QuickBooks Online Integration – Categories, Items & Invoice Sync | worxTMS.com
QuickBooks Online Integration for Transport Management Software
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, Suppliers, Drivers, Vehicles, and Services. With these, you can create and assign shipments directly in worxTMS.com.
Why We Ask for Small Changes: You know your accounting system better than worxTMS. That’s why, instead of changing the way you already work, we simply ask you to make a few light, non-intrusive adjustments inside the system you know best. This way, by the time you integrate with worxTMS, everything just worx.
No Changes Needed to Test: You can try worxTMS with your QuickBooks Online system immediately—no changes are required. Our system will automatically apply default settings for any fields it cannot read, and after integrating, you’ll see why those small recommended adjustments help everything run smoothly.
Step 1: Add "Drivers" & "Vehicles" Categories in Products & Services
Set up two categories in your QuickBooks Online Products & Services page:
Drivers and Vehicles.
worxTMS.com uses these categories to sync your drivers and vehicles with QBO.
- How to Add Categories:
- Go to Sales > Products & Services in QuickBooks Online.
- Click More (top right), then select Manage Categories.
- Review any existing categories.
- Create a category named Drivers.
- Save!
- Create another category named Vehicles.
- Save!
- Important: Use exact spelling: Drivers and Vehicles.
- Note: You may already have other categories—just add these two for worxTMS.com.
- We will add Vehicles & Drivers in the Non-Stock section
- We will add Services in the Service section (Probably already there)
- This organization method keeps your accounting data clean and easy to manage.
- Adding Drivers and Vehicles as Non-Stock items ensures you do not affect inventory or accounting balances.
- Services are typically already present, but you can add or modify service items as needed.
- These changes are safe, easily reversible, and do not interfere with existing accounting records.
- Our integration follows best practices for third-party QuickBooks Online connections.
The "Non-stock" item type may appear under different names depending on region/language. Choose the option that does not track inventory quantities or values. Look for descriptions stating the item is not tracked as inventory.
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.
- 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.
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!