Trucking bills in QuickBooks
How does a trucking company get repair, tyre and fuel bills into QuickBooks?
Last updated
Enter each one as a bill in QuickBooks Online, coded to an expense account (repairs, tyres, fuel) and to the truck it belongs to with a class; classes need QuickBooks Online Plus or Advanced. By hand that is one bill per invoice. InvoiceParser Pro reads the PDF or photo, checks the arithmetic, flags possible duplicates, suggests the account you used last time for that supplier, and pushes the approved bill to QuickBooks with the truck’s class and the PDF attached. If your TMS or fleet system already handles your payables, keep the bills there and skip both.
This page is about bills you receive from workshops, tyre dealers, parts suppliers and fuel companies (accounts payable). Invoicing your own customers for loads is billing, done in your TMS or accounting system. Handwritten fuel slips are a different document and are not covered here.
Without IPP
Enter them by hand in QuickBooks Online
- 1
Turn on classes
In QuickBooks Online Plus or Advanced, go to Settings, Account and settings, Advanced, Categories, and turn on Track classes. Choose one class per transaction, or one per row if a bill can cover several trucks.
- 2
Make a class per truck
Create one class for each truck or trailer, named by fleet number or registration, so every cost can be reported per vehicle.
- 3
Open a new bill
Select Create, then Bill. Choose the supplier and terms, and type the bill date, due date and bill number exactly as printed.
- 4
Code each line
Under Category details, put parts and labour on your repairs account, tyres on tyres, diesel on fuel, each with the truck’s class and any tax.
- 5
Save and attach
Check the total against the invoice, attach the PDF, and select Save and close.
Checked against Intuit: Turn on class tracking in QuickBooks Online and Intuit: Enter bills in QuickBooks Online, read 4 October 2026. Menus change; the vendor's page is the authority.
In InvoiceParser Pro
Read, check and push them with InvoiceParser Pro
- 1
Connect QuickBooks Online
Connect once over OAuth (paid plans and the 14-day trial). Your expense accounts, classes and locations come across from QuickBooks.
- 2
Upload or forward the bills
Upload up to 50 PDFs or phone photos at once, or have workshops email them to your inbox address. Several bills from one workshop with sequential invoice numbers are not mistaken for duplicates; scan one invoice per file, because a file holding several invoices is flagged rather than split.
- 3
Review the flagged ones
Every bill must add up: subtotal − discount + shipping + fees + tax = total, and a gap is flagged with its size. Possible duplicates are flagged with the reason they matched. The account you chose last time for that supplier is suggested.
- 4
Pick the truck
Choose the class for the truck and, if you use them, a location. Put the fleet or registration number in the PO number field, and tag the bill or a single line with your own trip number to see the cost of each load.
- 5
Approve and push
The approved bill goes to QuickBooks with its lines, the class on every line, the location and the PDF attached; a supplier QuickBooks does not have yet is created. Nothing is pushed without an approval.
What reaches QuickBooks, and what stays in IPP
QuickBooks receives the bill: supplier, number, dates, every line, one expense account for the bill, the class on every line, the location, the PDF, and for a VAT-registered workspace the VAT on your own QuickBooks tax codes. If a workshop bill mixes parts and labour that you keep in different accounts, split it in QuickBooks after the push.
Trip numbers and the per-load view stay in IPP. Record a load with its revenue, truck and kilometres, tag the costs to it, and IPP shows the load’s income, costs and margin where the currencies compare. Trip numbers can be added or changed after the bill is approved and pushed, which is when freight numbers usually turn up.
What IPP does not do
- It does not push trip numbers to QuickBooks, and it codes each bill to one expense account.
- It does not compare a fuel price or a workshop charge with what you agreed; it checks that each bill adds up.
- It has no QuickBooks Desktop integration or IIF file, and connects one QuickBooks company per workspace.
- It does not pay the bills, and it does not invoice your customers.
Questions
How should a trucking company track costs per truck in QuickBooks?
With classes: turn on class tracking (QuickBooks Online Plus or Advanced) and create one class per truck, then give every bill or line its truck’s class. Reports by class then show cost per vehicle.
Can InvoiceParser Pro send the truck’s class to QuickBooks?
Yes. Pick one class and one location per bill on the review page; the class goes on every line of the bill in QuickBooks and the location on the bill.
Does it remember which account a supplier’s bills go to?
Yes. When you choose an account for a supplier’s bill, IPP suggests the same account for that supplier’s next bills. You can also set a fixed rule per supplier.
What about handwritten fuel slips?
They are a different document from a fuel company’s typed invoice and are handled separately. This page covers typed supplier invoices only.
Is there a free plan?
Yes: 25 invoices a month for one user, with Excel and CSV export. The QuickBooks push is on paid plans and the 14-day trial, which includes 50 invoices with no card.
Try it on one of your own invoices
Upload a PDF or a phone photo on the free tool, with no account (up to 3 invoices a day), and download the result as Excel or CSV. When you want more: the free plan reads 25 invoices a month; the 14-day trial gives you 50 invoices and the QuickBooks, Xero and Zoho Books push, with no card.