Setting Up QuickBooks Integration in Carrier and Broker Instances

Overview

This guide outlines how to configure and manage QuickBooks integration for Accounts Receivable (AR) and Accounts Payable (AP) in hybrid Carrier + Broker environments within your PortPro instance. It covers connection setup, company file management, syncing behavior, and troubleshooting steps.

1. Connecting to QuickBooks

To begin integration:

1. Log in as a Super Admin.

2. Navigate to:
   Settings → My Apps → Finance

3. Click Connect under the QuickBooks section.
   
   

Hybrid Account Setup

If you are using both Carrier and Broker solutions, you will be prompted to connect two separate QuickBooks company files — one for each business unit.

⚠️ Each side (Carrier/Broker) connects to a unique company file. Ensure proper file selection during initial setup.

2. QuickBooks Settings in a Hybrid Instance

Company File Assignment

Hybrid users will see the Company File field at the top of the QuickBooks Settings section under Accounting Configuration. This distinguishes syncing preferences for both Broker and Carrier environments.

Driver Pay and Carrier Pay

• Carrier Side:

  • Activate Driver Pay to enable syncing of finalized settlements to QuickBooks.

• Broker Side:

  • Activate Carrier Pay to sync vendor bills after they are accepted.

Note: Only one QuickBooks company file can be linked to each pay function at a time. If you need to switch, deactivate the current settings first.

3. Managing Multiple QuickBooks Company Files

When using two QuickBooks company files:

Assigning Company Files to Customers

• Navigate to the Customer Profile.

• Select the appropriate QuickBooks file to associate with the customer and their invoices.
  
  

Important: If switching a customer to a different QuickBooks file:

1. Go to Accounting Configuration → Finance →  QuickBooks Settings →  Quickbooks ID.

2. Click on Customers and Locate the old QuickBooks account.

3. Remove the QB ID associated with the customer, click the pencil and remove the ID displayed in the box.

4. Click I'm Sure to save
   

5. Return to the Customer Profile and re-sync or 

6. Visit Problem Sync and re-sync the customer under Accounts Receivable.

Note: To prevent a customer profile from syncing to QuickBooks, enter dontsyncme as the QuickBooks ID in the customer record. During invoicing, the system will recognize this identifier and exclude the associated invoices from being processed into QuickBooks.

4. Charge Codes and Tax Code Syncing

• Each Charge Code must be assigned to a specific QuickBooks file.

• In Accounting Configuration → Charge Codes, two columns will appear — one for each file.

• If Tax Codes are enabled, they will follow the same structure and behavior.

• For Hybrid and Brokerage users, charge codes must be mapped to a corresponding label. This labeling enables accurate invoice syncing and maintains consistency and independence across each customer account's charge code structure.
  
  

5. Vendor (Carrier) Profile Syncing

To update or sync a Carrier (Vendor) profile:

1. Open the carrier’s profile.

2. Click Sync With QuickBooks to push the latest information to the connected QuickBooks company file.
   
   

6. Troubleshooting Sync Issues

Use the Problem Sync page to manage and resolve failed syncs.

Steps:

• Review all entries under Driver Settlements or Vendor Bills that failed to sync.

• You may:

  • Retry Sync

  • Review Error Details

  • Clear Items (if you don’t want them pushed to QuickBooks)
    

Best Practices

• Always confirm the correct QuickBooks file is selected before syncing new records.

• Remove outdated or incorrect QB IDs when switching company files.

• Monitor Problem Sync regularly to avoid data discrepancies.