QuickBooks

QuickBooks integration syncs approved invoices from Coyote Measurement to QuickBooks Online (QBO).

Coyote invoice type	Pushed to QuickBooks as	Typical use
Customer Invoice	QBO Invoice (Sales / AR)	Bill a customer partner
Carrier Settlement	QBO Bill (Expenses / AP)	Pay a carrier vendor

Open Admin → Integrations in the app to install and configure QuickBooks.

How it fits in the full flow

QuickBooks is the last step — accounting export after Coyote has calculated charges and created invoices.

flowchart LR
  A[Facility] --> B[Partners]
  B --> C[Product]
  C --> D[Rate Card]
  D --> E[Service Agreement]
  E --> F[Transactions]
  F --> G[Generate Charges]
  G --> H[Approve Charges]
  H --> I[Generate Invoices]
  I --> J[Approve Invoice]
  J --> K[QuickBooks]

Phase	Coyote setup	QuickBooks
Master data	Facility, Partners, Product, Rate card, Service agreement	—
Operations	Transactions	—
Settlement	Generate & approve charges → generate & approve invoices	Connect, map, push
Accounting	—	QBO Invoice or Bill

Before you start

• Complete Coyote master data and operations below so charges and invoices exist before you push to QuickBooks.
• A QuickBooks Online company (sandbox or production).
• Access to Integrations and Invoices, as assigned by your administrator.

Coyote setup required before QuickBooks

Configure the following in Coyote first. Without them, Generate Charges and Generate Invoices will not produce records to push.

Facility

Admin → Facilities

What to set up	Why it matters
Destination terminal or site (for example Kinder Morgan Three Rivers)	Transactions and settlements are facility-scoped; select the active facility in the app header
Location / coordinates (optional)	Mapping and reference

→ Facilities

Partners

Admin → Partners

Partner type	Typical role	QuickBooks mapping
Producer	Origin / lease (hauling)	QBO Customer only if you invoice producers (AR)
Carrier	Hauling vendor you pay	QBO Vendor (required for carrier settlement bills)
Customer	Receivable counterparty	QBO Customer (required for customer invoices)

Set relationship correctly:

Billing direction	Partner relationship	Example
You pay them (AP)	Vendor + they do for us → Hauling	Carrier for on-site hauling
You bill them (AR)	Customer	Producer or buyer you invoice

→ Partners

Product

Admin → Products

What to set up	Why it matters
Product catalog (for example Crude Oil)	Transactions and rate cards reference a product
Default API gravity (if used)	Volume and quality on tickets

→ Products

Rate card

Admin → Rate Cards

What to set up	Why it matters
Rate card type (for example Carrier Settlement for hauling)	Drives how Generate Charges calculates amounts
Distance tiers or other rate structure	Mileage-based hauling uses distance tiers
Active rate card version	Draft versions are not used for settlement
Effective date on or before transaction dates	Charges match the correct period

→ Configure in app under Admin → Rate Cards (see Trucking / Hauling on the Site for a full hauling example)

Service agreement

Admin → Service Agreements

What to set up	Why it matters
Partner (for example carrier)	Links billing to the correct counterparty
Active rate card version	Required for charge generation
Service type (for example Hauling) and direction (They Provide for carrier AP)	Matches hauling settlement model
Active status and effective date	Draft agreements are not used

→ Configure in app under Admin → Service Agreements

Transactions and charges

Daily Ops → Transactions then Settlement & Billing → Settlements

Step	Action
1	Create transactions (volume, miles, origin, carrier, report day)
2	Generate Charges for the settlement period
3	Approve charges in Payables or Receivables

Only after this can you Generate Invoices and push to QuickBooks.

→ Transactions · Trucking / Hauling on the Site · Settlements

Tip

For trucking / hauling, complete the full Trucking / Hauling on the Site workflow through Generate Charges before starting QuickBooks setup below.

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QuickBooks setup and sync

The steps below assume Coyote master data, transactions, and approved charges are already in place.

Step 1 — Install QuickBooks

1. Go to Admin → Integrations.
2. Open the Browse tab and find QuickBooks.
3. Click Configure (or open an existing QuickBooks integration).
4. Complete Connection first (Step 2), then click Install to create the integration record for your organization when prompted.

If the integration is already installed, open it from the Installed tab to manage connection, mappings, and event history.

Step 2 — Connect QuickBooks Online

1. On the QuickBooks integration page, open the Connection tab.
2. Click Connect QuickBooks.
3. Sign in to Intuit and authorize access to your QBO company.
4. Confirm the status shows Connected (company name and account email appear).

Connection actions

Action	When to use
Refresh	Reload OAuth status after reconnecting in QBO
Run Connection Test	Verify API access after setup
Disconnect	Remove the QBO link for this org

Step 3 — Default item and account mappings

On the QuickBooks integration page, open the Mappings tab.

Setting	Used when pushing
Default Item	Line items on Customer Invoices (QBO Invoice / Sales)
Default Account	Line items on Carrier Settlements (QBO Bill / Expense)

1. Select a default QBO Item for customer invoice lines.
2. Select a default Expense account for carrier bill lines.
3. Save mappings.

These defaults apply when no more specific account mapping exists for a charge line.

Tip

Coyote shows a Mappings Required alert until both default item and default account are set. Configure both before your first push.

After QuickBooks is connected and the integration is installed, the Mappings and Events tabs appear on the same configuration dialog (same layout as the Connection tab above).

Step 4 — Review event history (optional)

On the QuickBooks integration page, open the Events tab to review integration run history — connection tests, single-invoice pushes, and batch push runs.

Use this tab to troubleshoot failed pushes (missing mapping, connection errors, and so on).

Step 5 — Map partners to QuickBooks

Each Coyote partner that receives invoices or settlement bills must be mapped to the correct QBO entity.

1. Go to Admin → Partners.
2. Open the partner (for example your carrier for hauling settlement).
3. On the partner Overview tab, find QuickBooks Mapping (visible when QuickBooks is connected).

Coyote partner role	Map to QBO	Required for
Customer (AR)	QBO Customer	Pushing Customer Invoices
Vendor (AP) / Carrier	QBO Vendor	Pushing Carrier Settlement bills

1. Click Map to QBO Customer or Map to QBO Vendor.
2. Search by name in QuickBooks.
3. Select the matching customer or vendor.

Tip

For trucking / hauling on the site, map the carrier to a QBO Vendor before pushing carrier settlement bills.

A partner can have both mappings if they are both a customer and a vendor in your books.

Ensure the QBO customer or vendor already exists in QuickBooks (or create it in QBO first), then search and map it in Coyote.

Step 6 — Generate and approve charges

QuickBooks does not replace charge calculation in Coyote.

1. Go to Settlement & Billing → Settlements.
2. Select the correct month for your transaction dates.
3. Click Generate Charges.
4. Open Payables (or Receivables as applicable).
5. Approve the charges you want to invoice.

Only approved charges can be included in invoices.

Charge status	Meaning
Pending	Generated, not yet approved
Approved	Ready to include in an invoice
Invoiced	Linked to an invoice after Generate Invoices

See Trucking / Hauling on the Site for the hauling setup through charge generation.

Step 7 — Generate invoices

1. On the Settlements dashboard, set the month to match your charge period.
2. Click Generate Invoices.
3. Coyote groups approved charges by counterparty and direction, then creates one invoice per group.

Invoice type	Charge direction	Invoice number prefix	QBO document
Customer Invoice	Receivable	INV-	Invoice (Sales → Get Paid → Invoices)
Carrier Settlement	Payable	SET-	Bill (Expenses → Bills)

4. Open Settlement & Billing → Invoices to review the list (filter by Carrier Settlement or Customer Invoice).

Carrier hauling payables appear as Carrier Settlement invoices (for example SET-202606-0001) — these are what you push to QuickBooks as Bills.

Step 8 — Approve invoices

1. Open an invoice in Draft status.
2. Review line items, partner, service period, and total.
3. Click Approve.

Invoice status	Can push to QuickBooks?
Draft	No — approve first
Approved	Yes

Use the same Invoices list to open a draft invoice, then Approve and Push to QuickBooks from the invoice detail page.

Step 9 — Push to QuickBooks

You can push one invoice or many for a settlement period.

Option A — Single invoice

1. Open the invoice detail page.
2. Click Push to QuickBooks (or Re-sync to QuickBooks if already synced).
3. On success, the invoice shows QuickBooks as the external system and stores the QBO id.

Option B — Batch push from Settlements

1. Go to Settlement & Billing → Settlements.
2. Confirm QuickBooks is connected (the Push to QuickBooks button appears).
3. Select the same period as your invoices.
4. Click Push to QuickBooks.
5. Wait for the batch run to finish (progress shows on the button).

Coyote creates an integration run record for each push and reports success or per-invoice errors (for example missing partner mapping).

After a successful push, the invoice detail page shows QuickBooks — Synced with the QBO document id (externalId). Use Re-sync to QuickBooks to update an existing QBO invoice or bill.

Step 10 — Verify in QuickBooks Online

Coyote type	Where to look in QBO
Customer Invoice	Sales → Get Paid → Invoices
Carrier Settlement	Expenses → Bills (or Expenses → Vendors → vendor → Bills)

Match document number, amount, and vendor/customer to the Coyote invoice.

Trucking / hauling example (carrier AP)

For on-site hauling where you pay the carrier:

Step	What you do
1	Carrier partner = Vendor + QBO Vendor mapping
2	Hauling transactions → Generate Charges → Approve
3	Generate Invoices → Carrier Settlement (SET-…) for the carrier
4	Approve invoice
5	Push to QuickBooks → creates a Bill in QBO
6	Confirm in QBO under Expenses → Bills

Producer leases used only as origins do not need QBO Customer mapping unless you also invoice them in Coyote.

Troubleshooting

Symptom	What to check
Push button missing	QuickBooks not connected on Integrations
Partner must be mapped to QBO Customer/Vendor	Open partner → QuickBooks Mapping and map the correct entity type
No default account configured	Integrations → QuickBooks → Mappings → set default expense account (bills)
No default item configured	Set default item for customer invoices
Push failed — invoice not approved	Approve invoice before push
Push failed — no line items	Invoice must have charge lines
Wrong document type in QBO	Customer Invoice → QBO Invoice; Carrier Settlement → QBO Bill
Re-sync	Open invoice → Re-sync to QuickBooks updates an existing QBO record when externalId is stored

Optional — Webhooks (QBO → Coyote)

If you need updates made in QuickBooks to appear in Coyote, ask your administrator or support team whether webhook sync is available for your account.

Related topics

• Facilities — destination / site setup
• Partners — customers, vendors, carriers, QBO mapping
• Products — product catalog
• Trucking / Hauling on the Site — full hauling setup through charges
• Transactions — operational tickets
• Settlements — charges, invoices, settlement periods
• Integrations overview — all available integrations