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Sending Invoices to QuickBooks Online from Super Dispatch

Sam
Updated

Introduction

Once QuickBooks Online is connected to Carrier TMS, you can send invoices to QuickBooks Online from the same Send Invoice window you use to email them. Super Dispatch creates the invoice in QuickBooks Online for you, so you don't have to enter it by hand.

How to Send an Invoice to QuickBooks Online

Step 1: Log In to Carrier TMS

  • Log in to Carrier TMS.

Step 2: Find the Load

  • On the Loads page, find the load you want to invoice.

Step 3: Open Send Invoice

  • If the load isn't in Delivered status, click Options and select Send Invoice.
Carrier TMS load card with the Options menu open and Send Invoice highlighted
  • If the load is in Delivered status, click the Send Invoice button on the load.
Delivered loads in Carrier TMS with the blue Send Invoice button highlighted next to Options and Edit

Step 4: Select QuickBooks Online

  • In the Send Invoice window, under Sending Method, check QuickBooks Online.
Send Invoice window in Carrier TMS with the QuickBooks Online sending method checked and highlighted, below the Email option

Step 5: Send the Invoice

  • Click Send Invoice at the bottom of the window.
Send Invoice window in Carrier TMS with the blue Send Invoice button highlighted at the bottom, next to Preview

Step 6: Confirm the Invoice Was Sent

  • A confirmation message appears when the invoice is sent. The invoice is now in your QuickBooks Online account.

Common Errors and How to Fix Them

If the invoice can't be sent to QuickBooks Online, an error message appears in the Send Invoice window.

Error: "No Service Item Is Selected"

Cause: A service item wasn't selected when QuickBooks Online was connected.

Solution:

  1. In Carrier TMS, go to Settings > Quickbooks Integration.
  2. Under QuickBooks Online, open the Service Item dropdown and choose the item your invoices should sync to.
  3. Try sending the invoice again.
QuickBooks Online integration settings in Carrier TMS with the empty Service Item dropdown highlighted, above Import Contacts from QuickBooks and the Automatically create customers inside QuickBooks Online checkbox

Error: "COMPANY NAME Not Found in QuickBooks Online"

Cause: The customer on the invoice doesn't exist in your QuickBooks Online account.

Solution:

  • Add the customer in QuickBooks Online, then send the invoice again.
  • Or, in Settings > Quickbooks Integration, check Automatically create customers inside QuickBooks Online so new customers are created for you.

Error: Missing Required Information

If the load is missing details QuickBooks Online needs, the Send Invoice window lists them under The order doesn't contain all the required information. Click Edit Order to fix them:

Send Invoice window in Carrier TMS showing a red message that the order doesn't contain all the required information: No Invoice #, No Customer/Shipper Information, and No Price, with an Edit Order link
Error How to fix it
No Price Click Edit Order and enter the price for the load.
No Invoice # Click Edit Order and enter a number in the Invoice ID field, or turn on automatic invoice numbering in Settings.
No Customer/Shipper Information Click Edit Order and add the customer or shipper details.

Sending Invoices to Multiple Destinations

You can send the same invoice to more than one place at once. For example, check both Email and QuickBooks Online to email the invoice to your customer and create it in QuickBooks Online in one step.

Sending Method section of the Send Invoice window with the Email option checked and a customer email address entered, above the BOL Template options

Next Steps

Seeing a Duplicate Document Number Error when an invoice syncs? Learn how to fix it in QuickBooks Online.

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