Turvo integrates with a select set of cloud-based financial management systems (FMS) to allow in-platform tracking and recording of accounts payable and receivable information. Turvo currently integrates with Quickbooks online (QBO), Xero, NetSuite, and Dynamics GP. Configuring an FMS integration ensures that important information regarding your customer and carrier payments are shared between your third-party FMS account and your Turvo tenant.
This article covers:
Getting started with a Turvo FMS integration
If integrating with Quickbooks Online or Xero, you’ll use Turvo’s Integration Hub to enable the connection. Using the Integration Hub, Admin users can establish the connection for any providers with a blue connection icon on their tile.
Protip: See our How to enable Turvo’s Quickbooks Online integration and How to enable Turvo's Xero integration for more information on integrating via Integration Hub.
For any other FMS connections, reach out to your Turvo representative to let them know which integration you’d like to set up and provide your credentials (username and password).
Note: For NetSuite integrations, you’ll need to determine the system of record for your payments. Currently, reverse sync is not available for Turvo's NetSuite integration.
See the How the integrations work section below for more information on Turvo as the system of record vs. the FMS as the system of record.
From there, your Turvo representative will send you the Chart of Account mappings template with information around which tabs to complete and with which information.
Important notes for completing Chart of Accounts:
- Examples on how to fill out the tabs/columns will be provided within the template.
- We suggest that even if you don’t currently use a specific carrier/customer cost today, you should still map it to the desired chart of accounts. That way, if you use a “new” cost in the future, it will map appropriately.
- Payment methods in Turvo need to be mapped to bank or credit card payments in Xero so the appropriate bank accounts can be selected during payment processing.
Once we receive your credentials and the completed Chart of Accounts template, we can configure your Turvo environment with the FMS integration.
How the integrations work
When information is synced from one platform to the other depends on:
- What information is added or updated
- The direction of the flow
Below are the common actions taken either in Turvo, what information is synced across the two platforms, when it’s synced, and which direction the information flows.
Note: It may take a few minutes for changes to sync from one platform to another.
| Information synced | When it's synced | Direction |
|
Carrier account: The carrier name, phone number, email address, factoring company info*, and billing or primary addresses will sync. *Syncing factoring company info (or Payto information) must be enabled for your integration. Reach out to your Turvo representative for more information. |
Info will sync whenever the carrier is first invoiced or a prepayment is created. Similarly, when the carrier name, phone number, or addresses of carrier accounts are updated, the changes will sync to the FMS after the fields are updated in Turvo. |
Turvo → FMS |
| Customer account: The customer name, phone number, email address, and addresses (both primary and billing) will sync. |
Info will sync whenever the customer is first invoiced. Similarly, when the customer name, phone number, or addresses of customer accounts are updated, changes sync to the FMS after the fields are updated. |
Turvo → FMS |
| Prepayment: Advances: Payment amount, dates, and fees will sync. | Advancements are synced from Turvo to the FMS after the EFS/Comchecks are created successfully. | Turvo → FMS |
| Carrier and Customer invoice: The invoice number, invoiced date, Carrier/Customer being invoiced (or Payee), due date, and Invoice amount will sync. |
Invoices will sync when they’re created and moved into an “Approved” status in Turvo. * *Only Approved invoices are considered for syncing. |
Turvo → FMS |
| Cost adjustments and Payment deductions |
Cost adjustments* and Payment deductions will sync whenever they’re added to the shipment. *Users with Editor permission level or above (minus Operator role) can make cost adjustments once the customer or carrier have been invoiced. Otherwise, invoices can be deleted, the cost added, and then re-invoiced. |
Turvo → FMS |
| Carrier and Customer payments | The payment syncs when it’s recorded in the system of record. |
Turvo → FMS OR FMS → Turvo*
|
Turvo as the system of record
For all FMS integrations, excluding QBO, NetSuite, and Dynamics GP, Turvo serves as the only system of record for reporting carrier and customer payments. All payments must be recorded in the Turvo platform. Once recorded, they will sync to the FMS.
Protip: To learn more about Turvo’s QBO integration, see our article on How to enable Turvo’s Quickbooks Online integration.
Whenever payments are synced from Turvo into the FMS, you’ll see the following things within a shipment in the platform:
- Recorded Carrier payments shown in the Payments and deductions section of a shipment will have the FMS's logo next to the Invoice number in the Invoice column
- Recorded Customer payments will show in the Payments block of the customer section of a shipment with the FMS's logo under the Status column:
- In the Documents tab of the shipment, invoices that have synced to the FMS will show a green logo for that FMS in the Type column:
- You’ll also be able to record payments inside of the Payments and deductions section of a shipment:
FMS as the system of record*
*Note: This is currently only available for Quickbooks Online and Dynamics GP connectors.
For those tenants with QBO or Dynamics GP connectors, you can choose to have the FMS as the system of record. With the FMS as the system of record for payments, all payments must be recorded in the Dynamics GP or QBO platform. Once recorded, they will sync to Turvo.
Note: With the FMS as the system of record, all payments except carrier advance payments should be recorded in the FMS to sync to Turvo. Carrier advance payment should be recorded in Turvo to sync back to the FMS.
Whenever your connector syncs payments from the FMS into Turvo, you’ll see the following indicators within a shipment:
- Recorded carrier payments shown in the Payments and deductions segment of the Carriers block of a shipment will have FMS payment noted underneath the Payment title in the Type column:
- Recorded customer payments under the Payments segment of the Customers block of the shipment, will have the FMS payment as the Payment method and any reference numbers entered into the FMS in the Reference # column:
- Payments recorded in the FMS are also documented on the Timeline tab with a snapshot of the activity. To view the full entry, click More on the far right of the entry:
Protip: If your tenant is integrated with Dynamics GP, you’ll see their logo in place of the QBO logo shown in the screenshots.
- Additionally, you will not be able to record payments inside of the Payments and deductions section of a shipment (pictured below):
Note: While you won’t be able to record payments, you will be able to record advance payments.
Some quick tips to keep in mind once your integration is complete:
- EFS/Comcheck will sync to Netsuite as checks.
- When a carrier invoice is moved to an “Approved” status, Turvo sends the Project ID and Subsidiary ID to Netsuite. The Project ID and Subsidiary ID are defined in the Accounting segment under the Details tab in the carrier’s account.
- Turvo doesn’t differentiate between LTL and TL cost items.
- Advance payments in Xero
- Carrier advances in Turvo will be routed to Xero as Direct Payments
- Customer advances in Turvo will be routed to Xero as Bank Accounts > New Receive Money
- In terms of configuration, Xero considers Credit Cards as Bank accounts, so there won’t be a difference in integration based on the payment methods.
- When editing a carrier invoice in Turvo, the same information should be updated in the bill in Xero.
- An invoice that has payment associated should not be edited/deleted in Turvo.
Troubleshooting tips
Successful and failed synchronization
- When an invoice or payment has successfully synced to the FMS, a green logo for that FMS will appear in:
- The Type column in the Documents tab.
- Alongside invoice numbers and transaction statuses in the Payments and deductions segment in the Carriers block.
- When a transaction has failed to sync to the FMS, a red icon will appear in the shipment’s Documents tab and Payments and deductions segment.
- If neither a green FMS logo nor a red icon appears, the sync is still processing.
Accounting Sync Analytics report
Transactions that fail to sync to the FMS will appear in the Accounting Sync Analytics report.
- See the Using the Accounting Sync Analytics report to resolve FMS sync errors article to learn more about the error codes in the report.
Note: Currently, when a sync error on a transaction is resolved, the transaction will not be removed from the Accounting Sync Analytics report. Consider keeping track of resolved errors separately.
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