QuickBooks

QuickBooks Online is Intuit's cloud accounting system. For most small and mid-sized shippers, it is where the invoices, bills and bank balance live. With the connection on, a load that closes in Finance becomes a customer invoice and a carrier bill in QuickBooks with no retyping, and a payment later recorded in the ledger clears the load. The finance lead usually switches it on, often at the request of the AP clerk who has been keying freight by hand.

What teams use it for

Bill the customer the day the POD arrives

The POD for a dry van load from Chicago to Dallas lands in Documents and the load closes in Finance. Cargofy writes the invoice to QuickBooks with customer, items, class and department mapped and the BOL and POD attached. The billing clerk sees the invoice number on the load a minute later, without waiting for a Friday export from the TMS.

Book the carrier bill against the rate confirmation

The carrier's invoice arrives by email a few days after delivery. Finance checks it against the rate confirmation on the load, the AP clerk approves it, and Cargofy writes it to QuickBooks as a bill on the carrier's vendor record, rate con attached. The bill carries the load reference, so anyone in accounting can trace it back.

Clear a receivable when the customer pays

Your accountant records a customer payment in QuickBooks. The webhook fires, Cargofy reads the payment, and a digital worker applies it to the matching open invoice in Finance. The load drops off the open receivables list in Reports the same morning, so ops can see it is paid without asking accounting.

Keep customers and carriers on one record

A dispatcher onboards a new carrier in Carrier Network, or sales adds a customer in Sales. Cargofy checks the QuickBooks vendor and customer lists, links the record if it exists and creates it if not, in batches of up to 30 operations per request. Changes made in QuickBooks flow back the same way. The first bill or invoice for that party lands on that record, so the AP clerk sees one carrier in QuickBooks, not three spellings of the same name.

See aging without asking for a spreadsheet

On the first working day of the month, the controller opens Reports to start the close. Overnight, Cargofy has read A/R and A/P aging, the P&L and the balance sheet from QuickBooks, so the numbers sit next to the loads and lanes behind them. The controller sorts open payables by carrier, clicks through a past-due bill to the load in Finance and asks the AP clerk to release it.

How it fits your stack

QuickBooks stays the ledger; Load Hub and Finance stay the record for loads and freight costs. Cargofy writes invoices, estimates, sales receipts, bills, purchase orders and vendor credits to QuickBooks, and reads payments, bill payments, list data and reports back. Setup is OAuth: your QuickBooks admin signs in from Cargofy settings and picks the company file. The connector covers QuickBooks Online only. Each company file (realm) is its own connection, so a shipper with several entities connects each one.

Who it is for

Shippers and small forwarders that run their books in QuickBooks Online and pay carriers from it. AP clerks book bills and match payments, billing staff issue invoices from Finance, the controller reads aging in Reports, and the QuickBooks admin or IT owns the connection.