Connect QuickBooks Online

Does Smithworks work with QuickBooks?

Yes, with QuickBooks Online. Smithworks sends your issued invoices and payments to your QuickBooks Online company automatically.

QuickBooks Desktop isn’t supported. Intuit has stopped selling most Desktop versions, and older ones no longer get updates.

How do I connect QuickBooks Online to Smithworks?

In the Smithworks app, go to Settings → QuickBooks Online and tap Connect QuickBooks. Sign in to QuickBooks, pick your company and tap Connect.

You’re taken back to Smithworks, and the Settings row shows your company name. If you started from the QuickBooks App Store, open the Smithworks app on your phone and finish there.

What does Smithworks send to QuickBooks?

Each invoice when you issue it, and each payment when you record it. That includes cash, check, card payments through Square, and partial payments.

• Invoices show up as SW-1042 and so on, so they don’t clash with numbers you already use in QuickBooks.
• Customers and products already in QuickBooks are matched by name. A customer is only matched when the phone or email agrees, so two different John Smiths stay separate.
• Payments are applied to their invoice. Tips aren’t included in the payment amount; they’re noted on it.
• Each invoice in Smithworks shows “Sent to QuickBooks”, or why it didn’t go through. It retries on its own.
• Data only flows from Smithworks to QuickBooks. Changes you make in QuickBooks don’t come back into Smithworks.

Can I import my customers from QuickBooks?

Yes. In Settings → QuickBooks Online, tap Import customers from QuickBooks. You see how many will be added before anything changes.

Customers you already have in Smithworks, with the same phone or email, are linked instead of copied. Customers without a phone number come over anyway, and Smithworks asks for the number the first time you book or invoice them. Run it again any time to bring over customers added in QuickBooks since.

How does sales tax show up in QuickBooks?

QuickBooks gets the same total you charged. If you use QuickBooks Automated Sales Tax, Smithworks sends its tax amount for QuickBooks to use. Otherwise the tax is a separate “Sales tax collected” line.

That line posts to a liability account called “Sales tax collected”, not to income, because it’s money you owe the state. If QuickBooks ever books a different total, the invoice in Smithworks shows a warning. See sales tax for locksmiths for what to charge.

How do I reconnect QuickBooks?

If Settings → QuickBooks Online says Needs attention, tap Reconnect QuickBooks and sign in again.

QuickBooks asks you to sign in again about every 100 days, or after you change your QuickBooks password. After reconnecting, tap Try sending again to send any invoices that didn’t go through while it was disconnected.

How do I disconnect QuickBooks from Smithworks?

In the Smithworks app, go to Settings → QuickBooks Online and tap Disconnect QuickBooks. You can also remove Smithworks from your connected apps in QuickBooks.

New invoices and payments stop going to QuickBooks. Anything already sent stays in QuickBooks, and your records in Smithworks don’t change. If you connect the same company again later, nothing is sent twice.