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. Review invoice, payment, and mapping settings.
7. Save the integration.

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.

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.

Use retry after fixing the affected record, mapping, account, currency, or connection. If QuickBooks asks for reconnect, reconnect from Settings before retrying the affected sync.

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: reconnect QuickBooks from Settings.
• 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.
• Duplicate mapping: one QuickBooks customer or vendor should map to one ARK customer or carrier in the organization.
• Amount mismatch: compare invoice line items, accessorials, taxes, and credits.
• Currency issue: confirm multi-currency setup in both systems.