NOTE: This document assumes that you have the proper knowledge of Quickbooks. Furthemore, Dr Dispatch recommends that you have an experienced accountant provide these changes and other Quickbooks related tasks for you. Dr Dispatch associates are not accountants and we can not offer guidance beyond this article and the related Dr Dispatch functions.



DRD's QuickBooks Integration settings menu

Go to the System > Settings menu > QuickBooks Integration menu

  • Use this screen to turn the QuickBooks© integration ON/OFF




QuickBooks Integration - Options:


  1. "Quickbooks Automatic Export (SDK)"-> This turns ON/OFF the integration with QuickBooks.

  2. "Allow DRD to MODIFY customer and vendor information in QB"-> When Checked, it allows any changes made to a customer or carrier (vendor) in Dr. Dispatch (DRD) to flow to QuickBooks (QB). If you change a customer address in DRD, it will be changed in QB when next invoice is exported for that customer.

  3. "Canada (uses QuickBooks Multi-Currency)"-> This is for our Canadian customers only. You can use DRD with QB Multi-Currency turned on and each customer and each carrier will have a different "dollar type" displayed in either Canadian or U.S.currency. If a customer alternates between paying in Canadian and U.S. currency, the customer should be entered twice on the customer list with each entry reflecting either Canadian or U.S. currency type.

  4. "Use GST/HST Tax"-> This defines the use and amount of GST/HST tax in Canada.

  5. "Setup Now"-> This is where you perform the complete QuickBooks integration. Clicking this button will open a separate form.


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QuickBooks ONLINE Setup and Integration Pre-requisites:


In order to integrate Dr. Dispatch with QuickBooks Online, please ensure that your system meets the following requirements before starting:

  1. Dr. Dispatch must be installed on your computer.
  2. The QuickBooks SDK (Software Development Kit) must be installed on your computer.
  3. You must have admin access to an active QuickBooks Online account, including access to the email address and/or mobile phone number used during your QBO account setup for security verification.
  4. You must own the license for the Dr. Dispatch QuickBooks Integration feature. If you need to purchase this, please contact us immediately at sales@drdispatch.com.
  5. You must have a working QuickBooks Online company file that meets the following requirements:
    1. There is at least one income account.
    2. There must be at least one "Service" line item tied to that income account.
    3. Additionally, for use with Brokerage:
      1. There must be at least one expense account.
      2. There must be at least one "Service" line item tied to that expense account.



Installing the QuickBooks SDK (Required for Trucking and Brokerage):


  1. Open your internet browser and copy/paste the following link:
    http://www.drdispatch.com/downloads/QBFC13_0Installer.exe 
  2. Download and run the program; this will install the SDK from Intuit on your computer.
  3. Follow all prompts until you are notified that installation is complete.



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Integration Setup


  1. In Dr Dispatch, go to the System > Settings > QuickBooks Integration menu.
  2. Enable the checkbox for "Quickbooks Automatic Export (SDK)".
  3. We recommend enabling the checkbox for "Allow DRD to MODIFY customer & vendor info in QB". This option allows exported data to update existing data in your company file, such as a Customer's billing address.
  4. Click "Setup Now" button.




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Tab 1: Company File Setup

  1. Select "QB Online" from the Quickbooks version dropdown menu.
  2. Click on the appropriate button for Trucking or Brokerage if you are only integrating one or the other. 
     
  3. If you want to integrate both Brokerage and Trucking, then enable the checkbox for "Use Single Account" followed by clicking the "Connect both companies to one Quickbooks Account" button.



  1. The below QBO login screen from Intuit will pop up.
  2. Enter your QBO Account Admin login credentials.
  3. Follow the directions in the prompts from Intuit/QBO.
    • If you have multiple company files tied to the same login, then you will need to select which account you want to connect to DRD. 
  4. You may be required to enter a 6-digit One-Time Password that you will receive from Intuit via the email or mobile phone that Intuit has on file for your account.
  5. Confirm the integration "Yes" or "OK" as needed.



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Tab 2: Manage Accounts



Trucking:

  1. Click on the "Manage Accounts" tab.
  2. Select "Trucking" sub-tab.
  3. Click the "Refresh" button.
    1. The program will connect to your QBO company file and import your line items from the file.
    2. It may take a minute or so to download the line item data from your QBO depending on the speed of your internet connection.
    3. The boxes that say "Click Refresh Button" will either change to blanks, or fill in with your selected line items if you have connected the same company file before.
  4. Select an appropriate line item from each dropdown menu if you have not integrated the company file previously.
  5. Select your "1099 Driver Pay Account" if applicable.
  6. Click the "Save Changes" button.




Brokerage:

  1. Click the "Brokerage" sub-tab.
  2. Click the "Refresh" button.
    • The program will connect to your QBO company file and import your line items from the file.
    • It may take a minute or so to download the line item data from your QBO depending on the speed of your internet connection.
    • The boxes that say "Click Refresh Button" will either change to blanks, or fill in with your selected line items if you have connected the same company file before.
  3. Select an appropriate line item from each Bill/Credit (A/P) drop-down menu if you have not integrated the company file previously.
  4. Select an appropriate line item from each Customer Invoicing (A/R) drop-down menu if you have not integrated the company file previously.
  5. Click the "Save Changes" button.

    (Optional) Factoring:
  6. Enable the "Discount Items" checkbox, then click the "Refresh" button.
  7. Select your "Factor Fee Account" from the drop-down menu.
  8. Click the "Save Changes" button.



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Tab 4: Classes-option 

  • This tab is optional.

In QuickBooks, you can create classes that you assign to transactions. This allows your company to produce more specific income and expense reports.  DRD Support Staff can not assist with setting up Classes in your company file. 


If you have classes enabled in QuickBooks, press the 'Read Classes' button to retrieve a class list.

Press the 'Move Classes to Dr. Dispatch' button. This will make your class list available in Dr. Dispatch on the load entry screen allowing you to tag each load/invoice with a class.




Tab 5: Terms

  • This tab is optional.
  1. Select "Trucking" or "Brokerage".
  2. Click the "Read Terms" button.
  3. Select your default A/P Terms.
  4. Select your default A/R Terms.
  5. Click the "Save Terms" button.
  6. Click the "Finish" button.  


 


Congratulations! Your QBO Integration has been completed!



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Using QuickBooks Integration

  1. Open Dr. Dispatch and then navigate to the 'Truck Invoicing' screen.
  2. Place a checkmark in the process column on the loads you wish to invoice.
  3. The “QuickBooks Export” button should be visible.
  4. Press the 'Process Now' button. 
  5. The selected loads should now print and the 'QuickBooks Export' report screen should open. 
  6. Upon successful completion of exporting, the loads will change from blue to green. 
  7. A print dialog will open and prompt you to print a paper copy of the invoices you just exported. Print this report and file accordingly for future reference.
  8. Open the QuickBooks Customer list and highlight a customer to see exported invoices to the right of the customer name.