QuickBooks Online Integration – Categories, Items & Invoice Sync | worxTMS.com

Transport Management Software for QuickBooks Online

Start integrating worxTMS.com with your QuickBooks Online Accounting Software for Transport and Logistics. Step 1 is easy—no technical skills needed. This step ensures worxTMS knows exactly where to fetch your data: Customers and Services. Drivers and Vehicles are now added inside worxTMS (no QuickBooks categories required).

Connect to QuickBooks

This is the initial "Connect to QuickBooks" page — where you begin the OAuth / integration flow and choose the QuickBooks Online company to connect to.
Connect to QuickBooks - Step 1

Enter your Email or ID

QuickBooks prompts for your Intuit account email or ID on this screen — standard authentication step for the developer OAuth flow.
Enter Email or ID - Step 2

Enter Your Password

The standard password entry screen for your Intuit account. This completes user authentication before the app consent screen.
Enter Password - Step 3

App Consent — worxTMS + QuickBooks

This screen shows the worxTMS and QuickBooks logos and asks you to authorize the connection (scopes/permissions will be listed here). Approve to allow worxTMS access to the selected QuickBooks company.
App Consent worxTMS and QBO - Step 4

Connected — with Disconnect Option

After successful authorization you will see confirmation that your worxTMS account is connected to QuickBooks Online and an option to disconnect if needed.
Connected with Disconnect Option - Step 5
After connecting, you will be returned to the Connected page. Before you start dispatching, please complete these 3 quick setup steps:
  1. Add customers that require mandatory Purchase Orders
    If any of your customers require a Purchase Order (PO) number for invoicing, add them here so worxTMS can enforce this requirement automatically.
  2. Select the products/services you want to use in worxTMS
    If your QuickBooks Online account contains many products and services, simply select only the ones you plan to use in worxTMS.
  3. Select your Fuel Surcharge item
    Choose the Fuel Surcharge product/service from your QuickBooks Online account. When a shipment includes a fuel surcharge, worxTMS will automatically add it as a separate line item on the invoice.

Turn Off "Custom Transaction Numbers"

For smooth integration, QuickBooks Online users must ensure that Custom Transaction Numbers are turned OFF. Leaving it on may cause conflicts or duplicate invoice errors, since worxTMS will be pushing invoices directly.

QBO Custom Transaction Numbers
  • Go to ⚙️ Settings > Account and Settings.
  • Select Sales from the left menu.
  • Under Sales form content, find Custom transaction numbers.
  • Make sure it is Turned OFF.
Tip: Turning this off lets QuickBooks Online auto-assign invoice numbers and keeps everything in sync with worxTMS.

Invoice Print Settings / Customisation

Invoice Print Settings

This shows the QuickBooks / Print layout settings and customisation I use to get invoices to print nicely (margins, logo placement, header/footer adjustments, and column widths). Use this as a reference when adjusting your own print layout so printed invoices match your branding and spacing expectations.

Delete or Update an Invoice

If you need to delete an invoice already created, simply Void or Delete it in QuickBooks Online. worxTMS will automatically detect the change and:

  • Remove the invoice from worxTMS so you can create it again without conflicts.
  • Update any changes to Customer Ref / Order Number made in QuickBooks Online.
  • Sync updated pricing, service, or totals back to worxTMS automatically.

Even easier: If you’ve already created the invoice but only need to change the Price, Ref No, Service, or other details, there’s no need to void or delete. Simply update the invoice in QuickBooks Online, and these changes will be sent to worxTMS automatically. No worries about data mismatches, duplicates, or manual updates!

Tip: worxTMS keeps all invoice data fully in sync with QuickBooks Online, so your workflow remains smooth, accurate, and worry-free.

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