QuickBooks Integration · updated 2026-08-22

Edge cases, honestly: voids, refunds, homonyms and accountant edits

Real ledgers have messy moments. This guide documents exactly how the integration behaves in each edge case, including its deliberate limitations, so you and your accountant are never guessing.

Before you start

QuickBooks connected

## Invoice voided or deleted AFTER it synced
The integration does not silently void things in your ledger. Instead, the sync log shows a clear alert: the invoice was voided in Dumpster Controls after syncing, with the QuickBooks id, asking you to void it in QuickBooks. One manual click on your side, zero surprise numbers.
## Two customers with the same name
John Smith the homeowner and John Smith the contractor stay separate. The integration only links to an existing QuickBooks customer when the email matches; a name-only match creates a new customer with a unique (DC-xxxxxx) suffix. Shared emails (a property manager handling several properties) link to the same QuickBooks customer, which is usually what accountants want.
## Partial and net refunds
The credit memo always carries the actual refunded amount. When a refund is net of processing fees, the ledger shows the net; when it is a full refund, the full amount. If the integration cannot determine the correct amount for an unusual case, it fails the item into the sync log for review instead of guessing.
## A payment edited after it synced
Payments are immutable in QuickBooks once synced (V1 decision). If a payment's amount is later changed in Dumpster Controls, the sync log flags the divergence explicitly with both values so you can adjust in QuickBooks; the log never claims success on a divergent payment.
## Your accountant's edits in QuickBooks
Re-categorizing, renaming the service item's account, adding memos: all safe, the integration will not fight back. One caveat to know: when an invoice is edited in Dumpster Controls, its QuickBooks copy is rewritten in full, so custom fields, classes or terms your accountant added ON THAT SPECIFIC INVOICE are replaced. Fields on customers are preserved (customer updates are sparse). Invoice-level customizations are best made in Dumpster Controls or after the invoice stops changing.
## An invoice paid in QuickBooks terms
If an invoice total changes in Dumpster Controls after its payment synced, QuickBooks will show it as partially paid (total went up) or show a customer credit (total went down). The sync log plus the DC- document numbers make these cases easy to spot and resolve; they are rare because paid invoices seldom change.
## Timezones and dates
Transaction dates use the record's UTC date. For companies far from UTC, a late-night invoice can land dated one day off from your local calendar. Totals are unaffected; if a date matters for a period close, adjust it in QuickBooks.
## Historical data
Nothing from before your connection date is exported automatically, by design: your existing books were built by your accountant and the integration respects them. A guided historical backfill is on the roadmap; matched customers (same email) already link correctly when new activity references them.

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.