Integrating QuickBooks with Movermate

Learn how to integrate QuickBooks with Movermate to sync invoices, payments, deposits, and expenses, configure accounting mappings, and manage your financial records efficiently.
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Integrating QuickBooks with Movermate helps you streamline your accounting processes by reducing manual data entry, improving payment reconciliation, and keeping your financial records consistent across both platforms.
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This guide covers:

A connection window will appear, allowing you to authorise Movermate to access your QuickBooks account.
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The Connect QuickBooks to Movermate window outlines the permissions required for the integration.

These permissions allow Movermate to:

To continue:

Once authorisation is successful:

A Configurations button will now appear.

Click Configurations to manage your accounting settings.
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The QuickBooks Configuration panel allows you to control how financial transactions from Movermate are recorded in QuickBooks.
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You can configure revenue accounts, payment accounts, deposit accounts, job type mappings, custom line items, and expense accounts.
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After making changes, click Update to save your configuration.
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The Revenue Account determines which QuickBooks income account receives revenue from invoices created in Movermate.

To configure:

This account will be used as the default revenue account unless more specific mappings are configured.
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The Payment Account setting controls how customer payments are recorded in QuickBooks.

You can either use a single account for all payment methods or assign separate accounts to individual payment methods.

Option 1: Single Payment Account

When the Payment Account toggle is OFF:

Option 2: Separate Payment Accounts

When the Payment Account toggle is ON, you can configure a separate account for each payment method (Card, Cash and Bank Transfer). Select the appropriate QuickBooks account for each one.

Example: you may choose to record card payments in a clearing account while directing bank transfers to your primary bank account. This helps keep different payment methods organised for reconciliation.

The Deposit Account setting determines how customer deposits are recorded in QuickBooks.

Similar to payment accounts, you can use one account for all deposits or configure separate accounts for each deposit method.

Option 1: Single Deposit Account

When the Deposit Account toggle is OFF:

Option 2: Separate Deposit Accounts

When the Deposit Account toggle is ON, you can configure a separate account for each deposit method (Card, Cash and Bank Transfer). Select the appropriate QuickBooks account for each one.

Important: Ensure the selected accounts match your accounting requirements. Your accountant can advise which accounts should be used for customer deposits and payment reconciliation.
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Job Type Revenue Settings allows you to allocate revenue from different job types to separate income accounts in QuickBooks.

This is useful when your business offers multiple services and you want to track revenue separately.

For example:

To remove a mapping, click the red bin icon beside the relevant row.
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Note: If a job type does not have a specific mapping, Movermate will use the default Revenue Account configured earlier.

Custom Line Item Settings allows you to map custom invoice line items in Movermate to specific Products/Services in QuickBooks.

This helps ensure that invoice items are recorded under the appropriate QuickBooks products, services, and associated income accounts.

You can remove an existing mapping using the red bin icon.

The Default Custom Line Item Product/Service acts as a fallback.

If a custom line item does not have a specific mapping, Movermate will use the selected default QuickBooks Product/Service.
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Example: If the default is set to Service – Services, any unmapped custom line item will use that Product/Service when synced.

Expense Settings allows you to map expense categories in Movermate to specific expense accounts in QuickBooks.

This helps organise your business expenses and supports more accurate financial reporting.

Note: If an expense category does not have a specific mapping, Movermate will use the selected Default Expense Account.

Once your QuickBooks integration is connected and configured, you can finalise invoices from Movermate.
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Finalising an invoice sends its information to QuickBooks.

Movermate supports both individual and bulk invoice finalisation.
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To finalise an individual invoice:

Movermate will display:

Finalizing Invoice to QuickBooks…

Once the process is completed, the invoice will display a Finalised label beside its status.

You can also finalise invoices directly from the Finance section.

The invoice will be sent to QuickBooks.

Additional options: The same menu also provides access to actions such as:

Movermate allows you to finalise multiple invoices simultaneously.

This is particularly useful when processing a large number of invoices.

Steps:

A Confirm Bulk Finalization window will appear.

Click Proceed with Finalization to continue.

Movermate will process the selected invoices for finalisation in QuickBooks.

Important: Before finalising invoices in bulk, ensure that the invoice details, amounts, and customer information are correct.

Movermate supports two-way synchronisation with QuickBooks, allowing financial information to remain consistent across both systems.

This reduces the need to manually enter payment information in multiple places.
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When an invoice is finalised in Movermate, the invoice information is sent to QuickBooks.

This allows you to manage your operational invoicing in Movermate while maintaining your accounting records in QuickBooks.
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When you record a payment against an invoice in Movermate, the payment information is synced to QuickBooks.

This helps keep the invoice payment records consistent across both platforms.
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When a payment is recorded against a synced invoice in QuickBooks, Movermate can retrieve the payment information.

This ensures payments recorded by your accounting team can also be reflected in Movermate.

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You can manually refresh payment information for a job.

Steps:

Movermate will refresh the payment information from QuickBooks.

Important: Avoid recording the same payment manually in both Movermate and QuickBooks.
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Record the payment in one system and allow the integration to synchronise it to the other. This helps prevent duplicate payment entries and reconciliation discrepancies.

The following table summarises the key features available through the integration.