QuickBooks Integration


Using the integration with QuickBooks Online (QB), you can connect your QB account with Axele and easily send your Axele customers (shippers/brokers) and invoices to QB.

Syncing your invoices with QB is a five-step process. Let’s get started!

Step 1: Activate Integration

Within Axele, go to Settings > Integrations > Accounting Systems > and click on the blue “Activate” button. This will take you to a QB login screen. Enter your QB credentials to sign in. You will then be sent back to Axele with a message letting you know, “You are successfully authenticated with QuickBooks Online.”

This step is performed only once.

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Click the blue "Activate" button.

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Enter your QB credentials to sign in.

 

There can be only one connected admin account within this integration. If you see this window, either keep the existing admin account connected or change to a different admin account.

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You will be sent back to Axele with this message.

Step 2: Connect QB for Data Sync

Within Axele, go to Accounting > QuickBooks > and click the green “Connect” button at the top right of the screen to connect Axele to QB for data syncing.

You need to click the ‘Connect’ button each time you sync invoices to QB.

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Step 3: Map Axele Income Categories

Make sure each Axele income category is mapped to a Product or Service in QB. To do this, click each field in the column to the right to select a Product or Service from your QB account.

If you need to add a Product or Service to map with an Axele Income Category, please visit https://quickbooks.intuit.com/ca/tutorials/adding-products-and-services/ to learn how to do this. If you add a new Product or Service, pull in your latest list into Axele by clicking the Refresh icon to the right of “QuickBooks Item Category”. If you have a large list in QB, or do not see the item you are looking for, remember that the QuickBooks Item Category fields are searchable!

This step is performed only once unless a new income category is added.

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Before the mapping.

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Clicking the Refresh icon pulls in your updated list of items from QB.

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Successfully mapped fields. These fields are searchable, too!

Step 4: Map Axele Customers with QB Customers

Once each Axele Income Category is mapped to a QB Item Category, click the “Customers” tab to the right of the “Map Pay Items” tab to see the list of customers that need to be sent to QB.

To do this, select “Non-synced” on the QB Status filter and click “Fetch Customers” to show the list of Customers that can be synced with QB. Select individual customers, or the full list, then click “Send to QB” to sync to QB.

You must sync a customer with QB before you can send an invoice related to that customer to QB.

undefined-Apr-28-2022-09-34-09-99-PMThe list of customers that can be sent to QB.

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Look for the green check to the right of the customer signifying successful sync to QB.

Step 5: Send Invoices to QB

Click on the “Invoices” tab to the right of the “Customers” tab (towards the middle of the screen). To view the invoices that need to be synced, make sure the “QB Status” filter is set to “Non-synced”. You can also filter this list by the invoice date.

Select individual invoices, or the full list, then click “Send to QB” to sync to QB.

Only invoices associated with loads marked as “Invoiced” will show up here. For example, if a load is marked as “Completed”, its invoice will NOT show up here.

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You will notice that there are a few additional buttons above the list of invoices and to the left of the “Send to QB” button. Each one is defined below.

Suppress

  • Used to block an invoice from syncing with QB
  • Invoices marked as suppressed are not able to be sent to QB

Release

  • Used to revert the invoice that was suppressed
  • Released invoices can then be sent to QB
  • To release a suppressed invoice, select the suppressed invoice and click the “Release” button

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Notice the icon to the right of a suppressed invoice.

In general, there are three possible states of an Axele invoice related to QB:

  1. Synced: already sent to QB
  2. Non Synced: not sent, but allowed to send
  3. Suppressed: not allowed to send to QB