📋 Applies to: Admin · Partner Admin
Module: Management > Integrations
Provider: QuickBooks Online (Intuit) · Integration type: Two-way · Sync direction: Alvys to QBO (invoices and bills); QBO to Alvys (payment status)
Last reviewed: 2026-06 · Owner: Support team
This article walks through authorizing the OAuth connection between Alvys and QuickBooks Online, then configuring sync settings for revenue, expenses, driver bills, carrier invoice requirements, and subsidiary or fleet mapping to QBO classes or locations.
What This Integration Does
Alvys connects to QuickBooks Online (QBO, Intuit QuickBooks) via OAuth 2.0, which means you authenticate (sign in and authorize) through Intuit's login portal and Alvys receives a secure token; no passwords are stored in Alvys. Once connected, Alvys automatically exports, syncs, and pushes customer invoices and carrier or vendor bills when loads are processed for billing. When payments are recorded in QBO, QBO sends the payment status back to Alvys.
Prerequisites
Before connecting, complete all steps in QuickBooks Online Prerequisites (Start Here):
Confirm your QBO subscription is Essentials, Plus, or Advanced.
Verify that your Chart of Accounts includes accounts for Accounts Receivable, Accounts Payable, income, and expenses.
Enable Custom transaction numbers in QBO at Settings > Account and Settings > Sales > Sales form content if you want QBO invoices to use Alvys load numbers.
Confirm there are no closed accounting periods that would cover the dates of loads you plan to export.
You need the "CompanyProfileManager" permission to connect and configure the integration. This permission is available to users with the "Admin" or "Partner Admin" role.
Connect / Authenticate
Open the Integrations page. Navigate to Management > Integrations in Alvys and locate the QuickBooks Online tile.
📷 [IMAGE PLACEHOLDER] Management > Integrations page with the QuickBooks Online tile. Recover from IC:14044254.
Initiate the connection. Click Connect on the QuickBooks Online tile. Alvys redirects you to the Intuit authorization page.
📷 [IMAGE PLACEHOLDER] Intuit authorization page after clicking Connect. Recover from IC:14044254.
Sign in and authorize. Sign in with your QBO credentials and click Connect. Once authorized, Intuit redirects you back to Alvys and the connection status shows as connected.
📷 [IMAGE PLACEHOLDER] Connection status showing connected in Alvys. Recover from IC:14044254.
Select the QBO company file. If your Intuit account has access to more than one QBO company file, select the correct one from the dropdown. Only one company file can be connected per Alvys legal entity.
Field & Data Mapping
After connecting, configure the sync settings. Each section below maps Alvys data to the corresponding QBO field or behavior.
Revenue sync settings. These settings control how Alvys exports customer invoices to QBO:
Sync Revenue to QBO: enables or disables revenue export. Must be toggled on to push customer invoices.
Auto-export invoices: when enabled, Alvys automatically queues a load's invoice for export as soon as the load is released to billing. When disabled, invoices must be manually exported from the Transactions page.
Invoice prefix: adds a text prefix to every invoice number exported to QBO, which helps distinguish Alvys-originated invoices from other invoices in your QBO account.
Default revenue account: the QBO income account used when no specific mapping is configured for a line item. Set this to your primary freight revenue account.
Sync revenue on: choose whether to export invoices when the load is released to billing or when the invoice is marked as sent to the customer.
Expense sync settings. These settings control how Alvys exports carrier payables and driver settlements to QBO:
Sync Expenses to QBO: enables or disables expense export. Must be toggled on to push carrier bills and driver settlements.
Auto-export bills: when enabled, Alvys automatically queues a carrier bill or driver settlement for export when finalized. When disabled, bills must be manually exported.
Default expense account: the QBO expense account used when no specific mapping exists. Set this to your primary purchased transportation account.
Driver bill consolidation. When your operation pays multiple drivers on a single settlement run, this setting controls whether each driver settlement exports to QBO as a separate bill or whether all settlements for the same driver in the same period are consolidated into one QBO bill. Consolidating reduces the total number of transactions in QBO and simplifies reconciliation.
Carrier invoice requirement. When this setting is enabled, Alvys requires a carrier invoice number to be recorded on a load before that load's carrier bill can be exported to QBO.
Class and location mapping. If you use QBO Plus or QBO Advanced with Location Tracking or Class Tracking enabled, you can map Alvys subsidiaries and fleets to QBO locations and classes respectively. To configure mappings, expand the Class Mapping or Location Mapping section on the integrations settings page and assign each Alvys subsidiary or fleet to the corresponding QBO class or location.
📷 [IMAGE PLACEHOLDER] Class Mapping and Location Mapping sections on the integration settings page. Recover from IC:14044254.
Sync Behavior
Alvys exports transactions to QBO at the time of the trigger event, either automatically on billing release or on manual export, depending on your auto-export setting. Each transaction is pushed individually; there is no batch export window.
If QBO rejects a transaction, the transaction appears in the Error Transactions queue. No subsequent exports for that load are blocked by a prior rejection; each transaction is retried independently when you click Re-export.
Payment status syncs from QBO to Alvys on a polling interval. When QBO marks an invoice or bill as paid, Alvys updates the corresponding load's receivable or payable status. Allow several minutes for payment status to propagate.
Verify It's Working
Navigate to a load that has been released to billing.
Open the Transactions tab on that load.
Click Export to QBO. If auto-export was enabled, the load should already be in the export queue.
Log in to QBO and confirm the invoice or bill appears under the correct customer or vendor with the expected line items, amounts, and reference numbers.
Return to Alvys and confirm the load's transaction status shows as exported.
Troubleshooting
Export button is not visible on the Transactions page
Confirm that Sync Revenue to QBO and Sync Expenses to QBO are enabled in the integration settings. If the toggles are off, the export action is not available.
QBO shows a different company file than expected
Disconnect and reconnect the integration. During reconnection, select the correct QBO company file from the dropdown when prompted.
Connection shows as connected but exports are failing
Verify the OAuth token has not expired. Disconnect and reconnect the integration to refresh the token.
Limits / Unsupported
Only one QBO company file can be connected per Alvys legal entity. Multi-entity setups require a separate connection for each legal entity.
QBO Simple Start is not supported because it does not include the Accounts Payable module.
Location and Class Tracking in QBO require QBO Plus or QBO Advanced.
FAQs
Q: Can I connect more than one QBO company file to a single Alvys account?
A: No. Each Alvys legal entity can be connected to one QBO company file.
Q: What QBO plan do I need to use Class or Location Tracking with Alvys?
A: QBO Plus or QBO Advanced. Class and Location Tracking are not available on Essentials or Simple Start.
Q: What does the Carrier Invoice Requirement setting do?
A: When enabled, Alvys requires a carrier invoice number to be recorded on a load before that load's carrier bill can be exported to QBO.
Q: What happens to the QBO connection if my Intuit session is invalidated?
A: The OAuth token expires. Disconnect and reconnect to generate a new token.
Q: How do I export invoices manually if auto-export is disabled?
A: Open the load, navigate to the Transactions tab, and click Export to QBO.