Overview
SmartMoving sends each commercial project invoice to QuickBooks Online as a single QuickBooks invoice, so your books match what you billed the account.
Each project invoice becomes one QuickBooks invoice that lists the charges from every job on it.
Every project invoice on an account bills the same QuickBooks customer, named after the account.
Sync errors for project invoices appear in their own Commercial Invoices group on the QB Sync Errors tab.
Before You Start
Available to companies with Smart Pro.
Who can sync project invoices: users whose role has the Accounts permission. Reviewing sync errors also requires access to Accounting.
SmartMoving must be connected to QuickBooks Online, and the account's branch must be assigned to a QuickBooks account. See Connect to QuickBooks Online.
Your charges must be mapped to QuickBooks items, either on the job's tariff with Map Invoice Line Items to QuickBooks Items or in your company's QuickBooks mappings.
Create the invoice from the project's Invoices & Payments tab. See Project-Level Invoices.
Mark the account's billing contact as the Primary Contact before the first invoice syncs, so the QuickBooks customer gets the right email and phone.
When Project Invoices Sync to QuickBooks
SmartMoving syncs a project invoice automatically at these points. Each change reaches QuickBooks shortly after you save it.
You create the project invoice.
You edit the project invoice, for example to add or remove jobs, or change the PO number or due date.
The charges behind a synced invoice change: a job on the invoice is finalized, or its charges, discounts, tax rate or Not to Exceed amount change.
You click Sync or Resync on the invoice, or Retry on the QB Sync Errors tab.
Note: Charge changes update an invoice that is already in QuickBooks. If an invoice has not synced yet, open it and click Sync.
What Goes on the QuickBooks Invoice
The QuickBooks invoice is built from the project invoice, its jobs and the account.
Customer: the account name. The customer's email and phone are copied from the account's primary contact when the account's first project invoice syncs. If no contact is marked primary, they come from the first contact added to the account.
Invoice number: with Use QuickBooks Numbering for Invoices on, QuickBooks assigns its next number. With it off, the number is SM followed by the SmartMoving invoice number.
Invoice date and due date: the project invoice's own invoice date and due date. Use Opportunity Invoice Date does not change project invoices.
Line items: each job's charges, mapped to your QuickBooks items. A job uses its tariff's QuickBooks mapping when line item mapping is turned on for that tariff, and your company's QuickBooks mappings otherwise.
Sales tax: with the Sales Tax toggle on, tax goes in QuickBooks' sales tax field using your Tax Info codes. With it off, tax is a line item.
PO number: shows in the invoice's customer message as PO #: followed by the number.
SmartMoving reference: the Memo on statement (hidden) field reads SmartMoving Project with the project number and invoice number, so you can search for it in QuickBooks.
Class: when you track classes per invoice, the class mapped to the account's branch. Project invoices use the branch class even when Map Classes By is set to Service Type, and a line under the setting says so.
How to Check or Resync a Project Invoice
Open the account from Accounts, then open the project.
Click the Invoices & Payments tab.
Click the invoice to open it. The QuickBooks Sync card shows the invoice's status, such as Synced on with the date and time, Sync pending, or Last sync failed with the reason.
Click View in QuickBooks to open the invoice in QuickBooks Online.
To send the latest details, click Resync, or Sync if the invoice has not been sent yet. If the status reads Sync pending, click Refresh to update it.
How to Fix Commercial Invoice Sync Errors
Go to Accounting, then click the QB Sync Errors tab.
Click Commercial Invoices in the left list. The red badge shows how many unresolved errors there are.
Click View Details on a row to read the error.
Click the invoice number to open the project invoice, and fix the cause in SmartMoving.
Click the three-dot menu on the row and choose Retry.
If you fixed the problem in QuickBooks instead, choose Mark Resolved, then confirm.
Note: Resolved errors move to the Resolved status filter. Choose Mark Unresolved on a resolved row to reopen it.
Deleting a Synced Project Invoice
Deleting a project invoice in SmartMoving also deletes its invoice in QuickBooks.
Payments entered in QuickBooks against that invoice stay in QuickBooks.
If QuickBooks can't delete the invoice, the error appears under Commercial Invoices with no invoice link and no Retry. Remove the invoice in QuickBooks, then choose Mark Resolved.
Key Details
One QuickBooks invoice per project invoice. Every job on the invoice appears on that single QuickBooks invoice, ordered by job date.
One tax rate per invoice. All taxed jobs on a project invoice need the same tax rate to sync as one invoice.
The account's branch decides the QuickBooks account. An invoice stays with the QuickBooks account it first synced to.
A placeholder line holds the spot until charges are final. If no job charges are ready yet, the QuickBooks invoice shows "Placeholder until actual charges are generated." Finalizing the job replaces it with the real charges.
The customer name follows the account. Renaming the account renames the QuickBooks customer the next time one of its invoices syncs.
The customer's email and phone are set once. Editing the contact in SmartMoving afterward does not update the QuickBooks customer. Update the email or phone in QuickBooks.
Best Practices
Map QuickBooks items on your commercial tariffs before you create project invoices.
Group jobs that share a tax rate on the same project invoice.
Search QuickBooks for the SmartMoving project number to find every invoice for a project.
Check the Commercial Invoices group on QB Sync Errors as part of your regular billing routine.
Fix the cause in SmartMoving and use Retry, so SmartMoving and QuickBooks stay matched.
Troubleshooting
The QuickBooks Sync card doesn't appear on the invoice.
The account's branch isn't assigned to a QuickBooks account. Assign the branch on the QuickBooks account in your QuickBooks settings.
The card says "This item has not been sent to QuickBooks yet."
Click Sync. If a message appears, it names the problem to fix. If there's no Sync button, map your charges to QuickBooks items first, on the job's tariff or in your company's QuickBooks mappings.
I see "Jobs on this project invoice have different tax rates, so it cannot be synced to QuickBooks as a single invoice."
Edit the invoice so every taxed job on it has the same tax rate, and put the other jobs on a separate invoice.
I see "This account's branch is excluded from syncing with QuickBooks."
The account's branch is set not to sync. Include the branch in your QuickBooks settings, then click Sync.
I see "No QuickBooks item mappings configured for this account. Configure mappings before syncing."
Map your charges to QuickBooks items on the job's tariff or in your company's QuickBooks mappings, then click Sync.
I see "Total for invoice was less than zero, cannot sync to QuickBooks."
Check that every job's charges are entered and mapped, then click Sync.
I see "This has already been synced to a different account, and cannot be synced to a second one."
The account's branch now points to a different QuickBooks account than the one this invoice synced to. The invoice stays with its first QuickBooks account.
The QuickBooks customer has an old email or phone number.
The customer's contact details are copied once, when the account's first project invoice syncs. Update the email or phone on the customer in QuickBooks.
I don't see Commercial Invoices on the QB Sync Errors tab.
The group shows for companies with Smart Pro, to users whose role has the Accounts permission.