Overview

Most QuickBooks export problems fall into one of three groups: the invoice didn't export, it exported sooner than expected, or the payment shows up twice in QuickBooks. This article helps you figure out which one you have and how to fix it. If you already have an error message from the export log, go straight to Resolve Known QuickBooks Export Errors.

In this article, you'll learn how to:

• Find the export error for an invoice
• Fix invoices that didn't export
• Understand why an invoice exported before you finalized the project
• Avoid double-counted payments in QuickBooks
• Batch export more than one page of invoices

Step 1: Check the Export Log

1. Go to Settings → Accounting → Accounting Integrations.
2. Click your QuickBooks connection, then open the Logs tab.
3. Search for the invoice number or client name.
4. If there's an error, find the message in Resolve Known QuickBooks Export Errors, fix it, and re-queue the invoice.

Also confirm the connection shows Connected. If it shows Unhealthy, re-authenticate it (see below) or see QuickBooks Integration Troubleshooting (Desktop & Online).

The Invoice Didn't Export

• It was never queued. Emailing or sending an invoice doesn't export it unless your settings queue it on that event. Open the invoice, click the three dots (⋮), and select Queue for QuickBooks Export.
• It's waiting for the next batch. Queued invoices show Queued for QuickBooks Export and go out in the next batch, not instantly.
• It failed. Check the log (Step 1). Fix the cause, then re-queue the failed invoice.
• The Payment Account isn't a bank account. On your QuickBooks connection, open General → Accounts Receivable. The Payment Account for invoice payments must be one of your bank accounts. Accounts Receivable won't work. Choose your bank account, save, and re-export.
• The connection needs to be re-authenticated. Go to Settings → Accounting → Accounting Integrations. On your QuickBooks connection, click the three dots (⋮) and select Reauthenticate, then sign in to QuickBooks when prompted. If your account still uses the older QuickBooks Online (Legacy) connection, click the blue Account ID in that panel instead.

The Invoice Exported Before I Finalized the Project

Supermove has two separate kinds of finalization:

• Invoice finalization applies to one invoice. With Auto-Finalize on Paid turned on, an invoice is finalized automatically the moment it's fully paid, for example when the crew records a check or card payment at the end of the job.
• Project finalization is the office step that closes out the project.

If your export settings queue invoices when an invoice is finalized, and Auto-Finalize on Paid is on, the invoice exports as soon as the customer pays, even though the project isn't finalized yet.

To control when invoices export:

1. Go to Settings → Accounting → Invoices and review Auto-Finalize on Paid for each project type.
2. Go to Settings → Accounting → Accounting Integrations, click your QuickBooks connection, and open General → Accounts Receivable.
3. Review the automatic export options: Automatically Queue for Export When an Invoice is Issued, When Payment is Recorded, and When an Invoice is Finalized, and the project types each applies to.
4. Turn off the ones that export earlier than you want, and save.

Note: If you turn off every automatic option, export invoices yourself with Queue for QuickBooks Export once you're ready, for example after the payment has reached your bank.

The Payment Shows Up Twice in QuickBooks

When an invoice exports, any payment already recorded on it in Supermove is sent with it. There's no setting to export the invoice without its payments. If you also record that payment in QuickBooks when it reaches your bank, QuickBooks counts it twice.

Pick one of these workflows:

• Let Supermove send the payment. When the deposit reaches your bank, match it in QuickBooks to the payment Supermove already exported instead of entering a new one.
• Export later. Turn off the automatic export options above, then queue the invoice for export yourself after you've confirmed the deposit.
• Collect the payment in QuickBooks. Export the invoice first, collect payment in QuickBooks, then record the same payment in Supermove so both match. See Exporting Invoices to QuickBooks When Collecting ACH Payments in QuickBooks.

Batch Exports Left Some Invoices Out

Select All only selects the invoices on the current page (20 by default). Selections don't carry over when you go to the next page.

1. On the first page, click Select All and export.
2. Go to the next page, click Select All, and export again.
3. Repeat for each page, or increase the number of invoices shown per page before selecting.

⚠️ Important Notes

• When an invoice is re-exported, it updates the existing invoice in QuickBooks with the latest information.
• For QuickBooks Online, Custom Transaction Numbers must be turned off in QuickBooks.
• Changing export settings affects future invoices. Invoices that already exported stay in QuickBooks.

FAQ

I emailed the invoice. Why isn't it in QuickBooks?
Sending the invoice only queues it if your settings queue on that event. Check the log, then queue it with Queue for QuickBooks Export if needed.

All my auto-export options are off, but an invoice still exported when it was paid. Why?
Check whether Auto-Finalize on Paid is on and whether the invoice was queued manually earlier. If neither explains it, contact support with the invoice number.

Does this apply to other accounting integrations?
The log and queue steps are the same. Error messages may differ.

Need Help?

Reply to your support conversation, or email help@supermove.com.