Turvo's QuickBooks Online (QBO) integration: Map Turvo to your QBO chart of accounts

Previous article < Connect Turvo to QBO via Integration hub

After the connection between Turvo and QBO has been established in the previous article, you need to provide the mapping details for Carrier costs, Customer costs, Payment types, Shipper IDs, and Carrier IDs.

To enter the mapping details, click each section to expand and view the different mapping options. 

Note: Some sections may require you to click the mapping option again to show the description of the field and the mapping drop-downs.

We recommend that, regardless if you use a specific carrier/customer cost today, you should still map all items to the desired chart of accounts. That way, if you use a “new” cost in the future, it will map appropriately and minimize any syncing issues.

Mapping Details

Mapping details are organized into the following categories:

• Carrier Costs
• Customer Costs
• Payment types
• Shipper ID
• Carrier ID

Carrier costs

The options in this section allow you to decide how you would like your Turvo carrier costs to map to your QBO general ledger account(s). 

Prior to configuring the individual mapping, you must select the default QBO account type and account for all Turvo costs using the Carrier account default. This will be the default account type and account for all cost items, unless otherwise specified in the individual mapping. The account options available in the drop-down menu are automatically pulled from your QBO chart of accounts.

Select the Quickbooks account type first, then all related accounts will become available in the Quickbooks account column.

Note: If you don’t see a specific general ledger account in the drop-down, you need to create it within your chart of accounts in QBO first and return to Turvo.

Whichever account type and account you choose from these drop-downs will automatically populate the account for every cost item in that section. You can also manually assign different account types and accounts to each cost item using the individual drop-downs in the Quickbooks account types and Quickbooks accounts columns. You can click and select the account from the drop-down menu, or start typing the name of the account and select it from the drop-down.

If you choose to set a default account for each section but need to change the mapping for individual items, you can always restore to the default account by clicking Restore default to the right of the drop-down.

Once you’ve entered all of the appropriate mapping, click SAVE PROGRESS in the bottom right corner to move on to the next section. 

Important Note: You will not be able to move on to the next step without clicking this button.

Protip: You don’t need a 1:1 relationship with each cost item. For example, all carrier cost items, regardless of their grouping (accessorial, freight, fuel, etc), can map to all cost of goods sold (COGS).

Customer costs

The options in this section allow you to decide how your Turvo customer costs will map to specific income account(s) in QBO.

Like with the Carrier costs section, you must choose which QBO service should be considered the default account type and account for those cost items using the Customer accessorial account default section before configuring individual costs. The options in the available drop-downs are automatically pulled from your QBO Products and Services.

Note: If you don’t see a specific income account in the menu, you need to create a Service within ‘Products and Services’ and link an income account in QBO first and come back to the mapping in Turvo. Line items on a customer invoice will reference the service name.

Once you’ve entered all of the appropriate mapping, click SAVE PROGRESS in the bottom right corner to move to the next section. 

Important Note: You will not be able to move on to the next step without clicking this button.

Payment types

In this section, you map Turvo’s payment types to your QuickBooks chart of accounts and determine where you would like to record payments. The Payments section is split into the following sections:

• Payment preferences
• Carrier payment mapping
• Customer payment mapping

Payment preferences

In Payment preferences, you determine if you want to record payments in Turvo or QBO. 

Important Note: Payments recorded in the system of record will sync to the other platform, but not the other way around; only one platform can be the system of record.

For more information on how information syncs across the two platforms, when it syncs, and where you can see indicators of the integration in a shipment, see Turvo’s Financial Management System integrations article.

Carrier payment mapping

In this section, you will map Turvo’s payment types to your QuickBooks chart of accounts. 

Note: If you haven’t already, you can configure the payment terms, methods, and advances settings for your tenant through the Admin console. See our How to adjust payment terms, methods, and advances in Admin Console for more information.

Carrier payment mapping is split into the following:

• Payments
  • Note: If you select QuickBooks as the source of your recorded payments in the Payment preferences section, the Payments options will not be available.
• Advance payments
• Deductions
  • Includes fees associated with payment terms or methods.
• Holding account
  • A temporary account used when an advance is issued. 

The account options available in the QuickBooks account drop-downs for Payments, Deductions, and Holding account are automatically pulled from your QBO chart of accounts. Select the appropriate account from the drop-down menu for each section and click SAVE PROGRESS in the bottom right corner to move to the next section.

Customer Payment mapping

Important Note: select QuickBooks as the source of your recorded payments in the Payment preferences section, this segment will not be available.

In the Customer payment mapping section, map Turvo’s payment types to your QuickBooks chart of accounts. 

Customer payment mapping is split into the following:

• Payments
• Payment method

The account options available in the QuickBooks account drop-downs for Payments are automatically pulled from your QBO chart of accounts and Payment methods options are pulled from the payment methods in QBO. For each section, select the appropriate option from the drop-down menu. 

Once you’ve entered all of the appropriate mapping, click SAVE PROGRESS in the bottom right corner to move onto the next section.

Shipper ID and Carrier ID

Important note: If have existing Carriers and Customers in Turvo that you created before enabling QBO, you must manually add the Quickbooks Online ID in those carriers and customers profile in Turvo. From the Main Navigation bar, go to Accounts > Carriers > select the Carrier > Details > Accounting: 

The 4. Shipper ID and 5. Carrier ID sections allow you to map historic shipper and carrier IDs from any existing QBO data with your Turvo shipper and carrier IDs.

Each section gives the option to map your QBO IDs via Turvo’s TDI, or you can import a mapping on this screen by selecting I want to import a mapping now. 

If you are not ready to map carrier and/or shipper IDs right now, select I have already mapped the QBO IDs via TDI to proceed with the connection. You can update IDs in the future.

Selecting I want to import a mapping now will display the Download shipper import documents link--Click the link to download the import documents. 

Turvo will download two documents containing:

• Turvo ID and Turvo name of the shipper and carrier
• List of QBO IDs and name of shipper and carrier

Important Note: For both files to download properly, you must have the Chrome setting Ask where to save each file before downloading set to OFF . In your Chrome browser, navigate to the three dot menu > Settings > Downloads and toggle OFF Ask where to save each file before downloading. The download save location will vary based on your browser type and version. 

Combine the two documents by entering the correct QuickBooks ID into the QuickBooks ID column of the document that contains the Turvo ID and name, then save it as a .csv before uploading.

Once you’ve made your selection and uploaded the required documents, click PROCESS in the bottom right corner.

Important Note: If you do not map your carriers and shippers at this time and operate out of your existing QBO, Turvo will create a duplicate in QBO. Mapping the ID’s is required for existing accounts.

Shipper and carrier IDs can be updated in the future either by re-importing the mapping documents in Integration Hub (which is best for updating multiple IDs at the same time), or by updating the IDs individually at the account level. 

To access QBO IDs at the account level, you’ll first navigate to the customer or carrier account by using the global search bar, or using Accounts > Customer or Accounts > Carrier in the left navigation bar. 

Then, click the Details tab and scroll down to the Accounting section. Expanding this section will show any imported QBO IDs, and you can edit them in this section as well.

Protip: You can find customer and vendor (carrier) QBO IDs by logging into QuickBooks and navigating to the customer or vendor entity. The QBO ID is the number located at the end of the URL (as shown below).

After Mapping: Finish setup

Once all of the above mapping is complete, click COMPLETE SETUP at the bottom right corner of the page to finish the connection. 

Note: If mapping is not complete, the COMPLETE SETUP button will remain grayed out. 

Important note: The connection will not be successful without clicking this button.

Protip: See our Turvo’s Financial Management System integrations article for more information on what information is added and/or updated with the integration enabled and where to find visual indications within a shipment that the FMS is working as intended.

How QBO maps to Turvo

Important Note: This section is informational only and provides context regarding what information from QBO maps to Turvo and where in Turvo it is located.

Next steps to configure QuickBooks Online

Continue to the next step in the QBO integration process by reviewing the Test your QuickBooks Online (QBO) integration article in the Turvo Help Center, or by selecting another QBO integration article below.

QuickBooks Online Integration Articles

There are several steps to integrating QuickBooks Online to your Turvo tenant. The following article links are listed in order to help you navigate through QBO integration process:

1. QuickBooks Online integration overview
2. Create the App in your Intuit Developer Dashboard
3. Complete the QBO App assessment questionnaire
4. Complete the Production Settings in your Intuit Developer Dashboard
5. Obtain your Credentials
6. Connect your Turvo tenant to QuickBooks Online (QBO) via Integration hub
7. Map Turvo to your QuickBooks Online (QBO) chart of accounts
8. Test your QuickBooks Online (QBO) integration
9. Turvo's QuickBooks Online (QBO) integration: Troubleshooting your integration

Next article > Test your QBO integration