Account mapping connects each Alvys transaction type to a specific account in your QuickBooks Desktop (QBD) Chart of Accounts. When Alvys exports an invoice or bill to QBD, it looks up the mapped account for each line item and posts the amount there. Without complete mappings, the Web Connector will fail to sync the transaction.

The integration uses two tiers: default accounts (required, act as fallback for any unmapped transaction) and specific accounts (optional, allow granular control per transaction category). You configure both during the integration setup wizard.

Important: This article covers Step 3 of the QuickBooks Desktop integration setup. Complete Steps 1 and 2 before starting here.

Required role: "Admin", "Partner Admin", or "Support" (requires the "CompanyProfileManager" permission)

Prerequisites:

If Revenue is selected, map both:

If Expense is selected, map both:

Important: Map default accounts to the correct account type in the QBD Chart of Accounts. Selecting an account with the wrong type will cause export errors.

If you do not have any specific accounts created in QBD, once you have configured the default accounts you can click through the remaining steps, then click Save.

The list is pulled from custom accessorials configured in Alvys. See Custom Accessorials. Each accessorial type has two columns: Revenue (customer charges) and Expense (driver or carrier costs).

The E-Check category includes a default revenue account and a default expense account. Each individual e-check type has Revenue and Expense columns. The Revenue column maps the e-check fee. The Expense column maps the actual e-check amount.

Important: A bill can fail to export if it includes e-checks with fees and the revenue account for the e-check fee is not mapped, even when the configuration is set to export expenses only.

When e-checks are issued to a driver or carrier, an associated accessorial may also be created. Any accessorials associated with e-checks should be mapped under Accessorials (Step 5) if specific accounts exist.

Important: The Tax category is deprecated. Skip this step if it appears in the wizard.

A green checkmark appears next to the QuickBooks Desktop integration on the Integrations page. All Alvys transaction types are now connected to the correct accounts in your QBD Chart of Accounts.

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 all revenue (invoices) and expenses (bills) exported to QuickBooks post successfully.

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

A: Yes. Transactions automatically fall back to the default accounts configured in Step 2.

Q: Why did my bill fail to export when it included an e-check?

A: This happens when the e-check fee is not mapped to a revenue account. Even when exporting expenses only, e-check fees are considered income and must be linked to a revenue account.

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 to a liability account ensures 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: This is not recommended. 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.

Q: What is the Default Load Account used for?

A: It serves as the primary account for all line items on a customer invoice when you do not want to break out individual line items into separate QuickBooks accounts.

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

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