QuickBooks

MoveBoard posts your jobs to QuickBooks Online the way your accountant would enter them by hand: each order is its own job in QuickBooks, every charge is on its own line, payments are applied, and the totals match MoveBoard to the cent.

What your accountant sees in QuickBooks

Customers. A private customer is a customer of their own in QuickBooks, by their name. Only a business account — a Corporate or Affiliate account in MoveBoard — is a parent customer, by the account's name, with the person as a sub-customer under it. Each order is a job under the person — 426 · Local Moving · Oct 20, 2026 — with Bill with parent. So Profit & Loss by Customer works per order, per customer and per business account.

One invoice per order, numbered with the order number, dated the move day:

• Labor as hours × rate — 3 movers · 5.5 h × $140.00 = $770.00 — and travel time on its own line.
• A flat rate, or a long-distance line haul.
• Each packing material (Small Box, Wardrobe Box, Tape…) with its quantity × price, each additional service (Piano, TV mounting…), each fee (additional stop, overnight…), storage, additional weight, valuation and the fuel surcharge.
• A multi-day order is one invoice with every line dated to its own day.
• Discounts and cash discounts as negative lines (they book to Discounts Given, so income shows before and after discounts).
• The card fee the customer paid, and the crew's tip — booked to Tips Payable, a liability: tips are the crew's money, paid out through payroll, never income. A cash tip handed to the crew isn't on the invoice (it never went through the company).
• Sales tax: MoveBoard's own tax amount on each invoice, with each line taxable or not as MoveBoard taxed it — so QuickBooks' total is MoveBoard's total exactly.

Payments. Each payment is a QuickBooks payment on the order's job, dated the day it was taken, with its method and reference (check number, card's last four), applied to the invoice:

• A deposit taken before the job is closed goes in as a credit on the job, and is applied the moment the invoice posts.
• Cash and checks land in Undeposited Funds (your bank deposit clears them). Card payments land in a clearing account per processor (Stripe Clearing, Authorize.net Clearing), so the processor's payout to your bank reconciles.
• A refund comes back off what the customer owes on the job (a journal entry: Accounts Receivable against the account the money went back out of) — the same as MoveBoard's balance. Any tip or fee the refund took back is already off the invoice.

Changes. A closing edited after it was posted updates the same invoice (never a second one). A payment voided in MoveBoard is voided in QuickBooks. A canceled order's invoice is voided; its payments stay on the job as the customer's credit until refunded.

Set it up (admins)

Each branch connects its own QuickBooks company — switch branch at the top of MoveBoard to set up another one. In Settings › Integrations › QuickBooks:

1. Connect to QuickBooks — sign in at Intuit and pick the company. No keys to paste.
2. Mapping — press Use defaults: MoveBoard finds or makes the items (Moving Labor, Travel Time, Line Haul, Fuel Surcharge, Crew Tip…), the categories (Packing Materials, Additional Services, Fees — MoveBoard makes one item per name under them as new ones appear) and the accounts (Moving Services, Long Distance, Packing Materials, Discounts Given, Tips Payable, Convenience Fees, Stripe Clearing…). What you already have with the same name is used. Change the mapping lets you pick your own items and accounts from your chart of accounts, and the account each way of paying lands in. If you charge sales tax and QuickBooks' automated sales tax is off, choose the sales tax code your taxes go under.
3. When to post: At closing (recommended — the order's invoice posts when its job is closed) or Right away (the invoice posts when the order is booked, from the quote, and is updated as the price changes and at closing).
4. Start date — only orders closed on or after it are posted, so your old orders don't flood QuickBooks.
5. Switch Post to QuickBooks on and Save. MoveBoard posts every 5 minutes. Nothing the office or the crew does ever waits for QuickBooks.

The sync log

Post now sends what is waiting right away, a few orders at a time: the counters (Posted, With a problem, In the queue) move as it goes, and the button is back when it has finished. While orders are in the queue the page keeps the counters and the log up to date by itself — no need to reload.

Every post is listed with ✓ and the time it went, or the problem in plain words — for example 'Wardrobe Box' is inactive in QuickBooks. Make it active again, or pick another one on the mapping. Fix it and press Re-sync on the order (or Retry everything that failed); MoveBoard also tries again by itself. Re-sync this order sends one order now, by its number.

• QuickBooks asked MoveBoard to slow down / QuickBooks didn't answer — nothing to do; MoveBoard tries again in a few minutes.
• MoveBoard's total for this order is $X, but its charges and tax come to $Y — the order's closing doesn't add up, so it wasn't posted. Open the closing, check the figures and Save it; MoveBoard tries again.
• $30.00 is still owed on the invoice … — the same balance MoveBoard's closing shows — the customer paid less than the closing's total; the invoice stays open for the rest, as in MoveBoard.
• $611.25 more was paid than the invoice: the $611.25 tip taken with the payment of Sep 14 is not on the closing — a tip was charged with a payment and later taken off the closing. QuickBooks keeps the extra as the customer's credit, exactly as MoveBoard's closing shows it overpaid; put the tip back on the closing (or refund it) and Re-sync the order.
• Rounding of $0.01 added so the invoice matches MoveBoard's $X — a cent of rounding, on its own Rounding line.
• That date is in a period your accountant closed in QuickBooks — ask them to post it, or move QuickBooks' closing date.
• QuickBooks no longer accepts MoveBoard's connection — press Connect again. Nothing is lost; posting picks up where it stopped.
• This branch is connected to Intuit's test (sandbox) QuickBooks — the branch was connected to a QuickBooks test company, not your real books. Press Connect again and pick your real QuickBooks company; nothing was posted to your books from the test company.

Older orders (backfill)

Under Backfill, choose a date range and press Check (nothing is posted): MoveBoard reads every order closed in it and tells you how many, for how much, and which can't be posted as they are. Then Queue these orders — they post 25 every 5 minutes.

Disconnecting

Disconnect asks first — Disconnect QuickBooks?, saying what happens — and acts only when you press the red Disconnect (Cancel leaves everything as it was). It removes MoveBoard's access at Intuit and stops posting for that branch; records already in QuickBooks stay there. Your mapping and what was posted stay; connecting the same QuickBooks company again picks up where it was.

Not yet: storage tenants' monthly invoices, long-distance partner bills, claim payouts, sending invoices from QuickBooks, Canadian tax codes. See Accounting software.