Choosing Trucking Software that Integrates with QuickBooks

Posted on Posted in Bookkeeping

The most common reasons truckers use QuickBooks is that “everyone uses it” or that their accountant recommended it. Track-POD offers a seven-day free trial with no credit card information required.

Integrating it with a specialized TMS can give you insights that help in decision-making and improving your business operations. With the ever-increasing demands of the modern supply chain, truckload carriers need trucking software tools that can streamline their operations and reduce manual tasks. When it comes down to it, QuickBooks can be an accounting solution for owner-operators or trucking company managers. Though Shoeboxed is mainly used by truckers for its Magic Envelope service, there are other features that can benefit trucking businesses of all sizes.

Manage labor costs

We looked for software that let you pay by miles, designate roles, track IFTA information, and integrate with or are part of a trucking system. The trucking accounting process can be complex, especially if you have intermodal contracts, transport dangerous goods, or you’re an interstate carrier with multiple freight lanes. You can customize your invoice template with quickbooks trucking your company’s logo and branding, and you can track when invoices are paid or overdue.

Setting Up Your Chart of Accounts

As one of the leading HR and payroll providers in the industry, Paylocity has expanded its offerings to cater to trucking and logistics companies. The biggest strength of this payroll tool is its ability to handle trucking-specific needs within a broader world-class HCM suit. In other words, while Paylocity is not a company 100% specialized in software for the trucking industry, they have adapted some parts of their multi-sector tool to serve companies. For example, their payroll tool lets you pay drivers by the mile, integrate per diem pay, and manage overtime based on local compliance rules.

TruckingOffice, Rigbooks, Q7, and Shoeboxed are among the best software for small trucking companies due to their straightforward expense management, intuitive apps and interfaces, and scalability. Rigbooks is a cloud-based trucking software designed to help businesses understand which loads are the most profitable. That means you can add as many drivers to your account as needed and manage their expenses from a central dashboard. It also makes it easy to give your accountant access to your business expenses during tax season.

Generate PDF or CSV file expense reports of expenses from trips to share with your fleet manager right from your phone or computer. Shoeboxed is a receipt-scanning app and service that lets truckers manage expenses and digitize receipts right from their cabins. To ensure the accuracy and integrity of this list, I evaluated the best trucker accounting software using an internal rubric scoring system with six categories, each with a calculated weighted score.

  • In the quote we received, a 25-employee business under its starter Essentials plan will be charged $2.23 per employee, per weekly pay run, plus a $40 base monthly fee.
  • Quarterly tax advice for owner-operators and trucking companies, including the most common mistakes to avoid like losing track of income.
  • Rigbooks stands out as the most affordable specialized trucking software on our list, and it’s the only solution to ace the pricing category.

The root of the problem with using QuickBooks for trucking is that it’s one-size-fits-all accounting software. They want to be able to sell it to everyone, so it has to work just as well for a plumber or florist as it does for your trucking company. Once the driver settlement accounts are calculated and finalized in Dr Dispatch, the system provides an easy option to export your data directly to QuickBooks Online.

This is particularly useful if your drivers deal with multiple short-distance trips. Take a closer look at your company’s finances and get the information you need with customizable payroll reports. Create and download reports for cash flow, contractor payments, multiple worksites, timesheet activity, and more—all from your dashboard. I really like that all the HR resources are essentially located in one place, especially with links embedded to external sites (eg. benefit provider). We also favored companies with transparent pricing, no set-up fees, and unlimited pay runs.

Best Trucking Accounting Software Summary

Apart from being our top-recommended trucking accounting software, we hailed RAMA Software Logistics (RSL) as the best trucking solution that integrates with QuickBooks Online. You can purchase and set up RSL directly from within QuickBooks—meaning you can easily integrate it into your system without complex installations or third-party connectors. When you run a trucking company, you have to stay on top of driver and vehicle expenses. Keep tabs on labor costs, and view costs by fleet, driver, and more, so you’ll always know how your business is doing. Up-and-coming vendor in the trucking payroll space, with years of experience on pure trucking management software.

How I Evaluated the Best Trucking Accounting Software

When the data is exported to QuickBooks, you can find it in the appropriate accounts or categories. The driver settlements exported into QuickBooks can then be used for processing driver payroll. As a fully-fledged trucking management system, Axon offers real-time and meaningful information that is instantly updated across every area of the business. Its major drawback, at least for the context of this page, is that it cannot handle payroll within the platform. You have to set up an integration with another provider, but the platform is crucial in ensuring the right amounts and extra compensation owed to drivers based on mileage, stops, or rates. We send client invoices through QB, and we pay vendor invoices through a QB integration with Bill.com.

Introduction to Trucking Payroll Software

Her favorite organization hack is labeling everything in her kitchen cabinets, and she can’t live without her mini label maker machine. Expenses are automatically organized into neat reports with images of the receipts attached. QuickBooks Online is used by millions of businesses across various industries. If you’ve been leased onto a company or working as a company driver for a while, you’ve probably considered stepping out and getting your own authority. We also already know the common categories for your business and every account comes pre-installed with the following. So you’ll either need to address them with extra work and doing it yourself, or you need to purchase another program along with QB to help with all of it.

On the one hand, you’d get a myriad of trucking features and specialized support, but on the other you’d get a more modern solution with better UX and far more payroll & HR features. Before purchasing a license, you should think about how businesses you want to connect to the application. QuickBooks is great for general accounting, but its reporting capabilities are somewhat limited compared to other more customizable platforms. Customizing reports to align with specific needs of the trucking business can provide deeper insights into financial performance and cash flow trends.

QuickBooks is great for small businesses and business owners that handle all of their own accounting needs. QuickBooks continues to add integrations that increase the number of available features without directly altering the platform. Connections to third-party services like Bill.com allow you to do more than what is offered out of the box. I think Gusto is a good start solution, but once you grow past 25+ employees, you will need to look into more advanced HR and payroll solutions.

Company

The best integration depends on several factors, such as your specific goals and operational complexity. Additionally, some might be interested in scaled-down options, such as integrations for last-mile delivery or drayage operations. As a trucking management software company, it makes sense that TruckLogics has a part of their product made specially to pay contractor drivers.

  • In the trucking industry, where every detail matters, seamless integration between your TMS and QuickBooks is crucial.
  • TruckLogics even offers several reporting options, from year-end taxes to equipment maintenance and insurance tracking.
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  • With the integration between Track-POD and QuickBooks Online, you can upload PDF copies of your PODs to your QuickBooks invoices.

Your TMS should offer comparable flexibility and customization that QuickBooks provides, but tailored for your specific needs as a longhaul carrier. Whatever software you use, you need to be able to tailor it to your unique operational needs. Solutions like Truckbase integrate with QuickBooks without compromising on flexibility, ensuring your systems are as versatile as your business demands.