Quickbooks Online

• Individual Transactions Unlike some systems that use bulk methods, ARK pushes each carrier bill and customer invoice as transactions into QuickBooks. This allows for more detailed tracking and reconciliation.

• Timing of Sync Bills and Invoices are both pushed to QuickBooks at the moment the invoice is sent to the customer from ARK.

• Search by Load Number

  • Invoices in QuickBooks can be searched using the ARK Load Number.

  • Bills are also searchable by Load Number. If multiple bills exist for a single load, they will appear in QuickBooks as:

    • Load#B

    • Load#C

    • Load#D, etc.

Connecting QuickBooks Online

1. Access the Integrations Tab Click the Settings button, then select Admin Settings. Navigate to the Integrations tab.

2. Enter QuickBooks Credentials Input your QuickBooks API Username and API Password, which can be found in your QuickBooks account settings.

3. Save and Sync Once your credentials are saved, your QuickBooks account will be connected.

4. Map QuickBooks Entities After connecting, you’ll be prompted to map your QuickBooks entities (such as customers, accounts, and items). This step ensures ARK knows exactly where and how to send data into your QuickBooks account.

Auto Sync & Link Customer Bill Options

Once QuickBooks is connected, you’ll see two toggles available at the top of the integration settings:

1. Auto-Sync Historic Data When enabled, this will automatically sync past data from ARK into QuickBooks. This is useful for teams looking to backfill historical transactions.

2. Link Customer to Bill This setting ensures that when an invoice is generated in ARK, a matching bill is created in QuickBooks, linking the customer invoice to the carrier bill that needs to be paid.

💡 Tip: For most new users, we recommend starting with only the "Link Customer to Bill" option enabled, to simplify the initial workflow and ensure accurate billing alignment.

Bank Account & Default Terms Settings

After syncing with QuickBooks, you'll need to configure a few default settings to ensure transactions flow correctly:

1. Default Bank Account Use the dropdown menu to select the operating bank account where cash movement will be recorded in QuickBooks.

   ⚠️ Note: If no bank accounts appear in the dropdown, either:

   • Your QuickBooks account does not have a bank account linked, or

   • The connection to QuickBooks has been interrupted : try re-entering your API credentials.

2. Net Invoice Terms Set the invoice terms (e.g., Net 15, Net 30) that will apply by default when invoices are pushed from ARK to QuickBooks.

3. Default Bill Terms Define the standard timeframe for when bills should be due in QuickBooks once received from ARK.

Customer & Carrier Mappings

To ensure accurate syncing between ARK and QuickBooks, you'll need to map your carriers and customers.

1. Access Manage Mappings Click Manage Mappings to view a list of all carriers and customers currently in your ARK system.

2. Manual Mapping Use the dropdown next to each carrier or customer to manually map them to their corresponding QuickBooks profile by name.

3. Bulk Mapping To speed up the process:

   • Click “Show Unmapped Only”

   • Then click “Auto-Match”

   This feature will automatically match ARK carriers and customers with existing QuickBooks profiles using the most logical name match.

4. One-Time Mapping Process Once mappings are complete:

   • Any new customers or carriers added in ARK after this point will automatically generate a new profile in QuickBooks at the time an invoice is created.

   • You won’t need to map them manually again.

💡 Tip: Review auto-mapped results for accuracy before finalizing to avoid duplicate records in QuickBooks.

Vendor Charge Mapping

Within the Vendor Charge Mapping dropdown, you’ll find a list of all ARK carrier-related accounts.

1. Map to QuickBooks Accounts Next to each ARK account, use the dropdown to select the corresponding QuickBooks account you want that charge to be posted to when a bill is created.

2. Customize Your Mapping Strategy You can choose to:

   • Map each ARK account to a specific, detailed QuickBooks account, or

   • Group multiple ARK categories under the Same account, such as Driver Expense.

   Example: Many users map most charges to “Driver Expense,” but assign specific charges like advances to an “Advance Account” and claims to a “Claims Account” for better reporting and categorization.

✅ This mapping ensures that bills passed from ARK into QuickBooks are categorized correctly for accounting and reporting purposes.

Customer Charge Mapping

Within the Customer Charge Mapping dropdown, you’ll see a list of all ARK customer-related revenue accounts.

1. Map to QuickBooks Accounts Next to each ARK revenue category, use the dropdown to select the QuickBooks income account you want each type of revenue to be posted to when an invoice is created.

2. Customize Your Mapping Strategy You can choose to:

   • Map each ARK revenue type to a specific QuickBooks income account, or

   • Group multiple ARK categories under the Same account, such as Logistics Revenue or Freight Income.

   Example: Most users map all customer charges to a single account like Logistics Revenue for simplicity. However, you have the flexibility to map line items like Fuel, Detention, or TONU to separate income accounts for more detailed reporting.

💡 This mapping controls how ARK invoices are categorized in QuickBooks, allowing you to tailor revenue reporting to your accounting preferences.