options. Mapping controls stay unavailable until the connection is healthy again.

Sync status

Billing actions may queue QuickBooks invoice, bill, or payment sync in the background. Review the QuickBooks sync status panel for active, completed, failed, reconnect-required, and retryable work.

Review the affected record’s issue and next action. Use Open Load or Mappings when available to correct it. Reconnect from Settings if requested. If an exception says automatic retries have stopped, fix the listed cause, then choose Retry projection to queue the update again.

If a bulk payment action finishes in ARK but shows a QuickBooks warning, review the affected-record rows before retrying. Some payment rows or batches may already be queued while another row needs attention.

For carrier settlement sync, a single QuickBooks BillPayment can cover multiple carrier payments, but ARK TMS still shows payment-level affected rows. Retry failed rows after resolving the listed vendor, payable bill, mapping, currency, or connection issue.

For multi-currency carrier settlements, review the affected rows for the same settlement number and currency shown in the sync item. Retrying one currency slice does not retry unrelated payments from the same settlement number.

Raw QuickBooks details are available for support review when the row summary is not enough.

Remit profiles

Customer invoice sync keeps the actual customer as the QuickBooks customer. Invoice remit profile details can appear in memo, email, or internal note fields when configured.

Troubleshooting

• Connection expired or reconnect required: open Settings, choose QuickBooks Online, and reconnect before retrying sync or mapping work.
• Record not syncing: confirm required billing fields, invoice status, and customer or carrier mapping.
• Duplicate or mismatched name: review the QuickBooks customer or carrier mapping before retrying. For same-name carriers, confirm the ARK carrier address and the QuickBooks vendor address.
• Duplicate mapping: one QuickBooks customer or vendor should map to one ARK customer or carrier in the organization.
• Bill payment cannot be linked: open the affected settlement, confirm the QuickBooks bill is payable for the same vendor, and reconcile any manual, partial, or credit payments in QuickBooks before retrying.
• Amount mismatch: compare invoice line items, accessorials, taxes, and credits.
• Currency issue: confirm multi-currency setup in both systems, and confirm the ARK carrier is not being synced to one QuickBooks vendor in multiple currencies.