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QBO - Syncing a Carrier Bill

This article covers the requirements to trigger a Carrier Bill sync as well as the logic for finding the appropriate Vendor profile in QBO to list the bill under.

EZ Loader Quickbooks Online Sync Schedule

Customer Invoice / Carrier Bill sync EZL to QBO

- 7:00 AM - 11:00 PM EST every two hours

 

Criteria to Trigger a Carrier Bill sync

  • Carrier must be assigned to a Load
  • Carrier Profile must be in "Active" status
  • Carrier Profile must have Payee information
  • There must be a carrier invoice # in the load profile
  • There must be a carrier invoice Received Date in the load profile
  • The Balance Due on the load must be great than $0
  • Load must have stop dates entered
  • Load must have Items listed for each stop
  • Load must NOT be a Master Load # if Load is a Multi-Carrier load

How the Bill sync logic works

 

When a carrier bill meets all the specified sync criteria, the system will identify the corresponding Vendor profile in QBO where the bill should be recorded. Initially, it will search for an existing QBO ID within the EZL Carrier profile. This QBO ID serves as a unique identifier generated by QBO, enabling EZL to accurately determine which profile to associate with the bill.

If there is no existing QBO ID in the EZL carrier profile, which is often the case during the first syncing of a carrier bill for the specified carrier, the system will utilize the carrier's payee name to search for a corresponding record in QBO. This search may yield multiple results.

Please note: The QBO vendor search logic tries to find a match where the QBO vendor name starts with the carrier Payee name

  1. The system will find an appropriate match in QBO, grab the corresponding sync ID, record that ID in the EZL profile for future use and sync the carrier bill.
  2. The system will not find any matches. In this scenario EZL will create a new vendor profile in QBO, record the ID in the EZL profile for future use and sync the carrier bill.
  3. The system finds multiple approximate matches, is unable to create a connection to avoid linking to the incorrect profile and records and sync error. (See video below for how to handle the error)

Upon the completion of a sync, whether successful or not, you can view the results in the QBO sync card located within the accounting section of the load profile. A successful sync will be indicated by a QBO sync ID and a Sync DateTime. Conversely, if the sync fails, an error message will be provided to help identify the issue.

What to do if the initial Sync of a Customer or Carrier (Vendor) Profile Fails: