📋 Applies to: Admin · Partner Admin · Support
Module: Accounting > Invoicing
Last reviewed: 2026-06 · Owner: Accounting integrations team
This article covers how to export customer invoices, carrier bills, and driver settlements from Alvys to QuickBooks Desktop (QBD), and how to modify previously exported transactions. Also covers the QBD export queue, customer and vendor matching, shared billing, and using the QuickBooks Web Connector.
Overview
The Alvys and QuickBooks Desktop integration exports (pushes) customer invoices, carrier bills, and driver settlements from Alvys to your QuickBooks Desktop company file. Exports are triggered by actions you take in Alvys (generating an invoice, creating a settlement), and the data transfer occurs when the QuickBooks Web Connector runs its sync cycle.
All transaction types follow the same export flow: after a transaction is triggered in Alvys, it appears on the Accounting > Error Transactions page in a queued state (shown as a dash). The transaction waits on this page until the QuickBooks Web Connector connects and pulls it into your company file. Appearing on the Error Transactions page in a queued state does not indicate a failure.
Before You Start
Before exporting transactions, confirm the following:
You have Admin, Partner Admin, or Support access in Alvys. The accounting integration requires the "CompanyProfileManager" permission, which is available to those three roles.
The QuickBooks Desktop integration is active for the relevant subsidiary. See How to connect QuickBooks Desktop to Alvys and configure settings to complete the connection first.
The QuickBooks Web Connector is installed and running on the same computer as QuickBooks Desktop.
For customer invoice exports: the load must be in an invoiceable status: TONU, Released, Queued, Invoiced, Financed, or Completed.
Key Concepts
The export queue and Error Transactions page
When a transaction is triggered in Alvys, it is placed in a pending export queue and appears on the Error Transactions page with a dash status. This queued state is not an error. The transaction waits here until the QuickBooks Web Connector runs and pulls it into your company file. Once the sync completes, the transaction clears from this page.
📷 Image placeholder: Screenshot showing the Error Transactions page with a queued (dash status) transaction. Upload from IC:14019688.
You can manually trigger an export at any time by opening the QuickBooks Web Connector, checking the box next to the Alvys application, and clicking Update Selected.
Which subsidiary receives each transaction
Each Alvys subsidiary is connected to its own QuickBooks Desktop company file. The subsidiary that receives a transaction is determined as follows:
Customer invoices export to the QuickBooks company linked to the subsidiary in the Invoice As field on the load.
Carrier bills export to the QuickBooks company linked to the subsidiary in the Tender As field on the load.
Driver bills export to the QuickBooks company linked to the subsidiary assigned on the driver's profile.
How Alvys matches customers and vendors in QuickBooks
When exporting a transaction, Alvys searches your QuickBooks file for an exact match using the External Accounting Name on the customer or carrier profile. If a match is found, the transaction links to that existing record. If no match is found, Alvys automatically creates a new customer or vendor in QuickBooks using that name.
QuickBooks requires unique names across all lists: Customers, Vendors, and Employees. If Alvys tries to create a name that already exists in a different list, the export will fail.
Steps
1. Export a customer invoice
Individual load invoice
Verify the load is in an invoiceable status: TONU, Released, Queued, Invoiced, Financed, or Completed.
Confirm the customer is correct on the load, and the Invoice As subsidiary matches the subsidiary connected to the QuickBooks Desktop company that should receive the invoice.
Confirm the customer's External Accounting Name is set and matches the corresponding customer in QuickBooks Desktop.
📷 Image placeholder: Screenshot showing the Invoice As and External Accounting Name fields on a load. Upload from IC:14019688.
Generate the invoice from the load's Invoice section.
Open the QuickBooks Web Connector and click Update Selected to trigger the export.
📷 Image placeholder: Screenshot showing the completed invoice in the QuickBooks Customer Center. Upload from IC:14019688.
Batch invoice export
Navigate to Accounting > Invoice to open the Batch Invoicing page.
On the Released tab, select the loads for which you want to generate invoices.
Confirm the customer and Invoice As subsidiary are correct for each selected load.
📷 Image placeholder: Screenshot showing the Batch Invoicing page with loads selected. Upload from IC:14019688.
Click Generate Invoice to generate invoices and queue them for export, or click Create and Send to generate, queue, and email invoices to customers.
Open the QuickBooks Web Connector and click Update Selected.
Summary invoice export
On the Loads Not Invoiced tab, select the loads to include. Confirm the subsidiary is correct before proceeding.
Generate the summary invoice. The transaction is queued on the Error Transactions page.
Open the QuickBooks Web Connector and click Update Selected.
📷 Image placeholder: Screenshot showing a summary invoice in the QuickBooks Customer Center. Upload from IC:14019688.
2. Export a carrier bill
Individual trip external carrier bill
Confirm the correct external carrier is assigned to the trip.
Verify the Tender As subsidiary on the load. For dual authority tenants: confirm the trip's operational mode is set to Brokerage. If the mode is Carrier, no external carrier bill will export.
If Generate Carrier Invoice Separately is enabled, upload a document categorized as Carrier Invoice to the trip before generating the customer invoice.
Generate the customer invoice. This triggers the carrier bill export.
Open the QuickBooks Web Connector and click Update Selected.
📷 Image placeholder: Screenshot showing a carrier bill in the QuickBooks Vendor Center. Upload from IC:14019688.
Carrier settlements bill export
For carrier settlements exports, the Carrier Statements External Accounting setting must be enabled for the subsidiary. When enabled, generating a carrier statement triggers the carrier bill export. All corrections and regeneration must be done from within Accounting > Carrier Settlements.
⚠️ Carrier Settlements payment sync limitation: payments applied in QuickBooks Desktop do not automatically sync back to Alvys. Record carrier payments manually in Alvys to keep your records accurate.
3. Export driver bills
Driver bills export from the legacy Pay Drivers page (Accounting > Pay Drivers) or from the Driver Settlements module (Accounting > Driver Settlements). The subsidiary on the driver's profile determines which QuickBooks company receives the bill.
4. Export with shared billing
Shared billing allows two different subsidiaries to handle invoicing and carrier payment on the same load. Both subsidiaries must have shared billing enabled in their QuickBooks Desktop integration settings.
In the QBD integration settings for each subsidiary participating in shared billing, enable the Shared Billing option.
📷 Image placeholder: Screenshot showing the Shared Billing toggle in the QBD integration settings. Upload from IC:14019688.
On the load, assign different subsidiaries to Invoice As and Tender As.
Generate the customer invoice. This triggers the shared billing export.
After export, both subsidiary companies receive appropriate intercompany entries.
Open the QuickBooks Web Connector and click Update Selected.
📷 Image placeholder: Screenshot showing the intercompany entries in both subsidiary QuickBooks companies. Upload from IC:14019688.
5. Modify a previously exported transaction
Alvys is the system of record for all exported accounting transactions. All corrections must be made in Alvys and re-synced to QuickBooks Desktop.
Customer invoices — auto-syncing fields
The following fields update QuickBooks Desktop automatically without invoice regeneration: customer linehaul amount, customer fuel surcharge, accessorial charges (added, edited, or removed), and Invoice Date. Make the changes in Alvys, then run the Web Connector.
To change the customer on an exported invoice:
In the Load Details section, click the Change Customer button.
Select the correct customer and save.
Regenerate the invoice in Alvys.
Open the Web Connector and click Update Selected.
📷 Image placeholder: Screenshot showing the Change Customer button on a load. Upload from IC:14019688.
To change the Invoice As subsidiary after export:
In Load Details, click the Invoice Customer As dropdown and select the correct subsidiary.
Regenerate the invoice.
Open the Web Connector and click Update Selected.
Manually delete the original invoice in the previous subsidiary's QuickBooks company.
📷 Image placeholder: Screenshot showing the Invoice Customer As dropdown on a load. Upload from IC:14019688.
To modify a summary invoice:
To add or remove loads, revert the summary invoice (only when status is Processed), generate a new one, run the Web Connector, and manually delete the old summary invoice in QuickBooks Desktop.
To modify charges, update Load Details and regenerate the summary invoice (only when status is Pending, Sent, or Partially Paid).
📷 Image placeholder: Screenshot showing the regenerate option on the Summary Invoicing page. Upload from IC:14019688.
FAQs
Q: Does appearing on the Error Transactions page mean my export failed?
A: Not necessarily. All transactions are initially held in a queued state on this page (shown as a dash). This means Alvys is waiting for the QuickBooks Web Connector to run. Once the connector syncs, the transactions clear from this page.
Q: How does Alvys match customers and vendors in QuickBooks?
A: Alvys first searches for an exact match using the External Accounting Name. If no match is found, it uses the standard Customer or Carrier Name. If no record exists in QuickBooks Desktop, Alvys automatically creates a new customer or vendor.
Q: Can I update an invoice after it has already been exported to QuickBooks Desktop?
A: Yes, provided the invoice is still open (not fully paid). Changes to linehaul, fuel surcharges, and accessorials sync automatically the next time you run the Web Connector. For other changes, regenerate the invoice in Alvys first.
Q: Does Alvys sync carrier payments from QuickBooks Desktop back to Alvys?
A: No. Record carrier payments manually in Alvys to keep your records accurate.
Q: Why isn't my external carrier bill exporting?
A: Check that the trip is in Brokerage mode (for dual authority setups), and that a Carrier Invoice document is uploaded if Generate Carrier Invoice Separately is enabled.