Overview
Turning on the Sales Tax toggle lets QuickBooks calculate and track sales tax on the invoices SmartMoving syncs, so your tax totals live in the QuickBooks sales tax center with the rest of your tax reporting.
The Sales Tax toggle is a per-account setting on each QuickBooks account you have linked to SmartMoving.
With the Sales Tax toggle off, SmartMoving sends tax to QuickBooks as an ordinary invoice line item.
With the Sales Tax toggle on, SmartMoving marks each invoice line as taxable or non-taxable and lets QuickBooks calculate the sales tax for the invoice.
Before you start using the Sales Tax toggle
Requires admin role.
Your SmartMoving company must be set up in US dollars (USD). The Sales Tax toggle does not appear for companies set up in Canadian dollars (CAD), because those companies already track tax at the invoice level.
Your QuickBooks Online account must already be linked to SmartMoving.
The QuickBooks account must have at least one branch assigned to it. The Manage link, which is how you reach the Tax Info tab, appears on the account card only once a branch is assigned.
Sales tax must be turned on in QuickBooks Online, with at least one tax code that is marked as used on sales items. Tax codes that are not marked that way cannot be selected in SmartMoving.
Know the sales tax rate configured on each of your SmartMoving branches. Your QuickBooks tax code has to match it.
How to turn on the Sales Tax toggle for a QuickBooks account
Go to Settings > Integrations > Integration Library > QuickBooks. The QuickBooks page opens and lists each linked QuickBooks account as a card.
Find the card for the QuickBooks account you want to change and click the three-dot menu on that card. A short menu opens with Edit and Delete.
Click Edit. The Edit QuickBooks Account slide-out opens and shows the account settings.
Turn on the Sales Tax toggle. The setting saves as soon as you switch it, and a Changes saved! confirmation appears. There is no separate Save button for this toggle.
Click Close. The slide-out closes and the QuickBooks page reloads with the setting applied.
đĄ SmartTip: You can also reach the slide-out from a QuickBooks account's Manage page. Click the gear icon in the top right, then click Edit Account in the Settings slide-out.
How to map your taxed and non-taxed QuickBooks tax codes
Turning on the Sales Tax toggle adds a Tax Info tab to the QuickBooks account's Manage page. Map your tax codes there before you sync any invoices. Select a tax code in both rows. SmartMoving lets you save the tab with one row left empty, and any invoice line that would have used the empty row reaches QuickBooks carrying whatever tax code it already has.
Go to Settings > Integrations > Integration Library > QuickBooks and click Manage on the QuickBooks account card. The account's mapping page opens on the Jobs tab.
Click the Tax Info tab. A two-column table appears with the headings Taxed? and QuickBooks Tax Code.
In the Taxed row, select the QuickBooks tax code that matches the sales tax rate on your branches. The dropdown shows Select Tax Code for Taxed Items until you pick one.
In the Non-Taxed row, select the QuickBooks tax code to use for items that are not taxed. The dropdown shows Select Tax Code for Non-Taxed Items until you pick one.
Click Save in the bar at the bottom of the page. The selections save and the tax code list reloads. Click Revert instead to discard the changes.
â ď¸ Warning: The tax code you select for Taxed has to match the sales tax rate configured on your branches. If the two do not match, the amounts in QuickBooks will not line up with the amounts in SmartMoving. SmartMoving shows this same warning at the top of the Tax Info tab.
Note: If some of your QuickBooks tax codes are missing from the dropdowns, SmartMoving lists them under the table with the message "The following tax codes are not marked as being used on sales items, so they are not selectable." Mark those tax codes as used on sales items in QuickBooks Online to make them selectable.
How sales tax appears on QuickBooks invoices when the Sales Tax toggle is on
SmartMoving does not send a separate tax line item on the invoice.
SmartMoving marks each taxable line on the invoice with the QuickBooks TAX code and each non-taxable line with the QuickBooks NON code, based on your Taxed and Non-Taxed mappings.
QuickBooks calculates the sales tax for the invoice and records it in the QuickBooks sales tax center.
The tax amount appears in the sales tax field on the QuickBooks invoice rather than in the list of line items.
With the Sales Tax toggle off, SmartMoving sends the tax as a line item on the invoice, mapped through the Taxes row on the Jobs tab of the QuickBooks account's Manage page.
How to turn off the Sales Tax toggle
Go to Settings > Integrations > Integration Library > QuickBooks, click the three-dot menu on the QuickBooks account card, and click Edit. The Edit QuickBooks Account slide-out opens.
Turn off the Sales Tax toggle. The change saves right away and a Changes saved! confirmation appears.
Click Close. The slide-out closes and SmartMoving goes back to sending tax as an invoice line item for that QuickBooks account.
â ď¸ Warning: Turning off the Sales Tax toggle clears the Taxed and Non-Taxed tax code selections you saved on the Tax Info tab for that account. If you turn the toggle back on, both dropdowns are empty and you have to select the tax codes again.
Key details about the Sales Tax toggle
The Sales Tax toggle applies to one linked QuickBooks account. If you have more than one QuickBooks account linked to SmartMoving, set the toggle on each account separately.
The Sales Tax toggle appears only for SmartMoving companies set up in US dollars (USD). Companies set up in Canadian dollars (CAD) do not see it, and they always see the Tax Info tab so they can map tax codes.
Only QuickBooks tax codes marked as used on sales items appear in the Taxed and Non-Taxed dropdowns.
Both the Taxed row and the Non-Taxed row need a tax code selected. SmartMoving does not require both before you save, and any invoice line that would have used an empty row reaches QuickBooks with the tax code it already carries rather than the QuickBooks TAX or NON code.
Turning the Sales Tax toggle off while you are on the Tax Info tab returns you to the Jobs tab, because the Tax Info tab is hidden when the toggle is off.
The Sales Tax toggle changes how tax is written to QuickBooks. It does not change the tax amount SmartMoving calculates on the opportunity or the storage account.
Storage invoices follow the Sales Tax toggle the same way job invoices do, and they use the same Taxed and Non-Taxed tax code mappings from the Tax Info tab.
Changing the Sales Tax toggle applies to invoices that sync after the change. An invoice already in QuickBooks keeps the tax placement it synced with until something causes that invoice to sync to QuickBooks again.
Best practices for the Sales Tax toggle
Set up your QuickBooks tax codes in QuickBooks Online before you turn on the Sales Tax toggle, so the Taxed and Non-Taxed dropdowns have something to select.
Map both the Taxed and the Non-Taxed rows on the Tax Info tab in the same sitting that you turn the toggle on, so no invoice syncs against a half-finished mapping.
Compare the tax code rate in QuickBooks against the sales tax rate on each SmartMoving branch, and keep the two in step whenever a branch rate changes.
Sync one test invoice and check both the sales tax field and the per-line tax codes on the QuickBooks invoice before you turn the toggle on for your remaining QuickBooks accounts.
Tell whoever reconciles your books that tax moves out of the invoice line items and into the QuickBooks sales tax field, so their reports match what they expect.
Troubleshooting the Sales Tax toggle
The Sales Tax toggle is missing from the Edit QuickBooks Account slide-out. The Sales Tax toggle appears only for SmartMoving companies set up in US dollars (USD). Companies set up in Canadian dollars (CAD) do not see it and map their tax codes on the Tax Info tab instead. Contact SmartMoving Support if your company should be set up in USD.
The Tax Info tab is not on the QuickBooks account's Manage page. The Tax Info tab appears once the Sales Tax toggle is on. Open the Edit QuickBooks Account slide-out, confirm the Sales Tax toggle is on, then reload the Manage page.
There is no Manage link on the QuickBooks account card. The Manage link appears once the account has at least one branch assigned. Click Assign branch to QuickBooks Account on the card first.
A QuickBooks tax code is missing from the Taxed or Non-Taxed dropdown. Only tax codes marked as used on sales items in QuickBooks Online can be selected. SmartMoving lists the excluded codes below the table. Update the tax code in QuickBooks Online, then reload the Tax Info tab.
Some invoice lines in QuickBooks have a tax code you did not expect. SmartMoving swaps in the QuickBooks TAX or NON code only on lines whose tax code matches one of the two selections on the Tax Info tab. If either the Taxed row or the Non-Taxed row is left empty, the lines that would have used that row reach QuickBooks with the tax code they already carry, and QuickBooks can tax them differently than you expect. Open the Tax Info tab, confirm both rows have a tax code selected, and click Save.
The tax amount in QuickBooks does not match the tax amount in SmartMoving. The QuickBooks tax code mapped to the Taxed row has a different rate than the sales tax rate on the SmartMoving branch. Compare the two rates and update whichever one is wrong. If only some lines are off, check that both rows on the Tax Info tab have a tax code selected.
The tax code selections on the Tax Info tab are empty after they were saved. Turning off the Sales Tax toggle clears both selections for that QuickBooks account. Turn the toggle back on, select the Taxed and Non-Taxed tax codes again, and click Save.
The Save bar will not let you leave the Tax Info tab. SmartMoving asks "You have unsaved changes, Are you sure you want to leave?" when tax code changes are pending. Click Save to keep the changes or Revert to discard them.
An invoice already in QuickBooks still shows tax as a line item. The toggle applies to invoices that sync after the change. Resync that invoice to move its tax into the QuickBooks sales tax field.