QuickBooks Integration for Transport Operators
Run your books in QuickBooks Online? Waybill connects directly. Issue an invoice in Waybill and it appears in QuickBooks with its line items, GST, customer and invoice number — ready to send. No exports, no re-typing, no end-of-month catch-up.
Why QuickBooks + Waybill
QuickBooks Online is one of the most widely used cloud accounting platforms, and plenty of Australian transport operators already reconcile, report and lodge BAS from it. Waybill adds the operational layer it doesn't have: real jobs, real routes and real rate-card pricing, flowing into your books without anyone typing an invoice twice.
- OAuth 2.0 via Intuit — Connect through Intuit's official sign-in. We never see your password.
- Automatic invoice push — Issue an invoice in Waybill and it's created in QuickBooks.
- Customer matching — Existing QuickBooks customers are matched by name; new ones are created with their billing email and phone.
- GST tax codes — Each line carries your GST code, detected automatically or set once in settings.
- Your invoice numbers — The Waybill invoice number becomes the QuickBooks invoice number.
- Live sync status — See each sync run, succeed or fail on the invoice itself, with the reason if it didn't go through.
- Safe re-sync — Re-push an invoice after a change; the existing QuickBooks invoice is updated rather than duplicated.
How Waybill Invoices Map to QuickBooks
Predictable, auditable, and BAS-ready.
60-Second Setup
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Open Settings → Integrations in Waybill
You'll see QuickBooks in the list of available integrations.
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Click Connect to QuickBooks
You'll be redirected to Intuit's official sign-in page.
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Sign in and choose your company
Use your existing Intuit account. If you manage more than one QuickBooks company, pick the one that matches your Waybill organisation.
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Authorise Waybill
Review the requested access and click Connect. You're returned to Waybill with QuickBooks showing as connected.
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You're done
Issued invoices push automatically. Each one shows its sync status as it happens, and a failed sync tells you why, with a one-click retry.
Security & Privacy
The integration uses OAuth 2.0 through Intuit — Waybill never sees your QuickBooks password. Tokens are encrypted at rest and refreshed automatically before they expire.
Disconnect at any time, from Settings → Integrations in Waybill or from the Apps page inside QuickBooks. Disconnecting revokes Waybill's access; invoices already synced stay in QuickBooks.
Waybill only works with customers and invoices, and reads your products/services and tax codes to fill in each line. It never touches payroll, banking or your other QuickBooks data.
GST & BAS
QuickBooks stays the source of truth for your BAS, and the integration is built to keep it that way:
- Every line carries your GST tax code, found automatically in an Australian company
- Or pick a specific tax code once in settings, and every sync uses it
- Amounts are sent ex-GST, so QuickBooks calculates the tax the same way it does for any invoice
- An invoice with GST is never sent without a tax code — it's stopped, with a clear reason, rather than booked short
- BAS reports run as normal from QuickBooks
QuickBooks-Specific Questions
Does this work with QuickBooks Desktop?
No. The integration is for QuickBooks Online. QuickBooks Desktop doesn't offer the same cloud connection.
Will Waybill change my QuickBooks invoices after they're sent?
Only when you re-sync an invoice from Waybill. A re-sync updates the fields Waybill sends and leaves anything else you added in QuickBooks, such as a memo, as it is. Invoices with payments applied may be locked by QuickBooks.
Which product or service do the lines go against?
By default, the "Services" item every QuickBooks company starts with. You can choose a different product or service once in Settings → Integrations, and every sync uses it.
What if the customer name is already used in QuickBooks?
If a customer with the same name exists, Waybill uses it. QuickBooks also requires names to be unique across customers, suppliers and employees, so if the name belongs to a supplier (a driver you pay, for example), the sync stops and says so — rename one of them and sync again.
Can I connect more than one QuickBooks company?
One QuickBooks company per Waybill organisation. If you operate multiple entities, set up a Waybill organisation for each.
What happens to credit notes or refunds?
Credit notes are handled directly in QuickBooks. The original invoice keeps its sync status in Waybill, and any refund applied in QuickBooks lives there. Waybill doesn't push credit notes automatically (yet).
QuickBooks-Native Transport Software
Set up in 60 seconds. All integrations included in the standard plan. Your first 50 jobs are included in the trial.