QuickBooks Integration · updated 2026-08-22

Data mapping reference: exactly how each entity lands in QuickBooks

The complete, field-by-field reference of what Dumpster Controls writes to QuickBooks Online. Written for accountants and owners who want zero surprises in their books.

Before you start

QuickBooks connected

## Customers -> QuickBooks Customer
Display name comes from the company name when present, otherwise first and last name. Given name, family name, company name, email, phone and billing address (street, city, state) are carried over. Duplicate protection runs BEFORE any create: the integration first searches your QuickBooks for a customer with the same email and links to it; if only the display name matches but the email differs, it treats them as different people and creates the new customer with a unique suffix like (DC-1a2b3c) instead of merging strangers. Once linked, edits in Dumpster Controls update the same QuickBooks customer via sparse update, preserving fields the integration does not manage.
## Invoices -> QuickBooks Invoice
Document number is DC- plus your Dumpster Controls invoice number (max 21 characters, per QuickBooks limits), so everything synced is recognizable at a glance. Transaction date is the invoice creation date; due date carries over when set. Lines map one-to-one from your invoice line items (description, quantity, unit price, amount). Fuel surcharge and card processing fee become their own labeled lines when present. Discounts become a negative Discount line. Sales tax you charged becomes an explicit Sales tax line (see the FAQ for why). All lines book under the service item Dumpster Controls Services with tax code NON.
## The mirror guarantee
After building the lines, the integration sums them and compares against the Dumpster Controls invoice total. If they differ by even one cent (possible when a workflow updates totals without touching line items), the sync falls back to a single line carrying the exact total. The rule is absolute: the QuickBooks total always equals what your customer saw. A mismatch is never silently shipped.
## Payments -> QuickBooks Payment
Amount, transaction date (payment date), and a reference number (yours if present, otherwise a DC- id). When the payment belongs to a synced invoice, the QuickBooks payment is linked to that invoice so it shows as paid. Payments without an invoice are recorded as customer payments. The method (card, check, cash, ACH and so on) travels in the private note. Payments marked excluded from finance in Dumpster Controls are never sent.
## Refunds -> QuickBooks Credit Memo
Every refund becomes a credit memo for the refunded amount with a note pointing to the Dumpster Controls record. When a refund is partial or net of fees, the credit memo carries the actual refunded amount, not the original charge. The money itself already moved through your processor; the credit memo is the ledger record your accountant applies. Version 2 will offer refund receipts with bank account mapping for teams that prefer that treatment.
## Expenses -> QuickBooks Purchase
Company expenses and per-order costs (dump fees, labor) become Purchases: recorded against the auto-created Dumpster Controls Clearing bank account (your real bank registers are never touched), categorized under the auto-created Dumpster Controls Expenses account, with the vendor resolved or created by name and the order number in the description when the cost belongs to an order. Amount and date mirror Dumpster Controls exactly, and corrections made in Dumpster Controls update the Purchase; deletions after export raise a sync log alert instead of silently touching your ledger.
## What is intentionally NOT synced
Voided invoices and deleted invoices are not exported. Super invoices (grouping invoices) are skipped because their children already export, so nothing double-counts. Charges billed to customers recorded alongside order costs are excluded from the expense export (they flow on the revenue side). Historical data from before you connected stays untouched. Stripe deposit reconciliation is planned for a future version.

Frequently asked questions

Is Dumpster Controls really free?

Yes. The software is free: dispatch, online booking, the driver app, invoicing, the Tresha AI assistant and every other feature, with no monthly fee, no trial period and no credit card to sign up. The only cost on the free plan is optional card processing when a customer pays by card through the platform: 2.99% plus $3.99 per transaction on the free plan. An optional Unlimited plan at $169 per month lowers that to 2.99% plus $0.30. Prices as published on dumpstercontrols.io/pricing on 2026-09-23.

Do you charge per driver, per truck or per order?

No. There is no per-driver, per-truck, per-user or per-order fee, and no order limit. A company with one truck and a company with twenty pay the same for the software: nothing.

Is there a contract?

No. There is no contract, no minimum term and no setup fee. You create the account yourself, and on the free plan there is nothing to cancel because nothing is billed. The optional Unlimited plan is billed month to month.

Which countries and languages are supported?

Dumpster Controls serves hauling companies in the United States and Canada. The app interface and the Tresha AI assistant are available in English, Spanish and Portuguese. The public pages, such as the blog, the help center and the landfill finder, are in English.

How do I switch from another dumpster software?

Create a free account at dumpstercontrols.io/login, with no sales call and no credit card. Then import your customers from a CSV file using the template provided in the app; past orders can also be imported from a CSV. Container sizes and pricing are set up in Settings. The landfill database, with 1,750 active US and Canadian landfills as counted on 2026-10-01, is already loaded, so disposal sites do not need to be typed in. Step-by-step guides are at dumpstercontrols.io/help.