This guide explains how to connect your Alvys subsidiaries to QuickBooks Online (QBO) to enable the export and synchronization of revenue and or expense transactions related to trips and loads. It consolidates the core QuickBooks Online accounting integration setup process and provides guidance on creating and exporting revenue and expense transactions.

For a list of commonly encountered QBO errors and step by step resolution guidance, refer to the Common QuickBooks Online Errors and Resolutions Help Center article.

Common scenarios where this article is helpful:

In order to successfully complete the QuickBooks Online integration, the following requirements must be met prior to starting the setup process:

QuickBooks Online offers four (4) primary plan types:

All plans support setup, with differences in features and usage limits. Custom fields are available on all plans, with limits varying by subscription level. Location and Class Tracking are not available on Simple Start or Essentials, only the Plus and Advanced plans support Location and Class Tracking.

Integrating Alvys with QuickBooks Online (QBO) involves the following steps: logging in, configuring settings, mapping accounts, and verifying exports. This section walks you through the initial setup and connection process.

Navigate to the Alvys Integrations Page by clicking your username in the bottom-left corner and selecting Integrations, or by copying and pasting the following URL into your browser: https://app.alvys.com/#/manage/integrations.

From the list of integration types, select Accounting.

By default, the first subsidiary in your list is selected. If needed, choose a different subsidiary to add the integration to.

Click the ✏ (edit) icon next to QuickBooks Online to open the integration dialog box.

Select the subsidiary you want to connect to QuickBooks Online, then click Save.

In the dialog box, click Login. You will be redirected to Intuit (QuickBooks Online) to sign in using Admin-level credentials.

Enter the Admin user’s email or user ID and password, then click Sign In.

Select the appropriate QuickBooks Online company from the list and click Next.

Click Connect to authorize data sharing between QuickBooks Online and Alvys.

Once authorization is successful, you will be redirected back to Alvys and the QuickBooks Integration dialog will reopen so you can continue the setup process. Click Next to proceed.

After successfully connecting to QuickBooks Online (QBO), you must configure which transactions are exported from Alvys and map those transactions to the appropriate accounts in QBO. These settings determine what data is sent, when it is sent, and how it appears in QuickBooks Online.

There are two transaction types available for synchronization:

This setting allows users to prevent the export of all driver bills, including company drivers and owner operators, to QuickBooks Online (QBO). When enabled, bills associated with drivers will not be exported, giving users greater control over which transactions are sent to external accounting systems. This option is commonly enabled when driver pay is managed outside of QBO, such as through a payroll system or a separate driver settlement solution. Please note that even when this setting is enabled, external carrier bills, subsidiary carrier bills, and company expenses such as fuel and tolls may still be exported if those options are configured.

This setting controls how driver bills for company drivers and owner operators are exported to QuickBooks Online (QBO). It is used to consolidate all charges and transactions related to a driver, including trips, fuel, tolls, and other expenses, into a single bill per driver statement.

When this setting is enabled and a driver paystub or statement is generated, a single bill is exported to QuickBooks Online for the total net amount of the paystub. All components of driver pay are consolidated into this bill, including trip pay, accessorials, deductions, credits, reimbursements, and any other adjustments. Each component appears as a separate line item on the bill, providing detailed visibility while keeping the accounting export grouped into one transaction. This option is commonly used when driver pay is processed on a scheduled basis, such as weekly or biweekly payroll cycles.

When this setting is disabled, generating a customer invoice will also export the driver bill for the individual trip. Each trip or delivery is exported as a separate bill. When a paystub is generated, multiple bills are exported for each transaction type on the paystub, including separate bills for credits, deductions/reimbursements.

This setting applies to brokerage-type trips where an external carrier and its assets are assigned to a load. When enabled, the system checks for an uploaded carrier invoice before exporting the carrier bill to QuickBooks Online (QBO). Specifically, when a brokerage trip is delivered or released and the user uploads a document of the type carrier invoice, the system will export the carrier bill to QBO. This can also be triggered when a user generates the customer invoice for a load; the system will verify that a carrier invoice has been uploaded, and if no carrier invoice is found, the carrier bill will not be exported to QBO. This setting should only be enabled when carrier invoices are required as part of the workflow prior to exporting external carrier bills for payment.

If this setting is disabled, generating the customer invoice for a trip with an external carrier will automatically export the carrier bill to QuickBooks Online, even if the carrier invoice has not been uploaded.

When enabled, only bills for 1099 drivers are exported to QuickBooks Online (QBO). Bills for W-2 drivers are excluded, allowing users to manage W-2 driver payments in a separate payroll system.

When disabled, bills for both W-2 and 1099 drivers are exported to QBO.

This setting is typically enabled by tenants that handle W-2 driver compensation outside of QBO and want to prevent those bills from being sent to QBO while still exporting 1099 driver expenses.

This setting applies to trips involving a subsidiary carrier (i.e., a carrier operating under a subsidiary of the main company) that is assigned alongside the tenant’s internal assets. By default, when a driver statement is generated and assuming the Single Bill for Driver Statement setting is enabled, a bill is exported for the tenant’s driver on the trip.

When Pay Subsidiary Carrier is enabled, this behavior changes: instead of exporting a bill for the driver when a paystub is generated, the system exports a bill for the subsidiary carrier when the load invoice is generated.

When enabled, this setting excludes invoices and bills with a total financial value of zero, meaning transactions that have no overall impact on the accounts will not be exported.

The “Create Vendor Using 1099 Tax Company” setting allows users to determine whether vendors should be created in QuickBooks Online (QBO) using the tax company details (Tax Company Name and Address) specified in the Tax Information section of the Alvys driver profile (for either company drivers or owner-operators with the tax category of 1099).

When this setting is enabled:

This setting must be enabled to export carrier statements as bills when generating a Carrier Statement from the Carrier Settlements module.

If you use the Carrier Settlements module to generate statements for external carriers and want these statements automatically exported to QuickBooks Online (QBO) upon generation, this setting must be enabled. This is the only scenario in which this option should be turned on.

If you do not use the Carrier Settlements module and want carrier statements to be exported only when the carrier invoice is manually uploaded for a trip, this setting should be disabled, and the option to generate carrier invoices separately should be enabled.

Alternatively, if you prefer carrier statements to be exported only when the customer invoice is generated on a load, this setting should also be disabled, and the option to generate carrier invoices separately should remain disabled.

The TMS allows users to record fuel transactions, either manually or imported directly from the fuel provider. These transactions can be viewed in the Alvys Fuel Report.

In the fuel report, if a transaction is marked “Deduct Transaction” true, the cost will be deducted from the linked driver during payroll (statement generation). If it is not deducted, Deduct Fuel false (-), the transaction is treated as a company expense.

When the “Export Company Fuel Expense” setting is enabled, fuel transactions where Deduct Fuel is set to false (-) (i.e., fuel costs not deducted from drivers) are exported to QuickBooks Online as bills. This allows the company to track and manage fuel expenses not charged to drivers, such as those for company-owned vehicles. Exports are scheduled daily at 6:30 AM UTC

The TMS allows users to record toll transactions, either manually or imported directly from the toll provider. These transactions can be viewed in the Alvys Toll Report.

If a transaction is marked “Deduct Toll” true, the cost will be deducted from the linked driver during payroll. If it is not deducted, Deduct Toll false (-), the transaction is treated as a company expense.

When the “Export Company Toll Expense” setting is enabled, toll transactions where Deduct Toll is set to false (i.e., toll costs not deducted from drivers) are exported to the external accounting system as bills. This allows the company to track and manage toll expenses not charged to drivers, such as those incurred by company-owned vehicles. Exports are scheduled daily at 7:30 AM UTC.

This setting allows Alvys’ predefined prefixes to be applied to transaction reference numbers, altering how transactions are identified when sent from Alvys to QuickBooks Online (QBO). Different transaction types, such as Load Invoices, Bills from Trips, and Bills from Paystubs, have specific prefixes. For example, an invoice might appear as ALD-100000. Alvys Predefined Prefixes:

Users should enable this setting only if reference numbers will help organize and identify transactions originating from Alvys. To locate transactions with prefixes, simply enter the reference number, including the prefix, into the QuickBooks search field.

In addition to the reference number prefix, users can configure a fleet prefix, which applies only to customer invoices exported to QBO. Adding a fleet-specific prefix allows invoices to be easily differentiated across multiple fleets. See the following help center article to configure fleet prefixes

Priority of Prefixes (Reference Number Prefix vs Fleet Prefix):

If both the external accounting setting for the reference number prefix and the fleet prefix are enabled, the fleet prefix takes precedence for invoices and will be prepended to the invoice number. Other transaction types, such as bills, will continue to use the standard reference number prefix.

QuickBooks Online (QBO) Custom Fields are user-defined fields that allow additional data to be captured on transactions, such as invoices, to support reporting, tracking, or other operational needs.

In Alvys, the Custom Field option currently supports mapping only the Load Order Number from a load to a QBO custom field on customer invoices. When enabled this ensures that each invoice exported from Alvys with the load order number set is mapped to the custom field.

The custom field mapping applies only to invoices; it does not affect other transactions such as bills, from paystubs, or other transaction types. To use this feature, a custom field must first be created in QBO and enabled for invoices.

Steps to create and enable a custom field in QBO: Create and edit custom fields

Alvys subsidiaries can be mapped to QuickBooks Online (QBO) Classes (also called departments) or Locations. This mapping allows you to track transactions and generate reports for each subsidiary in QBO.

Prerequisites Before Mapping Subsidiaries in Alvys:

Before you map fleets in Alvys, you need to set up the corresponding Classes or Locations in QuickBooks Online:

How to Map Alvys Subsidiaries to Classes or Locations:

Select the Subsidiaries checkbox, which will create an additional step called Subsidiaries.

Click on the Subsidiaries step.

Use the dropdown menu to choose whether to map the subsidiaries to Classes or Locations.

Proceed by mapping each specific subsidiary to the corresponding option presented in the right-hand dropdown menu.

Alvys fleets can also be mapped to Classes or Locations in QBO. This allows your company to track revenue, costs, and other financial activity associated with each fleet individually.

Prerequisites Before Mapping Fleets in Alvys:

Before you map fleets in Alvys, you need to set up the corresponding Classes or Locations in QuickBooks Online:

How to Map Alvys Fleets to Classes or Locations:

Select the Fleets checkbox, which will create an additional step called Fleets.

Click on the Fleets step.

Use the dropdown menu to choose whether to map the fleets to Classes or Locations.

Proceed by mapping each specific fleet to the corresponding option presented in the right-hand dropdown menu.

When enabled, customer payments recorded manually against a load or uploaded via a factoring report are exported to QuickBooks Online every five minutes.

The following customer payments are included in the export:

After enabling this option, you will be prompted to select a deposit account in the setup where customer payments should be recorded. Accounts such as Accounts Receivable are not valid deposit accounts and should not be used for customer payment configuration.

Although exporting payments to QBO is supported, it is recommended to record customer payments directly in QuickBooks Online and allow them to sync back to Alvys.

Shared Billing is used when a load is invoiced by one subsidiary (Invoice As) and tendered by another subsidiary (Tender As), and both subsidiaries have separate accounting integrations. This setting ensures that all financial transactions are correctly recorded across the two subsidiaries.

Invoice As Subsidiary (e.g., Alvys Inc)

Tender As Subsidiary (e.g., Alvys Brokerage)

Some Configuration settings in the Alvys QBO integration are mutually exclusive (meaning they cannot be enabled at the same time) or render others inactive when enabled. In addition, certain settings may not require configuration at all, depending on the initial selection of Revenue and or Expense transactions

If only the Revenue transaction checkbox is selected (customer invoices, etc.), do not configure any settings related to Expenses, including:

If only the Expense transaction checkbox is selected (driver bills, company expenses, etc.), do not configure any settings related to Revenue, including:

Do not configure this setting with:

Why:

Single Bill for Driver Statement assumes that driver bills are being created and exported. If driver bills are ignored (not sent to QBO) this consolidation logic no longer applies and will conflict with the export process. Also, if configured with pay subsidiary carrier bills, the single bill for driver statement will take precedence.

Configuration Dependency:

Do not configure this setting with:

Why:

When this setting is enabled, billing responsibility shifts away from the driver entirely. Any configuration that assumes driver-based billing, or driver vendor creation becomes invalid.

Do not configure this setting with:

Why:

Each of these settings relies on driver bills being generated and exported. Ignoring driver bills removes the underlying data required for these settings to work.

Configuration Dependency:

Why:

This option assumes driver-based billing based on tax category. If billing is redirected to a subsidiary carrier or driver bills are excluded, vendor creation using tax data is no longer applicable.

Typically Enabled Settings:

Carrier operations involve managing both income from customers and expenses tied to internal drivers and company assets (fuel and tolls etc.). Carriers would also track the order number for loads on exported invoices. Often, when payments are applied from factoring companies or manually to invoices, carriers would want these transactions exported to QBO as well

Typically Enabled Settings:

From the perspective of a brokerage, it's crucial to monitor income from customers and the expenses incurred from engaging carriers to transport loads. They also need to ensure that received customer payments are recorded and transferred to their external accounting systems. Additionally, brokers often need to track specific details such as Order Numbers for loads on invoices, necessitating the creation of custom fields in their system.

Accurate account mapping is essential to ensure that all transactions exported from Alvys to QuickBooks Online (QBO) are linked to valid accounts. The integration supports both default account mapping and specific account mapping, allowing flexibility and control over how revenue and expense transactions are recorded.

Default accounts are required and act as the primary fallback accounts for any transactions that are not explicitly mapped to a specific account. These mappings ensure that transactions can always be exported successfully and prevent errors caused by unmapped accounts.

Based on the transaction types selected during configuration (Revenue and/or Expense), Alvys displays the required default accounts that must be mapped.

When Revenue is selected, both an Accounts Receivable account and a Default Revenue account must be mapped. From an invoice perspective, each individual invoice line item, such as customer linehaul, fuel surcharge, or accessorial charges, is posted to the mapped revenue account. The accumulated invoice total is then posted to the Accounts Receivable account, which represents the amount owed by the customer.

When Expense is selected, both an Accounts Payable account and a Default Expense account must be mapped. From a bill perspective, each bill line item, such as driver pay rates, carrier linehaul, fuel, or toll charges, is posted to the mapped expense account. The total bill amount is then posted to the Accounts Payable account, which represents the amount owed to the vendor or carrier.

This mirrors how QuickBooks Online processes transactions: revenue and expense amounts are recorded at the line-item level, while the total balance due from customers is tracked in Accounts Receivable and the total amount owed to vendors is tracked separately in Accounts Payable.

If you do not have any specific accounts created in QBO, once you have configured the default accounts you can click through the remaining integration steps, then click Save. Your integration will be successfully added.

Specific account mapping allows you to control exactly which QuickBooks Online (QBO) accounts each transaction line-item posts to. This feature is optional but recommended if you have dedicated accounts for individual transaction types in your QBO Chart of Accounts.

For each transaction category, you can map a default account specific to that category. If you have created a dedicated default account for a category, such as a Default Load Account, map it there. This ensures all transactions within that category are posted consistently. If you do not have a category-specific default account, the system will fall back to the general default revenue or expense account configured in the integration.

Below is a detailed explanation of the transaction categories and specific line items available for mapping.

The Load category represents revenue transaction line items that appear on customer invoices. Each line item on a load, such as linehaul or fuel surcharge, can be mapped to a specific QBO account if one exists.

If you have dedicated accounts in your QBO Chart of Accounts, such as Customer Linehaul or Customer Fuel Surcharge, map each line item accordingly. If you only have a general account for load revenue, map it to the Default Load Account.

The Trip category represents expense transaction line items that appear on bills. Each line item, such as driver pay rates or carrier linehaul, can be mapped to a specific QBO account if one exists. If you have dedicated accounts in your QBO Chart of Accounts, such as Carrier Linehaul or individual Driver Rate accounts, map each line item accordingly. If you only have a general account for trip expenses, map it to the Default Trip Account. If neither category-specific nor default trip accounts are available, the integration will fall back to the general default expense account configured in a prior step.

Trips can be associated with internal assets, subsidiary carriers only, or external carriers. For trips using internal assets (company drivers or owner-operators), the trip category line items on the bill represent driver rates. For trips using subsidiary or external carriers, the trip category line items on the trip bill represent carrier rates.

Accessorials represent additional charges or fees that can be applied to both customers (revenue) and drivers or carriers (expense). As such, they can impact both revenue and expense accounts in QuickBooks Online (QBO).

The list of accessorial types available for mapping is pulled from the custom accessorials configured by the tenant in Alvys. To configure custom accessorials, refer to the following Help Center article: Custom Accessorials . Each accessorial type includes two columns for mapping. The Revenue column is used to map the account for income generated from the accessorial when charged to customers. The Expense column is used to map the account for costs associated with the accessorial when charged to drivers or carriers.

Once the list is displayed, you can map each accessorial line item to its corresponding QBO account if dedicated accounts exist. However, if your accounting process only includes a general revenue account and a general expense account for all accessorials, you may map those to the Default Accessorial Account option.

An e-check is an electronic check issued to pay a driver or external carrier, functioning like a digital payment method instead of a physical check. E-checks can include associated fees and may impact both revenue and expense accounts in Alvys and QuickBooks Online (QBO).

The E-Check category itself includes a default revenue account and a default expense account, which are used if specific accounts are not assigned. Each individual e-check type has its own revenue and expense columns for mapping. The revenue column represents the e-check fee charged to drivers or carriers and is recorded as income for the company.

The e-check fee is configured by the tenant based on the E-check type from the company profile and can have a minimum, maximum, or percentage-based value.

The expense column represents the actual e-check amount issued to the driver or carrier.

E-check fees are treated as revenue because, although they appear as an expense on a driver or carrier bill, they reimburse the company and are therefore considered income.

Alvys provides a predefined list of deduction types. If you have specific accounts in your QuickBooks Online chart of accounts for any of these deduction types, you can map them accordingly. If you only have a general account for all driver deductions, you may map it to the Default Deduction Account.

The Fuel category includes fuel transactions, such as diesel, linked to drivers or owner-operators. Each fuel type can be mapped to a specific QBO account if one exists. If no specific account exists but a Default Fuel Account exists, the transaction will use the Default Fuel Account. If neither a specific nor a Default Fuel Account exists, the transaction will fall back to the Default Expense Account configured in the default account mapping.

Only a single default account is provided for toll mapping. If a dedicated QBO account for tolls exists in your chart of accounts, you may map it here. Otherwise, all toll expenses will be sent to the Default Expense Account.

Escrow accounts are used to hold funds on behalf of drivers. These accounts are created on driver profiles, and deposits or withdrawals are reflected when driver statements or paystubs are generated.

When mapping Escrow accounts, if specific Escrow accounts exist in your QBO Chart of Accounts for one or more Escrow account types, map those accounts. If no specific account exists but a Default Escrow Account exists for the Escrow category, map to the default. If neither exists, the transaction will fall back to the Default Liability Account.

This completes the setup and mapping of accounts for the QuickBooks integration. Once all mappings are configured, click Done, then the Submit button to complete the integration. A green checkmark will appear next to the integration to confirm it was successfully added.

When setting up the QBO integration, the user normally selects which subsidiary QBO accounts to connect. This section explains which connected QBO account will receive the exported invoices and/or bills.

The Invoice As field represents the billing subsidiary responsible for issuing the customer invoice. This determines the legal entity name that appears on the invoice. All Accounts Receivable (AR) transactions are exported to the QBO subscription tied to this subsidiary.

Example: If a load’s Invoice As field is set to Alvys Brokerage, the invoice exports to the QuickBooks subscription linked to Alvys Brokerage.

The Tender As field identifies the subsidiary responsible for dispatching the load and paying the carrier. It also determines the trip type:

Carrier bills are exported to the QBO subscription linked to the subsidiary selected in the Tender As field.

For carriers with dual authority, operational mode is automatically set based on the Tender As subsidiary. Users can manually update operational mode to Carrier or Broker, which may affect QBO exports.

Each driver profile has a Subsidiary field representing the subsidiary the driver is tied to.

When generating driver statements, the QuickBooks subscription receiving the bill depends on the driver’s subsidiary.

Example:

Load invoiced as Alvys Inc, tendered as Alvys Brokerage Driver subsidiary assigned to Alvys Inc Driver bill exports to the Alvys Inc QuickBooks subscription

This section describes how Alvys identifies and links customers and brokers in QuickBooks Online (QBO), how new customer records are created when no match is found, and how key accounting fields such as customer names, invoicing details, and payment terms affect invoice exports and data synchronization.

The customer’s External Accounting Name is used to identify a customer or broker in QuickBooks Online (QBO). When exporting an invoice Alvys first searches for an exact match in QBO using this field.

If a matching customer exists, the invoice is linked to that customer. If no match is found and the External Accounting Name is set on the customer profile, Alvys will automatically create a new customer in QBO using the External Accounting Name. For tenants where the External Accounting Name is not set, Alvys attempts to match using the Customer Name. If no match is found, a new customer is created in QBO using the Customer Name. It is important to note that the External Accounting Name takes priority. If the External Accounting Name differs from an existing QBO customer name, even if the Customer Name in Alvys matches, Alvys will create a new customer using the External Accounting Name.

The Invoicing Name determines how the customer or broker appears on invoices generated in Alvys. It does not affect the customer record created in QBO.

When creating customers in QBO, Alvys uses the following fields from the customer or broker profile:

Alvys is the source of truth for these fields. If a customer is created in QBO by Alvys and a user later update the information directly in QBO, these changes will be overridden the next time an invoice is synced from Alvys. To ensure consistency, any updates to these fields should always be made within Alvys.

The Payment Terms field specifies the agreed-upon period within which a customer must pay an invoice, calculated from the invoice date. In Alvys, this can be set to any value between 0 and 365 days.

These terms determine the due date on the load as well as the invoice due date exported to QuickBooks Online

This section explains how Alvys links carriers and drivers to QuickBooks Online (QBO), how vendor records are created when no match is found, and which accounting fields control bill synchronization.

The carrier’s External Accounting Name is used to identify a vendor in QuickBooks Online (QBO). When exporting a bill, Alvys first searches for an exact match in QBO using this field.

If a matching vendor exists, the bill is linked to that vendor. If no match is found and the External Accounting Name is set on the carrier profile, Alvys will automatically create a new vendor in QBO using the External Accounting Name. For carriers where the External Accounting Name is not set, Alvys attempts to match using the Carrier Name. If no match is found, a new vendor is created in QBO using that name.

It is important to note that the External Accounting Name takes priority. If it differs from an existing QBO vendor name, even if the Carrier or Driver Name in Alvys matches, Alvys will create a new vendor using the External Accounting Name.

Drivers, including company drivers and owner-operators, may operate as 1099 drivers. These drivers have additional tax detail fields on their profiles, such as:

When generating driver statements, if these fields are set and the accounting integration is configured to create vendors using 1099 details, Alvys will create the vendor using the tax information (company name and address). If this setting is not enabled, the vendor will be created using the driver’s name.

The Carrier Payment Terms field defines the agreed-upon time frame for paying a carrier. This is configured on the company profile for each subsidiary.

If a driver is associated with a subsidiary that has this payment terms configured, the bill due date will be calculated based on that subsidiary’s terms.

For external carriers, the due date is determined using the Carrier Payment Terms from the company profile of the subsidiary specified in the Tender As field on the trip.

This section provides an overview of the areas within Alvys from which customer invoices can be exported from and the key validations required to ensure successful export to QuickBooks Online.

Generating a customer invoice from the Load Details page triggers its export to QuickBooks Online. To ensure a successful export, all relevant configurations and data must be verified before the invoice is generated.

Ensure the customer being invoiced is correct. Verify that the External Accounting Name is set correctly for the customer. If no External Accounting Name is configured, ensure the standard customer or broker name exactly matches the customer record in QuickBooks Online.

Also verify the customer’s Invoice settings for the subsidiary which is used as the invoiced as subsidiary on the load. The Invoice As subsidiary used on the load must correspond to the subsidiary configured for the QuickBooks Online integration, as this determines which QuickBooks company receives the invoice.

Once these conditions are satisfied and the load is in Released status, generating the invoice automatically initiates the export to QuickBooks Online.

After the invoice is exported to QuickBooks Online, it can be located using the search field by entering the load number. If an invoice prefix is configured, the prefix should be included along with the load number. The invoice is also available in the Sales Invoices list, where users can browse all invoices and apply date filters to narrow the results. In both cases, the invoice appears under the corresponding customer

The Batch Invoicing page in Alvys is located under accounting, then Invoice in the left navigation menu or directly at https://app.alvys.com/#/accounting/invoicing.

This page enables users to create invoices for multiple loads across one or more customers simultaneously. Each selected load is processed as an individual invoice, and exporting to QuickBooks Online is triggered automatically when the invoices are generated. This approach enables faster and more efficient invoicing while ensuring accurate transaction records for each load.

From the Released tab, select the loads for which you want to generate invoices. Ensure that the selected loads meet the following requirements. The customer being invoiced must be correct. If an External Accounting Name is configured, it must exactly match the corresponding customer record in QuickBooks Online. If no External Accounting Name is configured, the standard customer or broker name must match the customer record. The Invoice As subsidiary on each load must be properly configured to export revenue transactions to QuickBooks Online.

After verifying these details, invoices can be generated using the Generate Invoice option, which creates the invoices and exports them to QuickBooks Online. Alternatively, the Create and Send option generates the invoices, exports them to QuickBooks Online, and sends them to the customer according to the invoicing method configured for that customer.

Once exported, the invoices are recorded in QuickBooks Online under the corresponding customer and can be located using the search field or within the Sales Invoices list.

Summary invoicing consolidates multiple loads for a customer into a single invoice. The Summary Invoicing page can be accessed from Accounting then Summary Invoicing. For more information on configuring customers for summary invoicing, see https://help.alvys.com/en/articles/12159947-summary-invoicing.

The invoice export is triggered when the consolidated summary invoice is generated, creating a single invoice that reflects the total amount for all loads included. Only customers configured with the summary invoice type will appear when selecting a subsidiary. Ensure that the subsidiary is correct, as this determines the QuickBooks Online company where the invoice will be sent.

On the Summary Invoicing page, from the Loads Not Invoiced tab, select the loads to include and add them to a draft summary invoice. Once the draft is prepared, generating the invoice will create the summary invoice and export it to QuickBooks Online.

After the invoice is exported, it can be located in QuickBooks Online using the search field by entering the summary invoice number e.g. S1000048. The invoice is also available in the Sales Invoices list, where users can browse all invoices and apply date filters to narrow results.

This section explains the different methods available in Alvys for exporting bill transactions to QuickBooks Online. It covers external carrier bills, carrier settlements, and driver bill exports, including the configuration requirements that determine when and how each bill is exported.

External carrier bills can be exported directly from individual loads based on the configured external accounting settings. The export is triggered when the customer invoice is generated. Before generating the invoice, ensure the correct external carrier is assigned to the trip. The subsidiary selected in the Tender As field must also be verified, as this subsidiary determines where the carrier bill will be sent. The selected subsidiary must be configured to receive carrier bills through the QBO integration.

When an external carrier is assigned and the trip is released to billing, the system evaluates the Generate Carrier Invoice Separately setting.

If this setting is not enabled, the carrier bill is exported automatically when the customer invoice is generated. However, if enabled, the system verifies whether a document of type Carrier Invoice has been uploaded to the trip. If the document is present, the carrier bill is exported to QuickBooks Online when the customer invoice is generated.

Carrier Invoice number

In Alvys, the carrier invoice number is entered when uploading a document of type Carrier Invoice to a trip. When the carrier bill is exported to QuickBooks Online, this number is automatically appended to the memo field. This allows accounting teams to easily search for, reference, and reconcile carrier bills using the carrier’s original invoice number.

The Carrier Settlements module provides brokers with tools to generate transparent and accurate carrier statements and settlement bills. This page can be accessed from the accounting section of Alvys under Carrier Settlements. Additional details about this feature can be found at: https://help.alvys.com/en/articles/11634577-carrier-settlements.

When carrier settlements are used, the carrier bill is exported when a carrier statement is generated. To allow this export, the Carrier Statements External Accounting setting must be enabled for the subsidiary. If this setting is not enabled, no carrier bill will be exported when the statement is generated.

If this setting is enabled and a user generates a customer invoice for an individual load with an external carrier, the carrier bill will not be exported from the load. In this scenario, the system expects the bill to be exported from the Carrier Settlements module when the statement is generated.

If an error occurs while exporting a carrier bill from the Carrier Settlements module, the error details are displayed directly within the module. Carrier statements cannot be re-sent from the Error Transactions page. All corrections must be made within the Carrier Settlements module, and the statement must be regenerated there.

For tenants that use the Carrier Settlements module but prefer carrier bills to export when the carrier invoice is uploaded on the trip, it is recommended not to enable the Carrier Statements external accounting setting. In this configuration, enabling the generate carrier invoice separately setting and uploading the carrier invoice to the trip then generating the customer invoice will trigger the carrier bill export.

Driver bills can be exported either from the legacy Pay Drivers page or from the newer Driver Settlements module. The export behavior depends on the configured driver billing settings.

The recommended configuration is Single Bill Export. When enabled, multiple trips, deductions, and credits included in a driver statement are consolidated into a single bill and exported to QuickBooks Online. This approach is ideal for tenants operating on weekly or biweekly pay cycles.

The subsidiary used for exporting driver bills is determined by the subsidiary assigned on the driver profile in Alvys.

For tenants still using the legacy Pay Drivers page, driver statements generated from this page may be reverted from the driver profile.

Reverting a driver statement deletes the corresponding driver bill from QuickBooks Online, provided the bill remains open and no payments have been applied.

Driver Settlements replaces the Pay Drivers module and introduces enhancements such as draft statements, predefined pay periods, and bulk actions.

Additional details can be found at: https://help.alvys.com/en/articles/11943598-driver-settlements

For statements generated using the Driver Settlements module, reverting the statement from the Statements tab removes the associated driver bill from QuickBooks Online, as long as the bill remains open and no payments have been applied.

In the QBO accounting integration setup shared billing must be enabled on both the Invoice As subsidiary and the Tender As subsidiary. Each subsidiary must also have its own QuickBooks Online integration configured. If shared billing is not enabled on both sides, intercompany transactions and carrier or vendor bills will not export correctly.

On the load, select:

The subsidiaries must be different for shared billing logic to apply.

Once dispatch and financial details are complete, release the load so it becomes eligible for invoicing. Ensure all required documents are present on the load before attempting to invoice.

Shared billing export is triggered when the customer invoice is generated.

Invoice As subsidiary:

Each subsidiary will receive only the transactions applicable to its accounting company. This ensures that revenue, expenses, and intercompany balances remain accurate and properly separated.

Invoice As Subsidiary e.g. Alvys Inc

Tender As Subsidiary e.g. Alvys Brokerage

Once a transaction has been exported from Alvys to QuickBooks Online (QBO), all corrections and updates must be made in Alvys and then synchronized to QBO through the regeneration process. Alvys serves as the system of record for all exported accounting transactions. Changes made directly in QBO can result in data inconsistencies and prevent updates from syncing correctly.

This section explains how previously exported transactions can be modified, which changes are supported, and the conditions under which those modifications are allowed.

Previously exported invoices may be modified only while the invoice remains open. An invoice is considered open when a full payment has not been applied in QBO. Once a payment is fully applied and synced, the invoice becomes closed in Alvys and no further modifications are permitted. In these situations, Alvys Support must be contacted for assistance.

Invoice updates are typically synchronized by regenerating the customer invoice after changes are made. However, certain fields automatically update the QBO invoice without requiring regeneration.

Updates to the following load invoice fields are applied automatically to QuickBooks Online without requiring invoice regeneration:

Customer linehaul amount

Customer fuel surcharge

Accessorial charges added, edited, or removed

Invoice Date

Invoice Due Date

To apply these updates, make the changes in Alvys and then refresh the invoice page in QuickBooks Online. The updates should appear immediately without regenerating the invoice. Other changes will require invoice regeneration to sync correctly

The customer associated with a load can only be changed while the load is in a status prior to Invoiced (e.g., Queued). This indicates that the invoice has been generated in Alvys but has not yet been submitted to the customer. Once the invoice has been submitted, the load status updates to Invoiced based on the invoicing mode, and the customer cannot be changed directly. In this case, users must contact Alvys Support to revert the load status to queued, allowing the customer to be updated and the invoice regenerated for synchronization with QuickBooks Online.

The customer’s name displayed on the exported invoice reflects the External Accounting Name.

Steps to Update the Customer on an Invoice:

In the Load Details section of the load, click the Change Customer button.

Select the correct customer to assign to the load and save the change.

Regenerate the invoice in Alvys.

Refresh or reopen the invoice in QuickBooks Online to verify that the customer information has been updated correctly.

Fields such as invoicing address, shipping address, customer email, and customer phone are managed in the customer profile.

Steps to update customer fields:

Changing the Invoice-As subsidiary and regenerating the invoice will automatically remove the original invoice that was already exported to the connected QBO subsidiary. However, to prevent duplicates, ensure that the original invoice is removed; if not, manually delete it after exporting the updated invoice.

Steps to update the Invoice-As Subsidiary:

In the Load Details section, click the Invoice Customer As dropdown.

Alvys does not set customer payment terms on exported invoices. Instead, the payment terms configured on the customer profile are used to calculate the invoice due date.

Any updates to payment terms made directly in QBO will affect the invoice due date. However, if the invoice is regenerated from Alvys, the due date will be recalculated based on the invoice settings in Alvys and may override any manual changes made in QBO.

Modifications to summary invoices that have already been exported can be made depending on the scenario.

In Alvys, the only supported mechanism for adding or removing loads from a summary invoice is to revert the summary invoice. A summary invoice can be reverted only when its status is “Processed”. If the invoice has already been Sent or Paid, further modification requires intervention from Alvys Support.

Procedure:

Loads included in a summary invoice can be edited to add charges or make adjustments. Only summary invoices in the following statuses can be regenerated: Pending, Sent, or Partially Paid. If a summary invoice is fully paid, regeneration is not permitted.

Steps to Modify or Add Charges to Loads:

Customer payment syncing operates bi-directionally within Alvys, meaning payments can both export from Alvys to QuickBooks Online (QBO) and import from QBO back into Alvys, depending on where the payment is recorded.

Customer payments are exported only when the Export Customer Payments setting is enabled during the subsidiary’s QBO configuration. Once this option is selected, a deposit account must also be configured. In QuickBooks Online, a customer payment represents funds received toward an invoice. However, payments do not always reach the bank individually. For this reason, QBO uses a deposit account to temporarily hold incoming funds until they are grouped and deposited into a bank account. Payments should never be posted directly to bank accounts, income accounts, accounts receivable, or liability accounts, as this can result in duplicate deposits, overstated revenue, and inaccurate balances. The recommended deposit account is Undeposited Funds, QBO’s default clearing account designed specifically to ensure accurate tracking of customer payments.

In Alvys, customer payments can be recorded manually against a load or uploaded via a factoring report. These full payments are synced to the external accounting system every five (5) minutes

Customer payment import is supported only for invoices exported from individual loads in Alvys. Payments applied in QBO to invoices that were originally generated from the Summary Invoice page in Alvys are not supported for import.

Supported full payments are imported back into Alvys every 12 hours.

Vendor payment synchronization operates in a one-way manner, meaning that only full payments applied in QBO to bills originally created from Alvys are imported back into the system. Vendor payments cannot be exported from Alvys to QBO. Imports occur every 12 hours for bills generated from the Trips Details Page and the Pay Drivers Page (driver paystubs).

The Error Transactions page in Alvys presents a centralized overview of transactions that failed to sync with external accounting systems, such as QuickBooks Online, allowing users to quickly identify failed exports, examine error messages, and take the necessary corrective actions. The page is accessible from the accounting menu by selecting Error Transactions within Alvys.

Not all transactions can be automatically re-synced from this page. Currently, only the following entity types can be re-synced:

Use Sync All Transactions only if all transactions in the Error Transactions list are ready for export. Any transactions that still require corrections will be skipped.

For carrier settlements, summary invoices, and driver pay, corrections and re-syncs must be performed directly from their respective pages rather than from the general Error Transactions page.

If a transaction has been manually corrected in QuickBooks Online and no longer requires action in Alvys, it can be cleared from the Error Transactions page:

Only mark a transaction as synced if it has been fully resolved, as this action cannot be undone.

Q: What if I don’t see the green checkmark after submitting the integration setup? A: Refresh the Management page. If the green checkmark still does not appear next to QuickBooks Online, reopen the integration dialog, reconnect using the Login button, confirm all settings and mappings, and submit again. If the issue persists, contact Alvys Support.Q: What happens if I update my Chart of Accounts in QuickBooks later? A: Account mappings in Alvys can be updated at any time. Open the QuickBooks Online integration dialog, navigate to the account mapping step, select the updated account from the dropdown, and submit the integration to save changes.

Q: What should I enter for External Accounting Name? A: Enter the customer or vendor name exactly as it appears in QuickBooks Online. This is how Alvys matches records during invoice and bill exports. If the field is not set, Alvys will fall back to the customer or vendor name.

Q: Is External Accounting Name the same as Invoicing Name? A: No, the External Accounting Name is not the same as the Invoicing Name. The External Accounting Name is used to match the record in QuickBooks Online, ensuring that the integration recognizes the correct customer or vendor. The Invoicing Name, sometimes called the Billing Name, controls how the customer’s name appears on invoices generated in Alvys. You can update the Invoicing Name to change how it appears on invoices without affecting the QuickBooks Online connection, as long as the External Accounting Name remains unchanged.

Q: Can Alvys pull customers or vendors from QuickBooks automatically? A: No. The integration is push-only, so customers and vendors are not imported from QBO. You must enter the External Accounting Name manually, as this defines the linkage to the QuickBooks customer or vendor, and if no match is found, the customer or vendor is automatically created in QBO.

Q: How are external carrier bills exported? A: Carrier bills can be exported in three ways depending on your settings: if Generate Carrier Invoice Separately is enabled, the carrier invoice must be uploaded to the trip for export; if that setting is disabled, the bill exports automatically when the customer invoice is generated; or, if the Carrier Statements External Accounting setting is enabled, bills are exported when a carrier statement is generated from the Carrier Settlements module.

Q: How do driver statements post if I select Single Bill for Driver Statement? A: When Single Bill for Driver Statement is enabled, each driver statement generates one consolidated bill in QuickBooks for the total shown on the paystub. Without this option, individual trips generate separate bills, creating numerous bill transactions.

Q: How can I export only 1099 driver bills to QuickBooks Online and exclude W-2 drivers? A: Enable the Process Statement by Tax Category option. When this setting is enabled, Alvys exports bills only for 1099 drivers to QuickBooks Online. Bills for W-2 drivers are not exported, allowing W-2 payroll to be managed in a separate payroll system.

Q: How do I find an exported invoice or bill in QuickBooks Online? A: In QuickBooks Online, use the search field to enter the load or summary invoice number, including any configured invoice prefix, to locate the record exported from Alvys. Exported invoices appear in the Sales Invoices list, while exported bills appear in the Bills list.

Q: Why do my QuickBooks transactions show prefixes like “ALD” or “ATP”? A: Because the Reference Number Prefix setting is enabled in Alvys. Prefixes identify transaction types, like ALD for loads, ATP for trips, and APS for paystubs. Include the prefix when searching in QuickBooks.

Q: Can I use location and class tracking with this integration?

A: Yes. Alvys subsidiaries and fleets can be mapped to either Classes (departments) or Locations in QuickBooks Online, allowing you to track revenue, expenses, and transactions at either a detailed (per line item) or broader (transaction-wide) level. Each subsidiary or fleet can be assigned to Classes or Locations to ensure accurate reporting in QuickBooks.

Q: Which load statuses prevent resync? A: Loads in Completed status cannot be resent to QuickBooks, as they are considered finalized. Contact Alvys Support if a correction is required.

Q: Why did my invoice or bill fail due to a closed period? A: QuickBooks Online does not allow invoices or bills to be posted in a closed accounting period, so the transaction date must fall within an open period for the export to succeed.

Q: What invoice changes in Alvys sync automatically to QuickBooks? A: Changes to the linehaul amount, fuel surcharge, accessorial charges, invoice date, and invoice due date in Alvys sync automatically to QuickBooks without needing to regenerate the invoice.

Q: How do I change the customer on a previously exported invoice? A: The load must be Queued (prior to invoicing). If the invoice is already Invoiced, contact Alvys Support to revert the load. Then update the customer and regenerate the invoice.

Q: What does “Generate Carrier Invoice Separately” do? A: This setting controls how external carrier bills are created. When enabled, you must upload a carrier invoice to the trip for the bill to export. When disabled, the carrier bill is automatically created and exported when the customer invoice is generated.

Q: How does carrier settlement export work? A: Enable Carrier Statements External Accounting setting for the subsidiary. Carrier bills export when the statement is generated. Payments applied in QBO do not sync back to Alvys.

Q: Do fuel and toll exports include amounts that were deducted from drivers?

A: No. Export Company Fuel Expense and Export Company Toll Expense only send transactions not deducted from drivers. Amounts deducted from drivers are handled through driver statements and their mapped accounts.

Q: What is the Shared Billing setting? A: The Shared Billing setting enables intercompany accounting for loads where the Invoice As and Tender As subsidiaries are different.

Q: When is a shared billing export triggered? A: Shared billing export is triggered when a load is invoiced by one subsidiary (Invoice As) and tendered by a different subsidiary (Tender As). Shared billing must be enabled on both subsidiaries to ensure all customer invoices, intercompany bills, and vendor bills are correctly generated and exported.

Q: What happens if shared billing is not enabled for both subsidiaries? A: Intercompany transactions will not export correctly, which can lead to missing invoices or bills in QBO.

Q: How often are customer payments exported to QuickBooks? A: Every five (5) minutes provided the Export Customer Payments setting is enabled.

Q: Which accounts should be used for customer payment exports? A: Customer payments should be posted to a deposit account, such as QBO’s default Undeposited Funds. Do not post directly to bank accounts, income accounts, accounts receivable, or liability accounts.

Q: How are customer payments synced/ Imported? A: Customer payments can export to QBO and import back into Alvys for invoices generated from individual loads. Supported full payments are imported every 12 hours.

Q: Can partial customer payments be exported to QuickBooks Online? A: No. Only full payments are eligible for export. Partial payments are not exported from Alvys to QBO.

Q: Can payments applied to summary invoices be exported to QuickBooks Online? A: No. Payments linked to summary invoices are not exported.

Q: How are vendor/carrier payments synced? A: Carrier or vendor payments are import-only. Only full payments are imported from QuickBooks Online to Alvys, and this applies only to bills originally generated in Alvys, such as through the Trip Details page or the Pay Drivers module. Imports occur every 12 hours. The Carrier Settlements and Driver Settlements modules do not currently support payment synchronization, so these payments must be recorded manually in Alvys.

Q: How can I check which transactions failed to export to QuickBooks? A: In Alvys, go to the accounting section and open Error Transactions. Here you can see any exports that didn’t go through and view detailed information about each error.

Q: Which transactions can I re-sync from the Error Transactions page? A: Only transactions with the entity type Load, Trip, E-check, and Paystub can be re-synced after making any necessary corrections. Transactions with other entity types, including Deduction, Accessorial Revenue, Fuel, Toll, Accounting Invoice (summary invoice), Escrow, Carrier Statement, and Driver Statement, cannot be re-synced and must be corrected in their respective modules.

Q: How do I clear an error for a transaction manually fixed in QBO? A: Select the transaction on the Error Transactions page, right-click, choose Mark as Synced, and confirm. Only do this if the issue is fully resolved.