Troubleshooting QuickBooks: Tips and Tricks for Auto Transport

May 22, 2020
by Kacie LaCombe

As an auto transport business, accounting software is critical to running your business efficiently and with accurate insights. Whether your business uses the online or desktop version, QuickBooks is a leading tool for auto transport businesses. It’s an excellent resource and one that enables carriers and shippers to take control of their current financial state while gaining visibility into profit projections. 

Like most systems, there are hacks to leveraging the tool to increase benefit to your organization. And as a business critical software, it’s important you’re getting the most out of QuickBooks to improve your operation. 

Whether you are using QuickBooks in coordination with the Super Dispatch software or just getting started with your online tool, here are some tips and tricks to help you get the most out of QuickBooks accounting software.

 

Integrating with Your TMS

Connecting your systems together isn’t just about convenience. When you are managing loads on a platform with tools like Super Dispatch’s TMS, having your software automatically communicating to each other enables your business to act fast while doing less. 

By integrating with your TMS, invoices generated after loads automatically send to your chart of accounts in QuickBooks. This allows you to save time with streamlined invoice syncing, including automatically updated accounts once they are paid. Integrating also allows you to sync your contacts so that all the necessary information is easy to access and stays up to date. 

Disconnected systems lead to fragmented workflows and only creates more work on your end. If you’re on QuickBooks Online or QuickBooks Desktop with Super Dispatch, you can easily connect to your TMS quickly. 

 

Web Connector 

QuickBooks Web Connector is important to the exchange of information between your QuickBooks Desktop and other necessary applications. It helps everything seamlessly interact, but it can also be the source of Authentication Failed errors when integrating. 

If you meet an Authentication Failed error, your best bet is it to immediately check your web connector. Frequently, if you do receive this error, what can be the issue is that you already have an existing QuickBooks Web Connector file. Luckily, if in troubleshooting you find that this is the answer - it’s very easy to fix. 

Follow our step-by-step guide to rectify your potential web connector issues. 

 

Time Tracking 

Whether you are using employee time tracking software like Gusto or TSheets, your QuickBooks Online can sync with many popular applications. 

This connection enables you to quickly review and monitor employee or driver time directly inside QuickBooks. This also provides you a single location to have automatically updated time tracking along with running payroll and approving multiple time sheets. 

You may be seeing a trend here - syncing your systems with your accounting software doesn’t just help you have everything in one place, but it saves you a significant amount of time while enabling you to do more with less people. 

 

Security & Protection

It may seem obvious to consider the security of your confidential and sensitive information, but there are many steps that you should be taking outside of what may be common sense. 

Aside from always closing out QuickBooks when you step away from your device and limiting access to the account, there are a couple of other ways to provide security that take minimal effort, but will help in a big way. 

One of which is enabling a 2-factor authentication. This is a specific feature you can enable on QuickBooks Online by selecting “Turn On” under the security tab. This simply guarantees that only who is responsible for managing QuickBooks Online will have access. And if anyone outside of your organization attempts to access the account, you will be notified on your phone by text message verification. 

Also, as with all of your technology or applications, activating antivirus/antimalware software and keep it updated, can protect your account from external attacks. 

 

Clean Data

Continuously monitoring for clean data is an easy way to prevent errors and also keep your account secure. Best practices for cleaning your data include reviewing for old information, like carriers you aren’t currently working with or outdated software you’re no longer using. Also, this includes cleaning up unused payment types or deactivating users no longer on your account. 

QuickBooks Online also allows you to connect to your business’ bank. This can help you keep your accounts reconciled easily to give you the most accurate view of your custom reports and cash flow. 

 

Whether you are brand new to QuickBooks or a shipper or carrier, QuickBooks Online and Desktop are valuable tools for your organization to gain better insight into your business, more easily manage your finances and employees, and help you position yourself for growth. Let us know what best practices you’ve learned with your QuickBooks tool! 

Read more here on what integrating your apps with a TMS can do for your business. 

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