On Fleet and up, every invoice, payment, carrier bill, paid driver settlement, verified fuel receipt and filed IFTA return posts double-entry lines to a general ledger the moment it happens. Nobody journals it afterwards, so the books cannot fall behind the operation.
The usual arrangement is a dispatch system that produces numbers and an accounting package that receives them, with a person in between reconciling the two. The gap between them is where a missed accessorial or an invoice that never went out lives — and it tends to be found at month end, when someone's afternoon goes into making two totals agree.
An invoice posts the receivable, the revenue and the GST/HST; a payment posts the cash. A carrier bill posts the expense on its subtotal and the tax separately, so input tax credits are not buried in expense. A driver settlement posts when it is paid, and a fuel receipt once it is verified.
Fleet and up
Postings can be read, never typed — there is no journal-entry screen. If a number is wrong, the document is wrong: void it, issue a credit memo or record the missing payment, and the ledger reposts itself. An invoice with money already against it cannot be voided; it takes a credit memo.
Fleet and up
A Health view runs eight independent reconciliations against the live books each time it opens. Each returns only problems, so an empty answer is the green light — and a red one names the invoices, bills or pay runs that disagree, to the cent.
Fleet and up
Open invoices by due date and approved carrier bills, week by week, with approved payroll counted in the current week and a running total that turns red when it goes negative. The heading says what it is: booked, not promised.
Fleet and up
For several companies under one plan, a group lens shows each account across every company, the intercompany amount and the consolidated balance with intercompany eliminated — so work one sister company farms to another is not counted as group revenue.
Enterprise
From Start, invoices, payments and carrier bills go into QuickBooks Online, and each document shows its status beside it: in QuickBooks, waiting to go, or what QuickBooks needs fixed.
Start and up
A load is delivered and the invoice is written in the same step. By the time anyone opens a spreadsheet, the receivable and the revenue are already in the ledger. When the customer pays, cash moves. When the driver's settlement is paid, wages post. At month end the controller opens Health, works any red tile until it is green, and closes the month — after which that month's documents, and so its books, stop moving.
No — it is on Fleet and Enterprise. Invoicing is on every plan, and from Start, invoices, payments and carrier bills push one way into QuickBooks Online.
The ledger is built from documents (invoices, payments, carrier bills, paid settlements, verified fuel receipts and filed IFTA returns), so every figure traces back to one.
Lanexa pushes invoices, payments and carrier bills one way into QuickBooks Online.
Only a controller or an administrator can hard-close or reopen a month.