Transport Management + QuickBooks

Transport Management System for QuickBooks

QuickBooks handles your invoices and expenses, but running a transport operation takes more than accounting software. Locate2u adds job costing, vehicle scheduling, driver dispatch, route optimization, and compliance tracking -- with all financial data flowing to QuickBooks automatically.

Request Access Book a Demo
Integration Overview

The operational backbone QuickBooks transport companies need

Thousands of small transport companies, courier services, and local delivery businesses use QuickBooks Online for their accounting. It handles invoicing, expense categorization, payroll, BAS/tax reporting, and bank reconciliation effectively. But the day-to-day operations -- which driver takes which vehicle, what route to follow, how to schedule pickups, when vehicles need servicing -- happen outside QuickBooks entirely.

Locate2u provides the operational TMS that sits alongside QuickBooks. Dispatch your drivers, plan efficient routes, track jobs in real time, and capture proof of delivery. Every cost generated -- fuel, labor, tolls, subcontractor fees -- flows to QuickBooks automatically with proper categorization for clean financial reporting and accurate job profitability.

QuickBooks logo
QUICKBOOKS + LOCATE2U: ACCOUNTING + OPERATIONS A Day Running a Transport Business MORNING: Operations in Locate2u TMS Plan Routes 8 stops, 3 vehicles Dispatch Assign drivers Track Live GPS + ETAs Capture POD Photos + signatures Auto-sync END OF DAY: Financials in QuickBooks Expenses Fuel, tolls, labor Invoices Customer billing Job Profit Per-job P+L Tax Ready Categorized spend Zero manual data entry required
The QuickBooks Gap

What small transport businesses cannot do with QuickBooks alone

  • No dispatch management -- driver assignments, vehicle allocation, and job scheduling happen via phone calls, texts, and whiteboards rather than a structured system
  • No route optimization -- drivers follow habitual routes instead of optimized paths, wasting fuel and time on every run
  • No accurate job costing -- QuickBooks records total fuel spend but cannot allocate costs to individual jobs, making profitability per customer unknown
  • No compliance tracking -- driver hours, vehicle inspections, and regulatory requirements are managed on paper, risking fines and service disruptions
WEEKLY OPERATIONS SUMMARY THIS WEEK: JOBS 34 +6 vs last week REVENUE (TO QB) $18.4K Auto-invoiced FUEL (TO QB) $2,840 Per job: $83.50 LABOR (TO QB) $6,240 156 hrs tracked PROFIT $7,420 40.3% margin TOP JOBS BY PROFIT Acme Supplies (6 deliveries) $2,140 profit | 48% margin City Couriers (12 pickups) $1,860 profit | 42% margin
How It Works

Three steps to transport management with QuickBooks

1

Connect QuickBooks

Link QuickBooks Online with one-click authorization via the Intuit API. Map expense categories to your QuickBooks chart of accounts. Set up customer records for automatic invoicing.

2

Run Operations

Create transport jobs, assign drivers and vehicles, plan routes, and dispatch. Track every job in real time with GPS. Capture proof of delivery with photos and signatures on the driver app.

3

Auto-sync Financials

Job costs (fuel, labor, tolls) categorize and post to QuickBooks expenses. Customer invoices generate and post to QuickBooks AR. Job profitability is calculated automatically.

TMS Features for QuickBooks

Run your transport business, not just your books

Load Optimization

Group customer jobs into efficient loads. Maximize what each vehicle carries per trip to reduce the total number of runs and cut fuel costs across your daily operations.

Carrier Management

When you subcontract work, track subcontractor rates and performance. Compare costs between using your own fleet and outsourcing. Subcontractor invoices post to QuickBooks AP automatically.

Real-Time Tracking

GPS tracking for every vehicle. Know where your drivers are, when they will arrive at the next stop, and if anything is running late. Customers get tracking links for their deliveries.

Compliance Management

Track driver licenses, vehicle registrations, insurance expiry dates, and inspection schedules. Get alerts before anything lapses. Generate compliance reports for audits and regulators.

Cost Analytics

Know exactly what each job costs -- fuel, driver time, tolls, vehicle wear. See which customers are profitable and which are not. All cost data syncs to QuickBooks for tax-ready reporting.

Driver and Vehicle Scheduling

Assign drivers to vehicles and routes each day. Manage availability, leave, and shift patterns. Schedule vehicle servicing and ensure compliant operations across your small fleet.

Results

What QuickBooks transport businesses achieve with Locate2u TMS

18%

improvement in job profitability through accurate costing and route optimization

10 hrs

saved per week on manual dispatch, data entry, and financial reconciliation

100%

job cost accuracy replacing estimates with actual fuel, labor, and toll tracking

3 days

from signup to operational with one-click QuickBooks connection and simple setup

FAQ

Frequently asked questions

No. QuickBooks is accounting software for invoicing, expense tracking, payroll, and tax reporting. Small transport and logistics businesses use QuickBooks for financials but manage operations -- dispatch, driver scheduling, vehicle assignment, route planning, and compliance -- using spreadsheets, whiteboards, or manual processes. Locate2u adds the operational TMS layer with automated cost data flowing to QuickBooks.
Locate2u connects to QuickBooks Online via the Intuit QuickBooks API. Transport job costs (fuel, driver hours, tolls, carrier charges) sync from Locate2u to QuickBooks as categorized expenses. Customer invoices generated from completed transport jobs post to QuickBooks Accounts Receivable. The integration eliminates double data entry between operations and accounting.
Yes. Locate2u is designed to scale from small fleets of 5 vehicles to larger operations. Pricing is based on usage, so small transport companies pay only for what they use. The operational efficiency gains -- better route planning, accurate job costing, and reduced manual administration -- typically offset the subscription cost within the first month.
Locate2u sends categorized transport costs to QuickBooks including: fuel expenses per trip, driver labor hours, toll charges, subcontractor and carrier fees, vehicle maintenance costs triggered by usage, and customer invoice amounts based on completed deliveries. Each expense maps to QuickBooks chart of accounts categories for clean financial reporting.
Most small transport companies are operational within 3 to 5 days. Setting up vehicles, drivers, and standard routes takes an afternoon. Connecting to QuickBooks via the API is a one-click authorization. The simplicity of the setup reflects the reality that small transport operators need to start using the system immediately, not wait weeks for configuration.