You can synchronize SmartMoving opportunities, invoices, payments, and refunds with your QuickBooks Online account.
When syncing, SmartMoving first attempts to match an existing customer in QuickBooks by name and email. If no match is found, a new customer record is created.
Synchronizing a Deposit Payment
Navigate to the Estimate tab on the opportunity.
Locate the Payments panel.
Click the three-dot menu next to the payment:
Select Sync if it has never been synced.
Select Resync if it was previously synced.
The sync may take a few minutes.
Once completed, a green QuickBooks icon will appear to confirm success.
To view the transaction in QuickBooks, use the same menu and click View in QuickBooks.
Note: When you accept a deposit, only the payment syncs, not the invoice. A full invoice syncs only once the job is closed out.
Synchronizing an Invoice
Go to the Accounting tab on the opportunity.
Choose a completed job that needs billing.
Sync the invoice and any associated payments in either of two ways:
Click Sync or Resync manually.
Click Close Out Job to trigger the sync automatically.
After syncing, click View in QuickBooks to open the invoice.
Invoice Number Lockout Behavior
If the "Use QuickBooks numbering for invoices" setting is enabled:
You cannot send invoices through SmartMoving unless the invoice has first been synced to QuickBooks.
Once synced, SmartMoving will retrieve the official QuickBooks invoice number.
This prevents duplicate or conflicting invoice numbering.
Using the @InvoiceNumber Token
Document templates can include the
@InvoiceNumbertoken.
This token will display the actual invoice number assigned by QuickBooks.
This ensures consistency between SmartMoving-generated documents and QuickBooks records.
Synchronizing a Refund
Refunds are automatically synced when the associated payment is synced.
Refunds appear in QuickBooks as an Accounts Receivable (AR) expense
To view a refund
Locate the original payment in the Payments panel.
Once synced, click View in QuickBooks to see both the payment and the refund expense details. You can click the expense to see additional details.
