Alvys logo in blue.

QuickBooks Desktop [https://alvys.com/wp-content/uploads/2022/11/Quickbooks.svg, 5 min. read]

Overview

This document is intended to outline the steps involved in setting up the QuickBooks Desktop integration for an Alvys tenant. The QuickBooks integration allows for cross communication between Alvys TMS and the QuickBooks software, where transactions are sent directly from Alvys to QuickBooks and vice versa.

Pre-requisites

In order to successfully complete the QuickBooks Desktop integration, the following is required of the tenant prior to starting the integration:

1
QuickBooks Desktop and QuickBooks Web Connector installed on the computer.

2
An existing QuickBooks Desktop account (company file).

3
An Admin user login credentials for said QuickBooks Desktop account.

4
Tenant’s Chart of Accounts created in QuickBooks.

Setup

💡
The integration is best done by an accounting user in the tenant’s organization because they will need knowledge of the company’s Chart of Accounts in order to map the accounts to the various type of transactions within the Alvys TMS.

1
Navigate to the Management Page https://app.alvys.com/#/manage/company-profile .

2
Select the Integrations tab.

3
Select Accounting in the list of Integration types.

4
Click on the ✏ icon on the QuickBooks Desktop option to open the dialog box.

5
Select the Subsidiary you wish to add the integration to and click Save.

6
Click on the QuickBooks link and the QuickBooks Download webpage will open in a new tab. The user will have to answer a few questions and enter account information prior to downloading the QuickBooks Desktop client.

7
Download and install the QuickBooks Connector. This is how the Alvys TMS and the QuickBooks Desktop client will send and receive the various transactions.

Sometimes the QuickBooks Connector is automatically installed when installing the QuickBooks Desktop client.

8
Open QuickBooks Desktop client. Select the Company Name you would like to integrate with Alvys.

If there is only one company, it is automatically selected and the user is moved to the login screen.

9
Next, you will be prompted to enter your admin login credentials.

10
Navigate back to Alvys to continue the integration. Download the QWC file and save it in a known location.

11
Open the QuickBooks Desktop client. Select File > App Management > Update Web Services.

12
This opens up the Web Connector. Click Add an Application. This opens another window, navigate to the location of and select the QWC file downloaded in Step 10 and click Open.

Adding the application takes a while to be completed. Please do not close the application while the process is running. Once the process is completed, a new popup will appear to Authorize New Web Service.

13
Once the process is complete, a new popup will appear to Authorize New Web Service. Select OK.

Adding the application takes a while to be completed. Please do not close the application while the process is running. Once the process is completed, a new popup will appear to Authorize New Web Service.

14
Select one of the options from “Do you want to allow this application to read and modify this company file?”. Click the checkbox and then Continue.

Yes, prompt each time: whenever a transaction is being sent from Alvys, a prompt will appear in the QuickBooks client which would need to be approved.
Yes, whenever this QuickBooks company file is open: transactions will only be sent from Alvys when the QuickBooks client is open.
Yes, always; allow access even if QuickBooks is not running: transactions will be sent to QuickBooks once triggered in Alvys as long as the computer is on. Transactions not processed are in a queue until the computer is turned on. However, they will only remain in the queue for seven (7) days, after which they would need to be triggered again from Alvys to be processed.

If the last option is selected, a confirmation screen will appear after which a user will have to be selected from the Login as dropdown menu.

15
Click Done. The Company will appear in the QuickBooks Web Connector window (Step 12). Select the Company/Application and you will be prompted to enter a password. Navigate back to Alvys to get the password (Step 5). Click OK after entering the password.

16
Select Auto-Run and adjust the Every-Min interval if needed. Every-Min is the interval at which the queue will be read to update QuickBooks with the transactions from Alvys.

17
Click Update Selected and wait for the process to complete.

18
Navigate to Alvys, refresh the page and proceed to completing the Account Settings (see next section).

Account Settings

The QuickBooks Desktop integration allows for generic and very detailed configuration of which transactions are sent to QuickBooks, how they are sent and to which accounts.

1
Select the account type(s) that you wish to map for. Then click Next.

Revenue: The revenue portion of transactions will be sent to QuickBooks.

Expense: The expense portion of transactions will be sent to QuickBooks.

Single Bill for Driver Statement: When a driver statement is generated, a single transaction will be sent with the total indicated on the paystub, instead of individual (multiple) transactions sent for each trip.

Generate Carrier Invoice Separately: The default behaviour in Alvys is to send both the bill and invoice to QuickBooks when the load is invoiced. With this option, the carrier invoice is sent as a bill to QuickBooks immediately once it is uploaded in Alvys, as opposed to the default behaviour.

Process Statement by Tax Category: Prevents sending company driver (W2) information to QuickBooks when generating the paystub. If left unchecked, information for both W2 and 1099 drivers will be sent to QuickBooks.

Export Company Fuel Expense (Those not deducted from a driver): Sends fuel transactions not deducted from drivers as bills to QuickBooks once per day (6AM EST).

Export Company Toll Expense (Those not deducted from a driver): Sends toll transactions not deducted from drivers as bills to QuickBooks once per day (7AM EST).

Shared Billing: Used if Subsidiaries have individual accounting integrations and a load booked by one subsidiary is tendered as another subsidiary and transactions should be sent to both subsidiaries accounting platform.

Complete the form to get a quick demo