Fleet Management + QuickBooks

Fleet Management Software for QuickBooks

QuickBooks manages your books. Locate2u manages your deliveries. Connect real-time GPS tracking, route optimization, and proof of delivery to QuickBooks so delivery revenue hits your invoices and fleet costs hit your expense reports -- automatically.

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Integration Overview

Why QuickBooks Users Need Fleet Management

QuickBooks logo

QuickBooks Tracks Your Money. Not Your Vans.

QuickBooks is the most widely used accounting software for small businesses. It handles invoicing, expense tracking, payroll, bank reconciliation, and tax preparation. For millions of small business owners, QuickBooks is the financial backbone of their operation.

But QuickBooks is purely an accounting tool. It has absolutely no logistics capabilities. No GPS tracking. No route planning. No driver dispatch. No delivery management. No vehicle monitoring. Small delivery businesses using QuickBooks manage their fleet operations entirely through phone calls, text messages, paper delivery sheets, and manual invoice creation after each delivery.

Locate2u connects to QuickBooks Online through the Intuit API, creating a direct bridge between your fleet operations and your accounting. Delivery completions create invoices. Fleet expenses create expense entries. Your books stay accurate without double data entry.

Delivery to Invoice Flow 1 Driver delivers via Locate2u app GPS tracked, route optimized, POD captured 2 Delivery confirmed with photo + signature Proof of delivery stored, customer notified 3 Invoice auto-created in QuickBooks Customer, items, delivery fee, date -- all populated No manual invoicing. No double data entry. No delays.
The Problem

Pain Points Small Delivery Businesses Face with QuickBooks

Running a Delivery Business on Accounting Software Alone

  • QuickBooks has zero delivery tools. Unlike ERPs that have shipping modules, QuickBooks is purely accounting software. It cannot track a single vehicle, plan a single route, or capture a single delivery confirmation.
  • Manual invoicing after every delivery. Drivers deliver, then someone in the office creates an invoice in QuickBooks by hand. With 30 deliveries a day, this means 30 manual invoices -- slow, error-prone, and often delayed by days.
  • Fleet costs lumped into generic expense categories. Fuel, maintenance, and tolls are tracked in QuickBooks as broad expense categories. You know your total fuel bill but not your cost per delivery, per route, or per vehicle.
  • No proof of delivery for billing disputes. When a customer disputes a delivery charge, you have no documented evidence in QuickBooks. Without POD photos and signatures, billing disputes become he-said-she-said arguments.
The Small Delivery Business Reality 6:30 AM Owner writes delivery list on whiteboard No route optimization, no GPS, no app 11:00 AM Customer texts: "When will you get here?" Owner calls driver, driver guesses 30 minutes 5:00 PM Driver returns with crumpled paper receipts Owner spends 2 hours creating invoices in QuickBooks Friday Customer disputes invoice: "I never got that delivery" No photo, no signature, no GPS proof
How It Works

Connect QuickBooks to Locate2u in Three Steps

  • 1Connect via Intuit QuickBooks API. Sign in with your QuickBooks Online account. Locate2u authenticates through OAuth 2.0 and connects to your company data. The setup takes less than 10 minutes with no technical expertise required.
  • 2Configure invoicing and expense rules. Choose whether completed deliveries auto-create QuickBooks invoices. Map delivery fee items and customer names. Set up expense categories for fuel, tolls, and maintenance cost entries.
  • 3Go live -- deliver, invoice, track expenses. Plan routes, dispatch drivers, capture deliveries. Invoices appear in QuickBooks when deliveries are confirmed. Fleet expenses flow into your expense reports. Your books stay current without manual entry.
1 Connect QuickBooks Online OAuth sign-in 10 min 2 Configure Invoice rules + expense categories 3 Go Live Deliveries create invoices automatically
Feature Highlights

Fleet Management Built for Small Delivery Businesses

Real-Time GPS Tracking

See where every delivery vehicle is right now. Share live tracking links with customers so they can follow their delivery without calling you.

Route Optimization

Stop planning routes on paper. Locate2u sequences deliveries to minimize driving time, saving fuel and fitting more stops into each day.

Auto-Invoice to QuickBooks

When a delivery is confirmed with POD, a draft invoice is auto-created in QuickBooks with customer details and delivery charges. No manual entry.

Proof of Delivery

Drivers capture delivery photos and customer signatures. Attach POD to QuickBooks invoices to resolve billing disputes with documented evidence.

Expense Tracking to QuickBooks

Fuel costs, mileage, and vehicle expenses flow into QuickBooks as categorized expense entries. See your true cost per delivery in your P&L.

Customer ETA Notifications

Send automated delivery ETAs to customers via SMS. Reduce "where is my delivery" calls and make your small business look professional and reliable.

Results

What QuickBooks Users Achieve with Locate2u

2 hrs

Saved on Invoicing Daily

Auto-invoicing eliminates the nightly routine of manually creating QuickBooks invoices from paper delivery sheets.

25%

Lower Fuel Costs

Route optimization cuts unnecessary mileage for small fleets, reducing the fuel expense line item in your QuickBooks P&L.

95%

Fewer Billing Disputes

Photo proof of delivery attached to QuickBooks invoices eliminates he-said-she-said arguments about whether deliveries occurred.

FAQ

QuickBooks Fleet Management Questions

No. QuickBooks is accounting and invoicing software with zero logistics, delivery, or fleet management capabilities.
Through the Intuit QuickBooks API. Customer data syncs for delivery scheduling. Delivery costs and invoices flow back into QuickBooks automatically.
Yes. When a delivery is confirmed with proof of delivery, a draft invoice is auto-created in QuickBooks with customer details, items, and delivery charges.
Yes. Fuel consumption, mileage, and maintenance costs push into QuickBooks as categorized expense entries for accurate P&L reporting.
Local delivery companies, courier services, food distributors, flower delivery, cleaning services, and any small business with 2-50 delivery vehicles running alongside QuickBooks.