📋 Applies to: Admin · Partner Admin · Support
Module: Management > Integrations
Last reviewed: 2026-06 · Owner: Support team
This article explains how Alvys routes load data to QuickBooks Online, how customers and vendors are matched or created automatically during export, how to manually export transactions, and the steps to modify or revert a transaction that has already been exported.
Overview
When a load is processed for billing in Alvys, the integration creates or updates invoices and bills in QuickBooks Online (QBO) based on the load's billing configuration. This article explains the full export workflow: how Alvys determines who to invoice or pay in QBO, how customers and vendors are matched (linked or auto-created), how to push transactions manually or review the export queue, and what to do when an exported transaction needs to be changed or reversed.
Before You Start
Before exporting transactions:
Confirm the QuickBooks Online integration is connected and account mappings are configured.
Confirm loads are released to billing before attempting to export invoices.
You need the "CompanyProfileManager" permission to access the Integrations export queue and re-export transactions. This permission is available to users with the Admin, Partner Admin, or Support role. Dispatchers and accounting staff who can access the Transactions tab on individual loads may also initiate exports from the load detail page.
Steps
Confirm the load is released to billing.
A load must be in a billing-eligible status before its invoice can be exported. Navigate to the load and confirm it has been released to billing.
Access the Transactions page.
From the load detail page, click the Transactions tab. This tab shows all invoices and bills associated with the load, their current export status, and any QBO export errors.
[IMAGE PLACEHOLDER] Transactions tab on the load detail page showing invoice and bill rows with export status. Upload replacement image from IC:14044247.
Review the invoice details and Invoice As field.
Confirm the invoice line items, amounts, and customer details are correct before exporting. The Invoice As field on the load determines which customer record in QBO the invoice is created under.
The Invoice As field tells Alvys which entity to invoice in QBO. Alvys checks whether that entity already exists in QBO by matching the name. If a matching customer record is found, Alvys creates the invoice under that existing record. If no match is found, Alvys creates a new customer in QBO using the entity's name and details from Alvys.
Export the invoice.
Click Export to QBO on the invoice row. Alvys queues the transaction and pushes it to QBO. If auto-export is enabled in the integration settings, this step is triggered automatically when the load is released to billing.
[IMAGE PLACEHOLDER] Export to QBO button on invoice row. Upload replacement image from IC:14044247.
Confirm the export status.
After exporting, the transaction row updates to show the export status. A successful export shows the QBO transaction ID or a linked status. A failed export shows an error; see the Troubleshooting section for resolution steps.
Review the bill details and Tender As field.
For carrier bills and driver settlements, confirm the Tender As field on the load. The Tender As field determines which vendor record in QBO the bill is created under.
The Tender As field tells Alvys which carrier or vendor entity to pay in QBO. Alvys checks for an existing vendor record in QBO by matching the name. If found, the bill is created under the existing vendor. If not found, Alvys creates a new vendor in QBO using the carrier or driver's details from Alvys.
Export the bill.
Click Export to QBO on the carrier bill or driver settlement row. If auto-export is enabled, bills are automatically queued when finalized.
[IMAGE PLACEHOLDER] Export to QBO button on bill row. Upload replacement image from IC:14044247.
Monitor the export queue.
Navigate to Management > Integrations > Transactions to view all pending, successful, and failed exports across all loads. This page provides a consolidated view of the export queue and allows bulk re-export of failed transactions.
[IMAGE PLACEHOLDER] Transactions queue page showing pending, successful, and failed export rows. Upload replacement image from IC:14044247.
Modify an exported transaction.
If you need to change a transaction that has already been exported to QBO:
Modifications are only available while the invoice is open. An invoice is considered open when a full payment has not been applied in QBO. Once a full payment is applied and synced, the invoice is closed and no further modifications are permitted; contact Alvys Support for assistance.
In Alvys, navigate to the load and open the Transactions tab.
Click Revert on the exported transaction. Alvys marks the transaction as reverted in Alvys but does NOT automatically delete or void the transaction in QBO.
Make the necessary changes to the load in Alvys (for example, update line items, amounts, or customer details).
After saving your changes, click Export to QBO again. Alvys creates a new transaction in QBO with the updated details.
In QBO, manually void or delete the original transaction that was previously pushed.
Note: Some fields update in QBO automatically without requiring a revert and re-export: Linehaul amount, Fuel Surcharge, Accessorials, Invoice Date, and Invoice Due Date. For these fields, simply make the change in Alvys and refresh the page in QBO to see the update.
[IMAGE PLACEHOLDER] Revert button on exported transaction row. Upload replacement image from IC:14044247.
Bulk re-export failed transactions.
From the Management > Integrations > Transactions page, filter for transactions with an Error status. Select the transactions you want to retry and click Re-export. Alvys resubmits each selected transaction to QBO.
Verify in QBO.
Log in to QBO and confirm the invoice or bill appears under the correct customer or vendor with the expected amounts, line items, and reference numbers. Check that the QBO transaction date matches the Alvys invoice date.
[IMAGE PLACEHOLDER] QBO invoice confirming successful export with correct customer, amounts, and reference number. Upload replacement image from IC:14044247.
Result
After a successful export, the load's Transactions tab shows the exported status and the QBO transaction identifier. The load's receivable or payable balance in Alvys remains open until a payment is recorded in QBO and synced back. Payment status sync typically takes several minutes after a payment is recorded in QBO.
Variations
Factoring companies
If your customer invoices are factored, configure the Invoice As field to reflect the factoring company rather than the end customer. Alvys will create or match the factoring company as the QBO customer and invoice them directly. See Alvys Payment Synchronization for Accounting Integrations for how factoring payments sync back to Alvys.
Driver bill consolidation
If driver bill consolidation is enabled in the integration settings, Alvys combines all settlement line items for the same driver within the same period into a single QBO bill rather than creating one bill per load. The export workflow for consolidated bills is the same as for individual bills.
Changing the customer on a previously exported invoice
A customer can only be changed on a previously exported invoice when the load status is prior to Invoiced (for example, Queued). If the load has already reached Invoiced status, contact Alvys Support to revert the load status to Queued before proceeding.
To change the customer on a previously exported invoice:
Click the Change Customer button in the Load Details section.
Select the new customer from the drop-down.
Save the changes.
Click Regenerate Invoice to update the invoice with the new customer.
Refresh in QBO to confirm the updated customer is reflected on the invoice.
Updating invoice customer fields (address, email, phone)
If the customer's contact information needs to be updated on an exported invoice, the load must be prior to Invoiced status.
To update invoice customer fields:
Navigate to the customer profile in Alvys and apply the necessary changes.
Save the changes to the customer profile.
Return to the load and click Regenerate Invoice.
Refresh in QBO to confirm the updated customer details are reflected on the invoice.
Updating the Invoice-As Subsidiary after invoice export
Changing the Invoice-As Subsidiary after an invoice has been exported requires the "Edit Invoice Customer As" setting to be enabled in the integration configuration. Without this setting, the subsidiary drop-down is disabled. When the Invoice-As setting is changed and the invoice is regenerated, Alvys removes the original invoice from the connected QBO subsidiary. The original invoice must be manually deleted from QBO to prevent duplicates.
To update the Invoice-As Subsidiary:
Ensure the Edit Invoice Customer As setting is enabled in the integration configuration.
Select the correct subsidiary to assign to the load.
Save the changes.
Regenerate the invoice in Alvys.
Verify in the subsidiary's QBO account that the new invoice has been successfully exported.
Delete the original invoice in QBO to avoid duplicates.
Modifications to summary invoices
Adding or removing loads from a summary invoice: 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, contact Alvys Support for assistance.
To add or remove loads from a summary invoice:
Navigate to the All-Invoices tab in Alvys.
Locate the invoice and click the Delete icon for the specific summary invoice to revert it.
Navigate to the Loads Not Invoiced tab.
Select the loads to be included in the new summary invoice.
Regenerate the summary invoice.
Verify that the updated summary invoice amount is accurately reflected in QBO.
Manually delete the old summary invoice from QBO to avoid duplicate records.
Adding or modifying charges on loads within a summary invoice: Only summary invoices in Pending, Sent, or Partially Paid status can be regenerated. If a summary invoice is Paid, regeneration is not permitted.
To add or modify charges on loads within a summary invoice:
Confirm that the summary invoice status is not Paid in Alvys.
Navigate to the Load Details page for the specific load included in the summary invoice.
Apply the necessary updates (for example, add charges, adjust amounts, or update notes).
Navigate back to the Summary Invoice in Alvys and regenerate the summary invoice.
Verify in QBO that the updated invoice amount and associated load details are accurately reflected.
Troubleshooting
Export button is not visible on the Transactions tab
Confirm that Sync Revenue to QBO (for invoices) or Sync Expenses to QBO (for bills) is enabled in the integration settings. If either toggle is off, the Export to QBO action is not available for that transaction type.
A new customer or vendor was created in QBO instead of matching an existing one
Alvys matches customers and vendors by name. If the name in Alvys does not exactly match the name in QBO, a new record is created. Ensure the customer or vendor name in Alvys is an exact match to the name in your QBO customer or vendor list.
Transaction reverted in Alvys but original still visible in QBO
Reverting a transaction in Alvys only marks it as reverted in Alvys. The original transaction in QBO must be manually voided or deleted. Log in to QBO, locate the original invoice or bill, and void or delete it.
Payment recorded in QBO is not showing in Alvys
Payment status syncs on a polling interval; allow several minutes for the update to propagate. If the payment status has not updated in Alvys after 15 minutes, confirm the payment in QBO is linked to the correct invoice or bill and that the QBO transaction ID matches the one in Alvys. If the issue persists, contact Alvys Support.
FAQs
Q: What is the Invoice As field and why does it matter for QBO exports?
A: The Invoice As field determines which entity Alvys invoices in QBO. Alvys uses this name to search for a matching customer in QBO. If a match is found, the invoice is created under that existing customer. If no match is found, Alvys creates a new customer in QBO.
Q: What is the Tender As field?
A: The Tender As field determines which carrier or vendor entity is paid in QBO. Alvys uses this name to search for a matching vendor in QBO, creating a new vendor if none is found.
Q: Does reverting a transaction in Alvys void it in QBO?
A: No. Reverting in Alvys only marks the transaction as reverted on the Alvys side. You must manually void or delete the original transaction in QBO.
Q: Can I re-export a transaction after it fails?
A: Yes. Go to Management > Integrations > Transactions, filter for Error status, select the failed transaction, and click Re-export. Resolve the underlying error (such as a missing account mapping or a duplicate document number) before re-exporting.
Q: How long does it take for a QBO payment to show in Alvys?
A: Payment status syncs on a polling interval. Allow several minutes after recording a payment in QBO for the status to update in Alvys.
Q: Can auto-export be turned off after it has been running?
A: Yes. Toggle off auto-export in the integration settings at Management > Integrations. After disabling, new transactions must be exported manually. Transactions already in the queue at the time of the toggle change are not affected.
Q: What happens if a load has multiple invoices or bills?
A: Each invoice and each bill on the load is exported as a separate QBO transaction. The Transactions tab shows each one individually with its own export status.
Q: How do I see all failed transactions across all loads?
A: Navigate to Management > Integrations > Transactions and filter by Error status. This consolidated view shows all failed exports across all loads so you can bulk re-export or resolve errors in one place.
Q: How does Alvys decide which QuickBooks subscription receives an invoice or bill?
A: It depends on the subsidiary fields. Invoice As determines which QBO account receives the customer invoice, while Tender As determines which QBO account receives the carrier bill. For drivers, the Subsidiary field on the driver profile determines where the bill is exported.
Q: Which changes to a load update QuickBooks automatically without needing to regenerate?
A: Updates to the Linehaul amount, Fuel Surcharge, Accessorials, Invoice Date, and Invoice Due Date sync automatically. Simply make the change in Alvys and refresh the page in QBO to see the update.
Q: How do I change the customer on an invoice that has already been exported?
A: If the load status is still Queued, use the Change Customer button in Load Details, save, and then click Regenerate Invoice. If the status is already Invoiced, contact Alvys Support to revert the status to Queued before making the change.
Q: Can Alvys pull customers or vendors from QuickBooks automatically?
A: No. The integration is push-only; 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. If no match is found, the customer or vendor is automatically created in QBO.
Q: Can I modify an invoice that has already been paid in QuickBooks?
A: No. Once a payment is fully applied and synced, the invoice is considered closed and cannot be modified. If changes are necessary after payment, contact Alvys Support for assistance.