Q: Why did my parts pricing change after doing an inventory correction?

EasyTruckShop uses Weighted Average Cost (WAC) accounting. When you use the Correct button, you're setting both the quantity and the cost per unit. If you enter the wrong cost during correction, it permanently affects your WAC calculation and profit margins. Always enter the actual cost you paid for those parts, not the selling price.

Q: How do I handle annual physical inventory counts?

Currently, export your inventory to Excel, perform your count, and then upload corrections through the Correct Stock tool. A dedicated physical inventory count system is in development.

Q: My inventory isn't updating after creating an invoice. What's wrong?

This is typically related to specific settings or permissions. Contact support with your invoice number so we can investigate.

Q: What do the work order statuses mean, and when do I finalize vs. close?

Here's what each status means:

Open — The work order has been created but work hasn't started. Parts and services can be freely added or edited.

In Progress — Work is underway. Parts and labor can still be added or modified.

Complete — All work on this individual service is done. The service is ready to be included in a finalized invoice.

Finalized — The invoice is locked for billing. Parts, labor, and pricing can no longer be edited. The invoice is ready to send to the customer and payment can be collected.

Once all services are marked Complete, review all parts, labor, and charges, then click Finalize. Use the Complete All button at the bottom of the Service Order to mark everything complete at once.

Q: Can I edit a finalized invoice?

No. Finalization locks the invoice. If you need to make a change, contact support — in some cases an invoice can be unfinalized, but this should be a last resort.

Q: Why are my tax-exempt customers being charged tax after I apply a discount?

This is a known issue we're working to fix. After applying a discount to a tax-exempt customer, the system may re-enable taxes. Workaround: always verify and manually adjust the tax field after applying discounts to tax-exempt customers.

Q: I get "something went wrong" when trying to edit an invoice. How do I fix this?

This is usually tax-related. Try these steps:

Q: Can I add due dates to invoices?

Yes. You can set a specific due date per customer or configure a default due date in your Settings tab.

Q: How do I track billable vs. non-billable hours in timesheets?

Currently you can view clocked hours vs. worked hours in separate tabs and export to Excel for analysis.

Q: Can I automatically add service fees (like a fuel surcharge) to service types?

Yes — this has been released. You can now configure auto-add fees within your service type settings.

Q: How do I set up recurring fees for road calls or towing?

Create a standard fee item in your parts list and add it manually to each service order as needed.

Q: When using flat rate pricing, fixed-price parts keep their original prices. How do I override this?

Enable the Ignore Fixed Price toggle in your settings. This has been released.

Q: Can the system auto-calculate unit pricing if I enter a total price?

Not yet. You'll need to calculate the unit price manually before entering it. This is in progress.

Q: I can't scan barcodes on my Android device. What should I do?

Barcode scanning issues on Android are usually browser-related:

Q: How do I delete an attachment from a service order?

Select the attachment you want to remove and click Delete.

Q: Can I apply negative balances for overpayments or returns?

Yes. If a customer overpays, the extra amount is held as a negative balance (credit) on their account and can be applied to future invoices automatically. For returns or credits that exceed the original charge, the system reflects this as a negative balance. Credits remain on the account until fully used and are visible in customer account summaries and financial reports.

Q: How do I send a receipt to a customer?

After processing a payment, click the Share button on the payment. You can deliver the receipt by:

Q: Can I resend a receipt?

Yes. Navigate back to the paid invoice and click the Share button again. You can send to the same address, a different one, download another copy, or print again.

Q: What information is included in the receipt?

The receipt includes the payment amount and date, invoice number, services performed, parts used, payment method, and your shop's information.

Q: Why isn't my customer receiving their invoice email?

A few common reasons:

The email address on file may be incorrect, inactive, or no longer exist. Go to the customer's profile, verify the address, correct it if needed, and resend.

The invoice may be routing to a company-level email address. If a company has a designated billing email set at the company profile level, all invoices for that company will go to that address regardless of the contact on the work order. Check and update the email at the company profile level if needed.

The email may have landed in spam. Ask the customer to check their junk folder. Emails come from notification@easytruckshop.com — they can add this to their safe senders list to prevent it happening again.

Q: ETS stopped sending emails to a customer altogether — why?

When an email from ETS bounces, Google notifies us that the address does not exist or is no longer valid. To protect deliverability, ETS automatically suppresses future emails to that address.

If you're confident the address is valid — meaning you can successfully email that person from your own account — contact ETS support and we can re-enable sending to that address.

Q: How do I update the email address invoices are sent to?

Go to the customer's profile, click Edit, update the email address, and save. If invoices are routing to a company-level address, update the email at the company profile level, not just the individual contact.

Q: I updated the email address — how do I confirm it's working?

Resend the invoice using the Email button on the finalized invoice. If the customer confirms receipt, you're all set. If it still doesn't arrive, have them check spam and verify there are no typos. If ETS previously suppressed that address due to a bounce, contact support to re-enable it.

⚠️ QuickBooks Online only. EasyTruckShop integrates with QuickBooks Online only. QuickBooks Desktop is not currently supported.

Q: How do I connect QuickBooks to EasyTruckShop?

Q: Does EasyTruckShop work with QuickBooks Desktop?

Not at this time. EasyTruckShop integrates with QuickBooks Online only. QuickBooks Desktop is not currently supported. If you are using QuickBooks Desktop, you would need to migrate to QuickBooks Online to use the integration.

Q: What is account mapping and why does it matter?

Account mapping tells ETS which QuickBooks accounts to post each type of charge to — labor revenue, parts revenue, COGS, fees, etc. If you skip this step, ETS will use default account names that may not match your existing QuickBooks chart of accounts, causing your reports to be incorrect or entries to post to the wrong place. Always complete account mapping before creating your first invoice.

Q: Where do I find the account mapping screen?

Go to Settings → Integrations → QuickBooks → Account Mapping.

Q: My QuickBooks connection keeps dropping — why?

QuickBooks authorization tokens expire periodically. This is normal and not an ETS issue. When it happens, go to Settings → Integrations and reconnect. You will see a "Token expired" or "Not connected" status when this occurs.

Q: What data syncs from ETS to QuickBooks?

Q: What does NOT sync to QuickBooks?

Q: Does QuickBooks sync in real time?

Syncing occurs when an invoice is finalized or a payment is recorded in ETS. It is not a scheduled batch sync — it triggers on action.

Q: Will ETS create new customers in QuickBooks automatically?

Yes. If a customer exists in ETS but not in QuickBooks, ETS will create them automatically on the first sync. However, if the name format doesn't match an existing QuickBooks customer, a duplicate may be created. Check QuickBooks after the first sync and merge any duplicates if needed.

Q: My ETS and QuickBooks numbers don't match — how do I fix this?

Work through these checks in order:

Q: I'm seeing an "Account not found" error — what does that mean?

An ETS account type is not mapped to a QuickBooks account. Go to Settings → Integrations → QuickBooks → Account Mapping and complete the setup.

Q: I'm getting a "Customer not found in QuickBooks" error.

ETS will create the customer automatically on the first sync. If the name format doesn't match an existing QuickBooks customer, a duplicate may be created. Check QuickBooks for duplicates and merge them if needed.

Q: Can I edit a synced invoice directly in QuickBooks?

No. Do not manually edit synced invoices in QuickBooks. Changes made directly in QuickBooks may be overwritten on the next sync or create reconciliation issues. All edits should be made in ETS before finalizing.

Q: I've tried everything and the sync still isn't working.

Contact support with the following and we'll diagnose it quickly:

Q: What's the best way to get support?

Q: How do I stay updated on new features and fixes?

We publish release notes to the News section in the chat weekly, and send a monthly update summary. You can also open the chat and ask anytime.

Last updated: March 2026