QuickBooks Online Integration – Step 1: Categories Setup | worxTMS.com

QuickBooks Online Integration

Start integrating worxTMS.com with your QuickBooks Online accounting software for transport and logistics. Step 1 is easy—no technical skills needed. This step is important so 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.

QBO Categories Setup

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:
    1. Go to Sales > Products & Services in QuickBooks Online.
    2. Click More (top right), then select Manage Categories.
    3. Review any existing categories.
    4. Create a category named Drivers.
    5. Save!
    6. Create another category named Vehicles.
    7. Save!
  • Important: Use exact spelling: Drivers and Vehicles.
  • Note: You may already have other categories - just add these two for worxTMS.com.
Tip: These categories let worxTMS.com automatically sync drivers and vehicles with QuickBooks Online.
QBO Non-Stock and Service Setup
  • We will add Vehicles & Drivers in the Non-Stock section
  • We will add Services in the Service section (Probably already there)
Just for your information:
  • This organization method is recommended to keep 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 for your operations.
  • These changes are safe, easily reversible, and do not interfere with your existing accounting records.
  • Our integration approach follows best practices for connecting third-party systems to QuickBooks Online.
Regional Note:
The "Non-stock" item type in QuickBooks Online may show up with different names depending on your region or language settings. Common alternatives include "Other", "Inventory (not tracked)", "Product", or local language equivalents.

The most important thing is to choose the option that does not track inventory quantities or values. If unsure, look for the description stating the item is not tracked as inventory, or refer to QuickBooks help for your country.

Watch: QuickBooks Online Integration Video

Need help? Watch this walkthrough for step-by-step guidance on preparing QuickBooks Online with the right categories, item types, and product/service setup for seamless integration with worxTMS.com. See exactly how to set up "Drivers" and "Vehicles" and get your logistics business ready for API syncing and shipment management.

Watch: Actual Integration with QuickBooks Online

See the Integration in Action: This video demonstrates the actual process of connecting worxTMS.com with QuickBooks Online. You'll see how easy it is to authorize the connection, securely link your accounts, and enable seamless data sync. Experience the professional workflow that lets you manage your transport and logistics business with confidence—all through a direct, secure API integration.

From initial connection to instant data sync, worxTMS.com ensures your accounting and logistics data are always up to date in QuickBooks Online.