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Step 1.10 — MVMNT → QuickBooks Online Sync Verification

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Step 1.10 — MVMNT → QuickBooks Online Sync Verification

File name note

Previously named Step-1.10-EZ-Loader-QBO-Sync-Verification. Renamed to Step-1.10-MVMNT-QBO-Sync-Verification on 2026-04-29. Content reflects the actual MVMNT-based process. EZ-Loader migration was cancelled 2026-04-28.

Phase: Phase 1 — New Shipper Onboarding Owner: Accounting Trigger: Shipper profile and all configurations (Steps 1.4–1.7) complete in MVMNT. NOA acceptance received (Step 1.8 complete).

🎯 Ideal State

MVMNT maintains a real-time two-way sync with QuickBooks-Online:

DirectionObjectsFrequency
MVMNT → QBOCustomer invoices (AR), carrier bills (AP)Real-time / near-real-time
QBO → MVMNTCustomer receipts, carrier paymentsReal-time / near-real-time

For a new Shipper, the sync creates a Customer record in QuickBooks-Online with the name, billing address, contact info, and payment terms from MVMNT. This happens automatically once the Shipper is saved in MVMNT. The Shipment ID custom field on the QBO invoice provides traceability back to the originating MVMNT load.

Accounting spot-check verification (30 seconds, within 1 business day of profile creation):

  1. Open the QBO Customers list and locate the new Shipper.
  2. Confirm the name matches exactly what was entered in MVMNT. Mismatches cause reconciliation drift.
  3. Confirm billing address and contact info populated correctly.
  4. Confirm payment terms populated correctly.
  5. In MVMNT, open the Shipper profile and confirm a Sync ID is present in the QB Sync field — confirms the link is active.

Edge case handling if Shipper has not appeared in QBO within one sync cycle:

  • Is the QB Sync ID field populated in MVMNT? If blank, the Shipper was not picked up by the sync — re-save the profile or contact MVMNT support.
  • Is the MVMNT → QBO integration showing “Connected” in MVMNT settings?
  • Is there a duplicate Shipper name in QBO blocking the sync? (QBO does not allow duplicate Customer names.)

🤖 SYSTEM AUTOMATION

The sync itself is fully automated. The verification is a human spot-check — single glance, 30 seconds. Alert/retry logic for sync failures is manual for now and is a candidate for a n8n workflow under the Hermes + n8n architecture.

🛑 HARD GATE

Shipper cannot reach greenlight (Step 1.11) unless the QuickBooks-Online Customer record is verified present and accurate. Skipping this verification creates errors that don’t surface until the first invoice fails to sync weeks later.

📍 Current State

  • The MVMNT → QuickBooks-Online two-way sync is active (team to confirm exact depth and any manual double-checks happening alongside it).
  • No formal documented spot-check verification routine in use today — Accounting catches issues opportunistically rather than as a step-1.10 gate.
  • Charge code mapping and Shipment ID custom field are in use (team to confirm coverage).

Who does this today: Accounting.

🚧 Gap

  1. No documented verification SOP for Accounting to follow on every new Shipper.
  2. No documented edge-case handling for sync failures on specific Shippers (duplicate names, missing Sync IDs, integration disconnects).
  3. No alerting mechanism — a failed sync for one Shipper would surface only when Accounting noticed the missing record.
  4. No regular spot-check cadence to catch silent sync failures.

🛠️ Gap Closure Actions

  • Action 1 — Run a controlled end-to-end test: create a test Shipper in MVMNT, verify the QBO Customer record appears correctly within one sync cycle (Owner: Casey + Accounting | Effort: Low)
  • Action 2 — Document the sync verification SOP for Accounting (the 5-step spot-check above) (Owner: Casey + Accounting | Effort: Low)
  • Action 3 — Document edge-case handling for sync failures (duplicate names, missing Sync IDs, integration disconnects) (Owner: Casey + Accounting | Effort: Low)
  • Action 4 — Evaluate whether MVMNT offers native alerting for sync failures — if not, build an n8n watcher that pings on missing Sync IDs and routes the alert to Teams (Owner: Casey | Effort: Medium)
  • Action 5 — Establish a weekly spot-check cadence to catch silent failures until automated alerting is in place (Owner: Accounting | Effort: Low)

Previous: Step-1.9-Outreach-Follow-Up-Cadence | Next: Step-1.11-Greenlight-Declaration

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