Skip to main content

QuickBooks Invoice Creation and Updates

What does SmartMoving create or update for an Invoice in QuickBooks?

Michelle Carone avatar
Written by Michelle Carone
Updated over 2 weeks ago

When a job is invoiced in SmartMoving and synced to QuickBooks, it becomes an Invoice in QuickBooks. The following details are included and mapped accordingly:

Invoice Field Mapping

SmartMoving Field

QuickBooks Field

Notes

Invoice Date

Transaction Date

Determined by settings. See chart below.

Customer Notes

Customer Memo

Free-text field passed through.

Crew Notes

Private Note

Not visible to customers.

Job Number

Doc Number

Prepended with β€œSM” (for example: SM1234) unless QuickBooks numbering is enabled.

Line Items & Payments

Mapped Fields

Follow your configured Accounting Settings.

Services (Moving/Packing)

Description Field

Includes number of trucks and crew.


How Invoice Date is Determined

Scenario

What Happens

Use Opportunity Invoice Date = ON

SmartMoving uses the Opportunity Invoice Date for QuickBooks sync.

Use Opportunity Invoice Date = OFF

SmartMoving uses the Primary Job Service Date.

Default Invoice Date Settings (admin-settable)

Can default to:

  • Current Date,

  • Primary Job Date, or

  • Last Job Date

User manually edits date when sending

The selected date is used and synced to QuickBooks if invoice has been sent.

Invoice is resent

Date change will trigger a re-sync to QuickBooks (if already sent).

Additional Info

  • Users will see the invoice date pre-filled when sending, based on default settings.

  • Any date changes are tracked in the system.

  • All times are localized to your company's time zone.

  • If "Use QuickBooks numbering for invoices" is turned on, SmartMoving defers to QuickBooks to generate the invoice number.

For more details on setting up QuickBooks integration, visit the QuickBooks Online Integration Information Collection.

Did this answer your question?