Truckbase now supports an integration with QuickBooks Desktop, allowing you to sync invoices automatically—eliminating the need for manual CSV uploads.
This feature is available for Pro users. If you're interested in getting access, please contact support@truckbase.com and we will help you get set up.
Before You Start
Make sure:
You are on the same machine as your QuickBooks Desktop installation.
QuickBooks Desktop is open and running on that machine during setup and sync.
Step 1: Connect to QuickBooks Desktop
Go to Settings > App Settings > Invoicing & Accounting.
Click Connect to QBD.
Follow the connection setup instructions carefully.
Once complete, you’ll be redirected back to App Settings.
Note: Truckbase will verify the connection. If there’s an error, you’ll see a red exclamation mark and a message with details.
Reach out to support@truckbase.com if the issue persists.
Step 2: Download QBD Object IDs
Click Download QBD Object IDs to get a CSV file with your QuickBooks fields, including:
Customer IDs
Item/Service IDs
Class IDs
Next, go to your Customers list in Truckbase:
For every customer you plan to invoice, click Edit
Add the corresponding QBD Customer ID (from the CSV) into their profile
Then, go to your Services tab from the invoice page in Truckbase:
Click Edit on each service you use
Add the correct Service ID (from the CSV) to ensure proper syncing
This step ensures that invoices created in Truckbase are matched to the correct customers and items in QuickBooks Desktop.
Step 3: Configure field mapping
Click Configure Field Mapping to open the mapping tool.
Use the dropdowns to confirm that each TruckBase field maps correctly to your QuickBooks fields.
Step 4: Choose how to sync invoices
You have two options for syncing invoices:
Option A: Automatic nightly sync
In Settings > Invoicing & Accounting, toggle on Enable automatic invoice synchronization.
Truckbase will attempt to sync invoices nightly.
Important: Your computer must be on and QuickBooks Desktop must be open for the sync to succeed.
If QBD is closed, sync may fail. You can manually retry later.
Option B: Manual sync
Go to your Invoices page in Truckbase.
Select one or more invoices.
Click the three-dot menu and choose Sync to QBD.
Or click the Sync All button to push all eligible invoices at once.
Step 5: Monitor for Sync Errors
If any invoice fails to sync, an error message will appear next to it with details.
If the error is unclear or you need help resolving it, contact support@truckbase.com and our team can help troubleshoot the issue.
Tips for a Smooth Sync
Ensure that each customer and service in Truckbase has the appropriate ID entered.
Keep QuickBooks Desktop open and active during scheduled syncs or when syncing manually.
If you're unsure which fields need mapping, refer back to the QBD Object IDs CSV.
Need Help?
If a sync fails or you're unsure about mapping fields, reach out to support@truckbase.com and our team will be happy to assist.