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.

Payments, refunds and retracted payments on a project sync to the same QuickBooks customer, and each payment is linked to the invoices it is applied to.

Sync errors for these appear in the Commercial Payments, Commercial Payment Refunds and Commercial Retracted Payments groups on the QB Sync Errors tab.

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.

Each payment type you accept must be mapped to a QuickBooks account on the Account tab of your QuickBooks mappings, and Refund and Retracted Payment must be mapped to an Accounts Receivable account.

If your company charges a credit card fee, map Credit Card Fees to a QuickBooks item in your QuickBooks mappings.

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.

A job on a synced invoice changes: a job on the invoice is finalized or reset, or its actual charges change, including discounts, tax rate, Not to Exceed amount, actual weight, job times, materials, crew skills and tips.

A job on the invoice is deleted. The job comes off the invoice, and the QuickBooks invoice resyncs without it.

You click Sync or Resync on the invoice, or Retry on the QB Sync Errors tab.

You record or take a payment, including a payment a contact makes in the Commercial Customer Portal.

You apply a payment to invoices, or change how it is applied.

You issue a refund. The refund syncs, and the original payment resyncs.

You mark a check failed, or clear a failed check.

A payment is retracted, for example an e-check chargeback.

You delete a payment. SmartMoving deletes the payment in QuickBooks.

You click Sync or Resync on the payment, or Retry on the QB Sync Errors tab.

Payment: a QuickBooks payment for the account's customer, deposited to the account mapped to its payment type and linked to each invoice the payment is applied to.

Refund: a refund expense against the account mapped to Refund, tied to the original payment. A check you mark failed syncs the same way.

Retracted payment: a journal entry that credits the Accounts Receivable account mapped to Retracted Payment and debits the original payment's bank account, reversing the payment.

Credit card fee: billed on the oldest invoice the payment is applied to, and sent as a Credit Card Fees line on that QuickBooks invoice. The fee's sales tax goes to QuickBooks with it.

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. Either way, tax is rounded once for the whole invoice, so it matches what QuickBooks calculates.

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.

Credit card fee: when a card payment's fee is billed on this invoice, the invoice carries a Credit Card Fees line, plus the fee's tax when the fee is taxed.

Payments entered directly in QuickBooks against that invoice stay in QuickBooks.

Payments SmartMoving synced for the project are unlinked from the deleted invoice and stay in QuickBooks as credits.

A credit card fee billed on the deleted invoice is removed.

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.

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.

Sales tax is rounded once per invoice. SmartMoving calculates the tax on the combined taxable amount of every job on the invoice, the same way QuickBooks does. The invoice tax can differ by a cent from the sum of each job's tax.

The invoice total follows its jobs. When a job's actual charges change, or a job is reset or deleted, the project invoice's total and balance update, and a synced QuickBooks invoice resyncs.

A reset job counts as $0.00 on the invoice until it is finalized again.

Deleting the only job on a synced invoice sets the QuickBooks invoice to $0.00. It keeps one line reading "Invoice set to $0.00."

Tips post as their own lines. Tips on the jobs post as their own lines on the QuickBooks invoice. Map a QuickBooks item for Tips so they are included.

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.

Payments use the account's QuickBooks customer. If no invoice has synced yet, the first payment creates the customer, named after the account.

A payment stays with the QuickBooks account it first synced to. Refunds and retracted payments follow their original payment.

Refund and Retracted Payment map to Accounts Receivable. SmartMoving holds a refund or retracted payment with a sync error when its mapping is not an Accounts Receivable account.

Cash refunds are turned off while the account's branch syncs to QuickBooks.

Bill to Account payments stay in SmartMoving. A commercial project payment recorded as Bill to Account does not sync to QuickBooks, even when Bill to Account is mapped on the Account tab.

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.

Check the Commercial Payments, Commercial Payment Refunds and Commercial Retracted Payments groups alongside Commercial Invoices when you review sync errors.

The QuickBooks Sync card doesn't appear on the invoice.

The card says "This item has not been sent to QuickBooks yet."

I see "Jobs on this project invoice have different tax rates, so it cannot be synced to QuickBooks as a single invoice."

I see "This account's branch is excluded from syncing with QuickBooks."

I see "No QuickBooks item mappings configured for this account. Configure mappings before syncing."

I see "Total for invoice was less than zero, cannot sync to QuickBooks."

I see "This has already been synced to a different account, and cannot be synced to a second one."

The QuickBooks customer has an old email or phone number.

I don't see the QuickBooks column on the Invoices & Payments tab.

I see "Mapping is not configured for payment type …"

I see "Mapping is not configured for retracted payments."

I see "The Refund payment mapping is not an Accounts Receivable account, so this refund would not link to its payment in QuickBooks."

I see "Mapping is not configured for Credit Card Fees, so the credit card fee billed on this invoice cannot be synced."

I see "Mapping is not configured for Taxes, so the sales tax on the credit card fee billed on this invoice cannot be synced."

I see "The original payment has already been synced to a different account, blocking this refund from syncing to a second one."

I see "QuickBooks is not connected for this account's branch. Reconnect QuickBooks and try again."