How to integrate FleetManager with QuickBooks

Managing a fleet of vehicles is no small feat, and effective fleet management software can significantly simplify the process. FleetManager is a powerful tool that allows businesses to monitor and optimize their vehicle operations. Integrating FleetManager with QuickBooks can take your efficiency to the next level by seamlessly syncing financial data with your fleet management system. In this guide, we'll walk you through the steps to integrate FleetManager with QuickBooks for a smoother, more streamlined operation.

Step 1: Assess Your Requirements

Before diving into the integration process, it's crucial to assess your business's specific needs. Identify the key financial and operational data you want to sync between FleetManager and QuickBooks. This could include invoicing, payroll data, and more. Understanding your requirements will help you tailor the integration to suit your business processes.

Step 2: Choose the Right Integration Method

There are several options on the market. One of them is K-HARP .

K-HARP offers a smooth connection between FleetManager and QuickBooks. It ensures a reliable transfer invoices, salary information, customers, and vendors from FleetManager to QuickBooks, following customizable rules.

Step 3: Obtain Necessary Credentials and Permissions

To establish a connection between FleetManager and QuickBooks, you'll need to obtain the necessary credentials and permissions.

For example, in order to integrate FleetManager with QuickBooks by using K-HARP, you will need:
1) FleetManager MSSQL database credentials (username, password, ip address of the server and firewall settings configured to allow connection to this server from IP port 1433)
2) QuickBooks credentials with the access to invoicing information or salary data (depending on what information you are going to transfer from FleetManager to QuickBooks)

Step 4: Integrate FleetManager with QuickBooks by using K-HARP

After successful sign up process, please:

1) navigate to "Connected Companies" page and click "Connect to QuickBooks".
2) You will be redirected to QuickBooks website, please follow the promts in order to give K-HARP permissions to access your financial data.
3) navigate to "Connected Companies" page and click "Add FleetManager Connection".
4) fill out the connection form and then click "Save". Your FleetManager credentials will be tested and if connection is successful, the credentials will be saved.

Step 5: Transfer invoices and salary from FleetManager to QuickBooks

1) navigate to Invoices page (click "Invoices" on the left side bar)
2) select the invoices that are present in FleetManager, but are missing in QuickBooks, and click "Transfer Invoices" button
3) navigate to Salary page (click "Transfer Salary" on the left side bar)
4) select the payroll date
5) select the drivers' payroll and click "Transfer Salary" button


Integrating FleetManager with QuickBooks can be a game-changer for businesses looking to streamline their fleet management and financial processes. By following these steps and investing time in the initial setup, you'll unlock the benefits of a synchronized system that enhances efficiency, accuracy, and overall operational effectiveness.

Kostin Electronics, Inc 2023