Quickbooks Desktop

We integrate with Quickbooks Online, not Quickbooks Desktop. But we have many brokers who use Quickbooks Desktop, and we want to explain how they upload customer invoices and carrier bills.

Customer invoices

Download the data from Quote Factory

1. Log into Quote Factory.
2. Go to Shipments.
3. Switch to the All view.
4. Filter for the set of shipments you want to download, usually by status and pickup or delivery date.
5. Click the Download icon near the top right.
6. Click the Export button:

Configure the file

Next, you'll want to open the CSV file that downloaded in a spreadsheet app like Excel or Google Sheets and configure it for what Quickbooks needs.

1. Filter for just the rows you want to upload as invoices. For example:
   1. Customer Invoice Sent = TRUE
   2. Carrier Invoice Entered = TRUE
2. Rearrange the columns so these four are at the beginning:
   1. BOL
   2. Customer
   3. Price
   4. Shipment ID
3. Add these two columns after those four:
   1. Terms - formatted like "Net 30" based on your customer payment terms
   2. Item - what you want to show on the invoice, like "Freight Brokerage Services"

Upload into Quickbooks Desktop

1. In Quickbooks Desktop, go to Company > Batch Enter Transactions....
2. For Transaction Type, choose Invoices & Credit Memos.
3. Copy the first six columns of the spreadsheet from above.
4. Paste them into the window. If there are new customers, they'll be highlighted in red, and you'll have to map them to existing customers or create new ones.
5. Click Save Transactions.

Carrier bills

The process for uploading carrier bills is the same as for customer invoices except that you'll want to group these columns:

• Carrier
• Carrier Bill Date (or pickup or delivery date, depending on your company's accounting policies)
• BOL
• Terms - formatted like "Net 30" based on your carrier payment terms
• Carrier Bill Due Date
• Account - the name of your Cost of Goods Sold account
• Carrier Invoice Total

When you upload, for Transaction Type, choose Bills & Bill Credits.