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.

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 is the purpose of "Default Account Mappings"?

A: Default accounts act as a mandatory fallback. If a specific transaction (like a fuel surcharge or toll) isn't mapped to its own dedicated account, the system uses the default mapping to ensure the transaction exports successfully without errors.

Q: Which default accounts are required if I am exporting both Revenue and Expenses?

A: You must map four primary accounts: Accounts Receivable and a Default Revenue account for your income, and Accounts Payable and a Default Expense account for your costs.

Q: What happens if I map an account to the wrong "Type" in QuickBooks?

A: Selecting an account with an incorrect type (for example, mapping an "Expense" type account from your QBO Chart of Accounts into a "Revenue" field in Alvys) will result in export errors.

Q: How do "Specific Account Mappings" differ from defaults?

A: Specific mappings allow you to direct individual line items to dedicated accounts. For example, instead of all revenue going to one "Income" account, you can send Linehaul to a "Linehaul Revenue" account and Fuel Surcharges to a "Fuel Revenue" account.

Q: How are Accessorials handled in the mapping process?

A: Accessorials have two mapping columns: Revenue and Expense. The Revenue column maps income when the fee is charged to a customer; the Expense column maps the cost when the fee is paid out to a driver or carrier.

Q: Why are E-Check fees mapped to a Revenue account?

A: Although E-Check fees appear on a driver or carrier's bill, they are treated as company income because they reimburse the company for the cost of issuing the electronic payment.

Q: What should I do if my E-Check bills are failing to export?

A: Check your mappings. A bill can fail if it contains an E-Check fee but the corresponding E-Check Revenue account has not been mapped, especially if your configuration is set to "Expense Only."

Q: Which QBO account type should be used for Escrow mappings?

A: Escrow accounts must be mapped to Liability accounts in QuickBooks Online. This is because these funds are held on behalf of the driver and are not considered a company expense.

Q: What happens if I don't have a specific account for Tolls or Fuel?

A: The system follows a fallback hierarchy. It will first look for a Category Default (e.g., Default Fuel Account); if that isn't mapped, it will fall back to the general Default Expense Account configured in the first step.

Q: Is the Tax category mapping required?

A: No. The Tax category is currently deprecated and should be skipped during the setup process.