This guide outlines the essential configurations required within QuickBooks Online before initiating the integration with the Alvys TMS. Following these steps in the designated order ensures that data syncs accurately and the accounting logic remains intact across your legal entities.

1. QuickBooks Online Plan Types and Integration Support

QuickBooks Online offers four (4) primary plan types, QBO Simple Start, QBO Essentials, QBO Plus, and QBO Advanced. While all plans allow for a basic connection to the Alvys TMS, there are critical differences in feature availability that will impact your accounting workflow.

💡 Custom fields are available on all plans, with limits varying by subscription level.

QBO Simple Start

This plan is generally not recommended for Alvys users. While it allows for customer invoicing, it does not support a native Accounts Payable (A/P) module. Because the "Bills" feature is restricted in the Simple Start API, Alvys will be unable to sync carrier payables, driver settlements, or vendor obligations to this version. You will essentially only be able to track the revenue side of your loads.

QBO Essentials

This is the minimum requirement for a functional Alvys integration. QBO Essentials includes the "Manage Bills" feature, which allows the TMS to sync both your revenue invoices and your carrier/vendor payables.

QBO Plus and Advanced

These are the most robust options and are highly recommended for growing fleets and brokerages. These tiers support Location and Class Tracking, which are vital for trucking operations.

2. Administrative Access

To authorize the connection, you must have Admin credentials for the specific QuickBooks Online account you intend to link to Alvys.

3. Chart of Accounts (COA) Preparation

The Chart of Accounts contains all financial accounts used for posting transactions in QuickBooks Online. QuickBooks uses this list to track funds, debts, money coming in, and money going out. Before exporting transactions from Alvys, confirm that all required income, expense, asset, liability accounts exist. At a minimum, ensure you have established accounts for:

Accounts Receivable: For customer invoicing.
Accounts Payable: For carrier and vendor obligations.
Income Account: Categorized for Linehaul, Fuel Surcharges, and Accessorials.
Expense Account: Categorized for Purchased Transportation (Brokerage costs) and Driver Settlements.

How to Create Accounts in QBO

Navigate to (All Apps or Accounting) > Chart of Accounts.
Click the green New button.
Enter Account Details:
- Select the Category: E.g. Use Income for revenue and Cost of Goods Sold (COGS) for expenses like Driver Pay.
- Account Name: Use specific labels (e.g., "Linehaul Revenue").
Save and Review: Ensure there are no duplicate accounts.

4. Validate Open Accounting Periods

Check your "Closing Date" in QBO (Settings > Advanced > Accounting). If your books are closed for a specific period, QuickBooks will block Alvys from syncing any invoices or bills dated within that closed timeframe.

5. Custom Transaction Numbers (Sales Settings)

If you want your QBO Invoices to match your Alvys Load Numbers (e.g., Load #100005 in Alvys becomes Invoice #1005 in QBO), you must toggle this setting.

Location: Settings (Gear Icon) > Account and Settings > Sales > Sales form content.
Action: Turn Custom transaction numbers to ON.

⚠️ If this is OFF, QBO will ignore Alvys numbering and assign its own sequential invoice numbers.

FAQs

Q: Which QuickBooks Online plan is the minimum requirement for Alvys?

A: QBO Essentials is the minimum requirement because it includes the "Manage Bills" feature. While Simple Start allows for invoicing, it does not support the Accounts Payable module needed to sync carrier payables and driver settlements.

Q: Why are QBO Plus and Advanced recommended over the Essentials plan?

A: These higher tiers support Location and Class Tracking. These features are vital for trucking operations that need to segment financial data by terminal, department, or business division (e.g., Asset vs. Brokerage).

Q: What specific accounts must I have in my Chart of Accounts (COA) before syncing?

A: At a minimum, you must establish accounts for Accounts Receivable, Accounts Payable, Income (for Linehaul, Fuel, and Accessorials), and Expense/COGS (for Purchased Transportation and Driver Settlements).

Q: Are custom fields supported across all QuickBooks plans?

A: Yes, custom fields are available on all plans, though the number of fields you can create varies depending on your specific subscription level.

Q: Does the "Custom Transaction Numbers" setting apply to Bills as well?

A: No. That specific toggle only applies to Sales forms (Invoices). For Bills (Payables), QuickBooks naturally allows Alvys to push the Load ID or Settlement ID into the "Ref. no." field without needing a specific toggle enabled.