Accurate account mapping is essential to ensure that all transactions exported from Alvys to QuickBooks Desktop (QBD) are linked to valid accounts. The integration supports both default and specific account mapping, providing 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 Desktop 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 QBD, 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 Desktop (QBD) accounts each transaction line-item posts to. This feature is optional but recommended if you have dedicated accounts for individual transaction types in your QBD 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 QBD account if one exists.

If you have dedicated accounts in your QBD 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 QBD account if one exists. If you have dedicated accounts in your QBD 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 Desktop (QBD).

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 QBD 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 Desktop (QBD).

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 Desktop 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 QBD 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 QBD 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 QBD 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.

Q: What should I do if the green checkmark doesn't appear after clicking Submit?

A: Refresh the Alvys Integrations page. If the green checkmark still does not appear next to QuickBooks Desktop, reopen the integration dialog, verify that the Web Connector is active and the Company File Path is correct, then re-save the settings. If the issue persists, contact Alvys Support.

Q: What are default account mappings, and why are they required?

A: Default accounts act as fallback accounts for transactions not explicitly mapped to a specific line item. They ensure that all revenue (Invoices) and expenses (Bills) exported to QuickBooks post successfully, preventing sync errors due to unmapped data.

Q: Can I skip setting up specific accounts and rely only on default accounts?

A: Yes. If specific accounts do not exist for every individual line item (like detention or fuel), transactions will automatically fall back to the default accounts you configured. This allows the integration to function without needing a highly granular Chart of Accounts.

Q: Why did my bill fail to export when it included an E-Check?

A: This often happens if the E-Check Fee is not mapped to a revenue account. Even if you are only exporting expenses, E-Check fees are considered income for the company and must be linked to a revenue account in QuickBooks to process the bill.

Q: Why must Escrow be mapped to a Liability account?

A: Escrow funds are held on behalf of the driver and are not a company expense. Mapping them to a Liability account in QuickBooks Desktop ensures your financial statements correctly reflect that these funds are owed back to the driver.

Q: Can I map my customer fuel surcharge and driver fuel expense to the same account?

A: It is not recommended. You should map customer-facing fuel surcharges to a Revenue account and driver-facing fuel costs to an Expense account. Mapping to the wrong account type will cause export errors in the Web Connector.

Q: What is the "Default Load Account" used for?

A: It serves as the primary account for all line items on a customer invoice. If you don't want to break out linehaul, fuel, and accessorials into separate QuickBooks accounts, you can map them all to this single default account.

Q: How do I map accessorials that I created myself in Alvys?

A: Alvys pulls your Custom Accessorials list directly into the mapping screen. You will see two columns for each: one for Revenue (when you charge a customer) and one for Expense (when you pay a driver or carrier).