QuickBooks Online
REST API mode when the company is on OAuth. Invoice, customer, and vendor sync. Retry and error review on the setup screens.
TMS Accounting & Freight Invoicing
TMS Accounting Integration & Automated Freight Billing
Touchless freight invoicing, carrier payables, and driver settlements. Direct bi-directional REST sync with QuickBooks Online, QuickBooks Desktop, and Sage Intacct—eliminating manual re-keying and accelerating cash collection.
Author: Scott Elliott, Transportation Systems Architect — Exspeedite LLC.
The books
The load is the source. Accounting is the send.
One click for line items, clients, expenses, drivers, and carriers. Multi-company mapping can point offices at separate QuickBooks companies.
QuickBooks Desktop
Still on the live accounting list for shops that run desktop. Same dispatch-to-invoice idea.
Sage Intacct
REST connection and Sage files where configured. Workflow Automation can write A/R and A/P CSVs on the office clocks. Sage 50 export remains for shops on that path.
Auto approve and print
When Automate is on for the office: finance-approve together, queue Import Info, rate confirmations, and PODs. Print PC, not a login on the server.
Automated Rating, Driver Settlements, and Touchless Invoicing
Exspeedite eliminates billing lag and payroll disputes by turning live dispatch events directly into rated invoices and itemized driver settlement statements without rekeying data.
Multi-Matrix Client Auto Rate
Automate tariff calculation across every contract type: per-mile (PC*Miler, Google Maps, custom zones), per hundredweight (CWT), per pallet, flat fee, or state-to-state rate matrices. Accessorials—including detention hourly timers, layover, tarping, and inside delivery—populate directly onto the bill.
Automated DOE Fuel FSC Engine
Direct sync with weekly Department of Energy (DOE) diesel price averages. Applies sliding-scale percentage or cent-per-mile fuel surcharges automatically based on each customer's agreed contract schedule.
Driver Pay & Settlement Engine
Supports Company Drivers, Owner-Operators, Team Drivers, and Lease-Purchase operators. Calculates pay by loaded/empty miles, percentage of gross revenue, flat, or hourly. Automatically calculates stop-off pay, detention, and layovers.
Deductions & Fuel Advance Reconciliation
Manages recurring deductions (truck lease, insurance, escrow) and automatically reconciles fuel card advances (Comdata, EFS, Fleet One) against final settlement statements with one-click finalized pay stubs.
Touchless Workflow Automation & Accounting Sync
When Workflow Automation is enabled, completed loads with Proof of Delivery (POD) are automatically finance-approved, converted into professional PDF invoices, and delivered via automated nightly email queues. Accounts receivable and payable push directly to QuickBooks Online REST, QuickBooks Desktop, or Sage Intacct multi-entity cloud ERP—with independent invoice prefixes, numbering sequences, and office-level billing workflows across regional branches.
Intermodal billing automatically applies Last Free Day (LFD) detention and demurrage rate rules directly from Drayage Watch with gate interchange stamps as verifiable audit proof.
How do freight invoices and AP vendor bills sync to QuickBooks Online and Sage Intacct?
EXSPEEDITE maps every approved load charge and outside-carrier or 1099 settlement directly to QuickBooks Online via OAuth REST API or Sage Intacct via Web Services without CSV re-entry. Both Customer A/R invoices and AP Vendor Bills carry mapped general ledger accounts, entity dimensions, and duplicate-check guards.
- Master-Data & Entity Mapping: Link TMS customers, outside carriers, and 1099 owner-operators to their exact QBO Vendor/Customer IDs or Sage Intacct multi-entity dimensions.
- Finance Approval Gate: Loads require verified PODs and approved accessorials before entering the nightly or manual posting queue.
- A/R Invoice & AP Vendor Bill Creation: Approved shipper charges post as itemized A/R invoices, while carrier rate confirmations and owner-operator settlements post as itemized AP Vendor Bills with reference numbers.
- Exception & Retry Queue: Any rejected payload (such as a closed accounting period or missing vendor tax ID) is flagged in the sync audit log for one-click correction and retry without duplicate posting.
How does automated EFS and Comdata fuel card matching work in driver settlements?
EXSPEEDITE ingests nightly EFS, Comdata, and WEX Fleet One transaction feeds and matches each fuel purchase or cash advance to the active tractor, driver, and trip window automatically. Unmatched or out-of-policy transactions are quarantined for review before any settlement batch is finalized.
- Automated Feed Ingestion: Import EFS or Comdata settlement files via scheduled FTP or batch upload with transaction date, truck unit, card number, and fuel/advance codes.
- Tractor & Driver Matching: Match card and unit IDs against active driver assignments and trip dates to attribute fuel, DEF, and cash advances to the right settlement period.
- Rebate & Fee Rules: Apply carrier-specific fuel discounts, card transaction fees, or IFTA tax allocations according to the driver's contract profile.
- Settlement Deduction Posting: Post verified fuel lines directly into the driver's itemized deduction ledger alongside recurring escrow, insurance, and lease payments.
How do itemized driver settlement statements prevent pay disputes?
Every driver and owner-operator statement itemizes gross load revenue, loaded/empty miles, accessorial pay, fuel card deductions, and recurring escrow balances line by line. Drivers see the exact load reference, rate basis, and supporting POD/receipt date behind every dollar paid or deducted, eliminating Friday payroll questions.
Earnings Breakdown
Displays load ID, origin/destination, loaded vs. empty miles or percentage of gross, stop-off pay, detention, and layover approvals.
Deductions & Escrow Ledger
Separates EFS/Comdata fuel advances, truck lease, occupational insurance, and running escrow balances with clear prior-balance and YTD totals.
Multi-Matrix Rating
DOE Fuel FSC
Driver Pay Sheets
Owner-Operator Settlements
Independent Office Billing
QuickBooks REST
Sage Intacct ERP
Touchless Nightly Invoicing
Frequently Asked Questions: TMS Accounting & Billing
What is TMS accounting integration?
TMS accounting integration connects operational dispatch data with financial ERP and general ledger software. Completed loads automatically generate Accounts Receivable (A/R) invoices, while carrier payments and driver settlements generate Accounts Payable (A/P) vouchers without manual retyping.
How does EXSPEEDITE integrate with QuickBooks Online and Desktop?
EXSPEEDITE features a direct REST API connector with OAuth authentication for QuickBooks Online, synchronizing customers, invoices, vendors, and line items in real time. For legacy fleets, EXSPEEDITE also supports QuickBooks Desktop and Sage 50 batch transfers.
How does EXSPEEDITE connect to Sage Intacct?
EXSPEEDITE natively interfaces with Sage Intacct Web Services, supporting multi-entity dimensional mapping, itemized accessorial codes, automated customer invoicing, and carrier payment vouchers.
Does EXSPEEDITE automate driver settlements and fuel deductions?
Yes. EXSPEEDITE reconciles nightly fuel card imports (Comdata, WEX Fleet One, EFS) against tractor mileage, automatically deducting fuel advances, recurring escrow, and truck lease payments from driver pay statements.
How does EXSPEEDITE handle W-2 company drivers and 1099 owner-operators in a hybrid fleet?
EXSPEEDITE runs both W-2 company driver payroll (hourly, per-mile, stop-off, detention) and 1099 owner-operator settlements (percentage of gross, loaded/empty splits, escrow, truck lease, and fuel card deductions) within the same settlement batch. Each driver profile controls tax classification, deduction schedules, and whether payouts export as payroll or AP Vendor Bills.
Carrier Intelligence
Fleet Rating & Settlement Intelligence Directory
Audit real-time commercial motor carriers, dynamic rate matrices, and settlement profiles across 6,880+ verified fleets and 237,200+ commercial power units nationwide.
Automated Transportation Accounting
Schedule a TMS Accounting & Invoicing Demo
See touchless nightly invoicing, automated fuel surcharge indexing, and QuickBooks / Sage Intacct sync in real time.
Plan your evaluation
Explore the freight billing workflow
Choose a checkpoint to shape your walkthrough. This is an evaluation guide, not a live product session or customer performance result.
Review the charges
Trace linehaul, fuel surcharge, stops, detention, and other approved accessorials to their source.
What to verify: Compare the rated load with the supporting terms and receipts.
Verify invoice readiness
Check delivery evidence and missing-document or charge exceptions.
What to verify: Ask what prevents an incomplete load from reaching the invoice batch.
Post and reconcile
Review the customer invoice, payable or settlement, and accounting identifiers.
What to verify: Compare source totals with accepted accounting documents and test a failed posting.
Inspect the supporting material
Use these existing resources to prepare questions, then verify the configured workflow with your team.
Carrier implementation questions
Should marking a load delivered automatically make it invoice-ready?
Not by itself. A carrier may still need a signed POD, approved accessorial, customer reference, or other billing evidence. Review the actual readiness rules and exception ownership with the billing team.
What should we test before enabling an accounting export?
Use representative invoices and payables to verify master-data identifiers, accounts, tax or dimension requirements, totals, duplicate handling, and failed-posting reconciliation. Agree on correction and approval ownership before production use.
Implementation reading for this workflow
Use these technical resources to review the operating requirements behind the software walkthrough.
Connect this workflow to the freight software decision
Billing automation depends on reliable operational records and approved charges. Review transportation software accounting controls for questions about record ownership, retries, corrections, and reconciliation across the full shipment workflow.