Connect QuickBooks Online to Fleet Rabbit for complete fleet accounting automation. Eliminate manual data entry with automatic sync of fuel expenses, maintenance costs, invoices, and vendor payments. Get real-time financial visibility, accurate cost tracking, and streamlined bookkeeping—all in one unified system.
Complete accounting automation
Every fleet expense automatically syncs to QuickBooks. Fuel, maintenance, parts, labor—all recorded instantly without typing a single number.
Fleet Rabbit creates QuickBooks invoices for completed work orders, fleet services, and customer billing—ready to send immediately.
See up-to-the-minute fleet costs in QuickBooks. Know exactly what you're spending before month-end closes.
Seamless two-way sync between Fleet Rabbit and QuickBooks Online
Every fuel purchase from integrated fuel cards (WEX, FleetCor, RoadFlex, Intevacon) automatically flows to QuickBooks as expense entries. Fleet Rabbit categorizes each transaction by vehicle, driver, and cost center, then syncs to QuickBooks with proper GL codes, tax categories, and vendor information. Your fuel expenses are always current without manual receipt entry or spreadsheet imports.
Completed work orders automatically sync to QuickBooks as expense transactions. Parts costs, labor charges, and vendor services are categorized by vehicle asset and recorded with proper accounting codes. See maintenance expenses in QuickBooks immediately after work completion—no waiting for invoices or manual entry. Track maintenance costs per vehicle for accurate depreciation and total cost of ownership calculations.
Fleet Rabbit creates QuickBooks invoices for fleet services and completed work orders. Invoices include itemized line items (parts, labor, fees), customer information pulled from Fleet Rabbit or QuickBooks, tax calculations based on customer location, payment terms, and due dates. Send invoices directly from QuickBooks or let Fleet Rabbit email them with work order attachments. Payment tracking syncs both ways.
Complete Accounting Automation
Stop typing fuel receipts, maintenance invoices, and vendor bills into QuickBooks. Fleet Rabbit automatically syncs every expense—fuel, parts, labor, vendor payments—with proper categorization, GL codes, and tax classifications. What used to take hours of bookkeeping each week now happens automatically in seconds.
See up-to-the-minute fleet costs in QuickBooks without waiting for month-end. Know exactly what you've spent on fuel, maintenance, and repairs before making budget decisions. Generate accurate P&L statements, balance sheets, and cash flow reports with current fleet expense data always available.
Automatically create QuickBooks invoices for fleet services with itemized work order details. Track customer payments, manage aging reports, and maintain complete audit trails. All fleet expenses are properly categorized and documented for tax compliance, making accountant reviews and audits effortless.
Stop manual bookkeeping. Connect QuickBooks Online to Fleet Rabbit for automatic fleet expense sync, invoice generation, maintenance cost tracking, and complete accounting automation in one powerful platform.
Everything you need to know about QuickBooks integration with Fleet Rabbit
Fleet Rabbit connects to QuickBooks Online through secure OAuth authentication and API integration. After one-time setup, all fleet expenses automatically sync to QuickBooks in real-time. The integration is bidirectional—Fleet Rabbit sends expense transactions, invoices, and vendor bills to QuickBooks, while QuickBooks sends payment confirmations and customer updates back to Fleet Rabbit. Every fuel purchase from integrated fuel cards flows to QuickBooks as expense entries with proper GL codes, vendor information, and vehicle asset tracking. Completed maintenance work orders sync as expense transactions including parts costs and labor charges. Fleet Rabbit automatically creates customer invoices in QuickBooks for fleet services with itemized line items, tax calculations, and payment terms. The integration handles chart of accounts mapping, ensures sales tax compliance based on location, tracks vendor payments and bills, and maintains complete audit trails for all financial transactions. You can configure which expense categories sync, set default GL accounts for different transaction types, and customize how Fleet Rabbit categorizes expenses in your QuickBooks company file.
Fleet Rabbit automatically syncs comprehensive fleet expenses to QuickBooks including fuel purchases from all integrated fuel cards (WEX, FleetCor, RoadFlex, Intevacon) with complete transaction details, maintenance work order costs broken down by parts and labor, parts inventory purchases and usage tracked per vehicle, vendor invoices and bills for services rendered, labor costs from internal and external technicians, vehicle registration and licensing fees, insurance premium payments, toll and parking expenses, vehicle lease or loan payments, and depreciation entries for fleet assets. Each expense is properly categorized with the correct GL account, cost center assignment, vehicle or driver tracking dimensions, vendor information for accounts payable, tax category for sales tax compliance, and optional custom fields for job costing or project tracking. The integration respects your QuickBooks chart of accounts structure and allows you to map Fleet Rabbit expense categories to specific QuickBooks accounts. You maintain full control over which expenses sync, when they sync (real-time or scheduled batches), and how they're categorized in your financial system. All synced transactions include detailed descriptions, invoice numbers, reference information, and links back to source documents in Fleet Rabbit for complete audit trail visibility.
Yes, Fleet Rabbit automatically creates customer invoices in QuickBooks for fleet services and completed work orders. When you close a work order in Fleet Rabbit, the system generates a fully-itemized QuickBooks invoice including line items for parts with quantities, unit prices, and extended amounts, labor charges broken down by technician hours and rates, service fees, shop supplies, or other charges, sales tax automatically calculated based on customer location and tax rules, payment terms pulled from customer settings or QuickBooks defaults, and invoice notes or work descriptions from the Fleet Rabbit work order. The invoice is created in QuickBooks draft status, allowing you to review before sending, or can be automatically marked as sent if you prefer. Customer information syncs bidirectionally—if the customer exists in QuickBooks, Fleet Rabbit uses that record; if not, Fleet Rabbit can create the customer in QuickBooks automatically. You can customize invoice templates in QuickBooks, choose which work order charges appear on customer invoices versus internal cost tracking, set default invoice terms and due dates, configure automatic invoice numbering schemes, and determine whether invoices sync immediately upon work order completion or in scheduled batches. Payment tracking works both ways: record a payment in QuickBooks and Fleet Rabbit sees it; record a payment in Fleet Rabbit and it updates QuickBooks. This eliminates duplicate payment entry and ensures both systems always show accurate accounts receivable status.
Fleet Rabbit enhances QuickBooks financial reporting by ensuring all fleet expenses are properly categorized, accurately recorded, and available in real-time. With Fleet Rabbit's QuickBooks integration, you can generate standard QuickBooks reports like Profit & Loss statements showing accurate fleet operating costs, Balance Sheets reflecting current vehicle assets and depreciation, Cash Flow reports including all fleet-related cash movements, Vendor Aging reports for maintenance provider payables, and Customer Aging reports for fleet service receivables. Fleet Rabbit's categorization ensures expenses are assigned to correct GL accounts, vehicles are tracked as fixed assets with proper depreciation, cost centers or departments reflect fleet operational structure, and custom fields enable job costing or project-specific tracking. Beyond standard QuickBooks reports, Fleet Rabbit provides fleet-specific analytics in its own dashboard showing cost per mile by vehicle, maintenance cost trends over time, fuel efficiency and cost analysis, vendor spending patterns and performance, and total cost of ownership calculations per vehicle. This combination—accurate, real-time QuickBooks data from Fleet Rabbit plus Fleet Rabbit's specialized fleet reporting—gives you both GAAP-compliant financial statements for your accountant and operational insights for fleet management decisions. The integration supports month-end closing procedures by ensuring all fleet expenses for the period are recorded, simplifies year-end financial audits with complete transaction trails, enables accurate budgeting based on historical fleet cost data, and provides the financial visibility needed to make data-driven decisions about fleet expansion, vehicle replacement, or cost reduction initiatives.