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Connect to QuickBooks Online

How to connect SmartMoving to QuickBooks Online, configure your mappings, update your QuickBooks settings, and enable the invoice numbering, invoice date, and sales tax toggles.

Written by Michelle Carone

You can connect your SmartMoving account to your QuickBooks Online account.

IMPORTANT: Activating QuickBooks sync will not sync any existing transactions. Only new transactions that are changed or updated going forward will be synchronized.

STEP 1: Connecting to QuickBooks Online

  1. Navigate to Settings > Integrations > Integration Library > QuickBooks / Intuit (or click here to go directly to the page).

  2. Click Link New Account and log in to your QuickBooks account using the pop-up.

  3. If you have multiple companies in QuickBooks, select the one you want to link from the dropdown. (This step is skipped if you only have one company.)

  4. When the pop-up shows "Connection successful!" and "You may close this window.", click Close Window.

  5. SmartMoving pulls in your QuickBooks information. The message "Items and Accounts will be synchronized shortly!" appears.

Reconnect QuickBooks Online

If QuickBooks stops accepting the connection, for example when SmartMoving is disconnected from inside QuickBooks, SmartMoving pauses syncing to that QuickBooks account. Records that could not sync appear on Accounting > QB Sync Errors with the error "QuickBooks has been disconnected from your account."

To reconnect:

  1. Navigate to Settings > Integrations > Integration Library > QuickBooks / Intuit.

  2. Click Manage on the QuickBooks account card.

  3. Click the gear icon at the top of the page.

  4. Under Account Errors, click Authentication Error.

    QuickBooks account Settings panel showing an Authentication Error under Account Errors.

  5. Click Authenticate. The QuickBooks sign-in opens in a pop-up window.

    Authentication Error panel with the Authenticate button.

  6. Log in to QuickBooks in the pop-up and select the same QuickBooks company that was connected.

  7. When the pop-up shows "Connection successful!" and "You may close this window.", click Close Window. The message "Items and Accounts will be synchronized shortly!" appears.

  8. Go to Accounting > QB Sync Errors and choose Retry on each error that reads "QuickBooks has been disconnected from your account."

Key Details

  • Reconnecting refreshes your QuickBooks lists. Transactions that failed while QuickBooks was disconnected stay on the QB Sync Errors tab until you choose Retry on each one.

Note: Allow pop-ups for SmartMoving so the QuickBooks log-in window can open.

STEP 2: Configure Your Mappings

Use the top row of tabs to set up mappings:

  • Job Mappings

  • Storage Mappings

  • Account Mappings

  • (Optional) Location Mappings

Each drop-down menu must be configured. Note:

  • You must first create the product or service in QuickBooks for it to appear in these menus.

  • You can choose to map all services to a single line item or map them separately (e.g., local vs. long-distance).

STEP 3: Update your QuickBooks settings

  1. In QuickBooks, go to Settings > Account and settings.

  2. Click the Advanced tab and open the Automation section.

  3. Turn off the Automatically apply credits toggle and click Save.

    • This prevents conflicts, as SmartMoving will handle all payments, credits, and invoice logic.

STEP 4: Enable SmartMoving QuickBooks Integration Settings

  • In SmartMoving > Settings > Integrations >Integration Library > QuickBooks,

  • click the three-dot menu on the QuickBooks account card,

  • then click Edit to open the Edit QuickBooks Account slide-out.

  • Review and optionally enable the following toggles to customize invoice behavior.

    • Each toggle saves as soon as you switch it, and a Changes saved! confirmation appears.

Setting Name

Description

Sales Tax

Puts sales tax into the QuickBooks sales tax field on each invoice instead of sending it as an invoice line item. Appears only for companies set up in US dollars (USD). Turning it on adds a Tax Info tab to the QuickBooks account's Manage page, where you map a QuickBooks tax code to taxed and non-taxed items.

Use QuickBooks numbering for invoices

Lets QuickBooks assign invoice numbers, which are then pulled into SmartMoving.

Use Opportunity Invoice Date

Uses the Opportunity Invoice Date instead of the job’s Primary Service Date when syncing invoices.

  • You can also set a default Opportunity Invoice Date under Settings > Accounting > Common:

    • Current Date

    • Primary Job Date

    • Last Job Date

These settings give you control over invoice timing, numbering, and sales tax handling, and ensure data is consistent between systems.

Ready to Sync!

Once everything is connected and your settings are configured, you're ready to sync jobs and storage information between SmartMoving and QuickBooks.

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