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QuickBooks Troubleshooting

Here are a few common solutions/suggestions to issues that may arise when exporting time cards with our QuickBooks Integration

CustomerCareTeam avatar
Written by CustomerCareTeam
Updated over a week ago

Is this you trying to import timecards into QuickBooks, but you keep running into error messages? Chipper up; we can help!

person at desk trying to use QuickBooks

The list below may not include everything that can happen, but we have seen a few common things. But before we get to that, we must say in bold type and loud enough for those in the back to hear - once you click the export button and the QBI is doing its magic, take your fingers off the mouse and just walk away for a minute. Trust us on this one. 😊

Common QuickBooks Error Messages When Trying to Export Time Cards

  • "Discrepancies found. The data in Chronotek must match the data in QuickBooks Online." This is the most common error and the easiest to fix. Open the provided spreadsheet to see the employees or jobs that need to be added in QB or edited in QB or Chronotek. Then delete the Snapshot, create a new one, and give it another whirl. See below for Sr/Jr validation issues.
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  • "Application can't be started. Contact application vendor." The most common reason for this message is that your virus program stops the QBI, like the Star Wars Missile Defense system. Go into your virus program settings and set the Chronotek QuickBooks Interface as an allowed app. You may also see a pop-up at the top of your screen that you can click through to allow the app. The pop-up could be from your browser.
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  • "Auth error trying to validate: You are not authorized to access QuickBooks Online." Speaking of pop-up blockers, a customer recently got this error when trying to export with QBO. (For internal reference, our error code is 4777). The issue was a browser pop-up blocker at the top of the screen. Click on the pop-up icon to get site-specific options.

  • "Error getting payroll snapshot." Return to your Payroll Snapshot and review your employees' hours on the Summary tab or the Edit Time Card screen. We recently had a customer who edited a time card and gave an employee over 700 hours, including hours beyond the pay period. He got this error message. As a good practice, always review your employees' hours before exporting to QB.
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  • "Employee data could not be validated because we do not have access to Personal Data in QuickBooks." When first installing QBI, you will see screens from QB asking for permissions you are giving our QBI. One is a checkbox about allowing us access to personal data such as Social Security Numbers, customer credit card information, and other personal data. Relax, QB considers employee time cards as personal info, and that's all we are accessing. If you didn't check this box upon installation, here are the steps to do so now.

  1. In QB, go to Edit, Preferences, Integrated Applications

  2. Click on Company Preferences

  3. Our interface will be in the box below. Make sure the "Allow Access" box is checked.

  4. Click on Properties, then on the Access Rights screen, check the box allowing this application to access personal data. Done.

  • "Export Validation Failed" This happens immediately upon clicking the validate button. It means you have either a new employee or a new job (usually a job) with a missing value in an external code field on the Advanced tab. You'll see an Excel file drop to the bottom left of your screen. Open it. It shows the employee or job that is missing the external code info. Fix that, delete the current Snapshot, and run a new one.
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  • "Timecard import error occurred: This feature is not enabled or not available in this version of QuickBooks." Go into QB, Edit > Preferences > scroll to the bottom of the list to Time & Expenses > Do you track time? It must be set to Yes > Save.
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  • "Access denied to Company File. Access denied. This application does not have permission to access this QuickBooks company data file. The QuickBooks administrator may grant permission through the Integrated Application preferences." In QB, go to edit, preferences, Integrated Applications, company preferences, and ensure that "Allow Access" is checked in the box next to Chronotek QB Interface.
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  • There is a discrepancy on a job, but everything looks perfect. Check your customer in QB and look at the email field. If it has more than 99 characters, this error happens. This occurs when your customer has multiple email contacts, which takes the character limit over 99. You can use the cc field for other email addresses.
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  • Check your downloads folder for QBInterface application files. If there are several, delete them, go into your settings and programs, and uninstall the Chronotek QB Interface. Then, reinstall it. Here's a link to remind you how to do that.
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  • Sr and Jr last names are tricky. Here are a couple of ways we've seen Sr and Jr work successfully -

    1. John Black Sr - a space between last name and Sr, but make sure there are no spaces after Sr

    2. John Black, Sr - a comma and space after the last name and before Sr.
      ​
      Add the name to either QB or Chronotek and then copy/paste to the other, and be careful not to grab extra spaces - yes, extra spaces in places create problems.
      ​

  • The QBI Application stays minimized in the taskbar in Windows. You see the QBI window in the taskbar, which has your validation discrepancies, but you can't click to maximize it and read the issues. Try this -

    1. Click on the QBI window in the taskbar,

    2. Then, hit ALT-Space-M to activate Move.

    3. Then, use the arrow keys and try to get the window back by using the left or right arrow repeatedly.

    4. Once you see the QBI window, you can drag it to the center of your screen.

This list will grow over time, so keep checking back to it. If you have other questions, check out our Help Center. 😎

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