How to Avoid Sales Tax Mistakes When Your Field App Syncs to QuickBooks Online

Sales tax can be tricky for contractors - landscaping, plumbing, HVAC, and electricians alike. One wrong rate or mismatch between the field software and QuickBooks Online can create headaches at tax time. Here’s how to keep it simple.

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1. Confirm Your QuickBooks Tax Settings

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• Go to Taxes → Sales Tax Settings.
  
• Make sure your company address and jurisdiction are correct.
  
• Set your default tax rate for the areas you serve.
  
  

Pro tip:

QuickBooks Online can automatically calculate sales tax on invoices - double-check it matches your local/state rules, and whether the field software app supports this setting.

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2. Match Tax Rates in Your Field App

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• Check the field app tax settings to match QuickBooks.
  
• If your app charges tax differently from QuickBooks, synced invoices will create discrepancies.

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3. Review Synced Invoices Weekly

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• Filter invoices in QuickBooks by taxable and non-taxable.
  
• Spot any invoices where the tax amount is off.
  
• Fix errors immediately to avoid a messy audit later.

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4. Use Classes or Projects for Tax Reporting

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• If you operate in multiple states or counties, assign classes or projects in QuickBooks.
  
• This makes it easy to run reports per location and see exactly what you owe.

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5. Automate Where Possible

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• Set rules in QuickBooks for recurring jobs or standard invoices to auto-apply the correct tax.
  
• Fewer manual entries = fewer mistakes.
  
  

Bottom line:

Sales tax doesn’t have to be stressful. By syncing your field app carefully, matching rates, and checking invoices regularly, you’ll keep QuickBooks Online accurate and your tax filing headache-free.

MotionOps integrates with QuickBooks Online, making sure all your invoices and payments flow into the right place. Learn more about the sync here.

In MotionOps, you can quickly generate quarterly or yearly tax reports and make sure you’re ready to file at any point in time.

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