Use this catalogue to troubleshoot errors, or understand what they mean in greater detail for the QBO 2.0 Sync Tool:
Fix the link
A blank link and a link QuickBooks has deleted or turned off look the same. Pick the right record on the error.
What failed | What it means | What to do |
Customer is not linked to a QuickBooks customer | This customer has no QuickBooks customer. That blocks an invoice billed to the customer from syncing, and it blocks a job until the customer exists in QuickBooks. | Pick the QuickBooks customer, or create one. Save. A job that was waiting on this customer can continue after that. |
Job is not linked to a QuickBooks sub-customer | This job is not set to bill a QuickBooks customer or a sub-customer. | Open the error. If it says the customer has no QuickBooks customer yet, pick or create that customer first. Once the customer is linked, choose where this job bills: a sub-customer of its own, or the customer directly. That choice is saved on the job. |
Cost code is not linked to a QuickBooks service item | A line’s cost code has no QuickBooks service item. | Pick the service item. |
Cost code is not linked to a QuickBooks class | A cost code has a class saved on it, and QuickBooks does not have that class. A cost code with no class is fine. | Pick a class QuickBooks still has. |
Tax group is not linked to a QuickBooks tax code | This tax group has no QuickBooks tax code. | Pick the tax code. |
Payment method is not linked to a QuickBooks payment method | This payment method has no QuickBooks payment method. | Pick the payment method. |
Has an invalid QuickBooks ID | The saved link came from QuickBooks Desktop or another system. The title names which one: customer, job, cost code, class, tax, or payment method. The same title can appear on the invoice or payment itself. | Pick the QuickBooks Online record. |
Fix the invoice or credit memo, then retry
What failed | What it means | What to do |
Missing information | Something QuickBooks needs is blank. The sentence under the title names it. Usual ones are the invoice date, the lines, or a cost code on a line. | Add it in LMN, save, and retry. |
Invoice totals zero | The lines cancel out. QuickBooks will not take it as an invoice or a credit memo. | Change the lines so the total is not zero, then retry. |
Invoice lines use more than one class | QuickBooks is set to one class per invoice, and these lines use more than one. | Use one class, split the invoice, or turn on classes per line in QuickBooks. Then retry. |
Duplicate value | The invoice number is already on another QuickBooks invoice or credit memo. | Change the number in LMN, then retry. If the QuickBooks invoice is the one you want to keep, cancel this sync. |
QuickBooks rejected this invoice | QuickBooks refused a value. The usual ones are the invoice number, invoice date, due date, a line description, or a line amount. A line amount in LMN is quantity times rate. An invoice with no lines fails here too. | Change the field the message names, save, and retry. |
Missing information, and the sentence names the tax group | A company outside the US has no tax group on the invoice. A US company can sync without one. | Add a tax group, then retry. |
Accounting period closed | The invoice date is in a period QuickBooks has closed. | Reopen the period in QuickBooks, or change the date in LMN to an open period. Then retry |
Fix the customer or job, then retry
What failed | What it means | What to do |
Missing information, and the sentence names the name | QuickBooks needs a customer or job name, and it is blank. | Add the name in LMN, then retry. |
Duplicate value | That customer name, or that job name under this customer, is already in QuickBooks. | Rename it in LMN, or rename the QuickBooks record, then retry. |
Customer has a field QuickBooks won't accept | The name, address, company, contact, phone, or email is longer than QuickBooks allows. | Shorten that field, save, and retry. |
Location has a field QuickBooks won't accept | The job’s own name or site address is too long. If the message is about the billing address, company, contact, phone, or email, those live on the customer, not the job. | Shorten that field, save, and retry. |
Fix the payment, then retry
What failed | What it means | What to do |
Missing information | The payment has no date. | Add the date, save, and retry. |
Items don't match the total | The amounts applied to invoices do not equal the payment total. | Correct the amounts, then retry. |
Invalid payment data, and the payment has nothing on it | There are no amounts on this payment. | Apply it to an invoice, or take it out of the queue. |
The invoice has not been synced | This payment is on an invoice that was never sent to QuickBooks, or that sync was cancelled. | Sync the invoice, then retry the payment. |
Not found in QuickBooks | The invoice synced, then it was deleted or voided in QuickBooks. | Restore it in QuickBooks, or cancel this payment. |
Already in QuickBooks
Compare the two records. If QuickBooks is the one you want to keep, choose Cancel. To send this LMN version as a new record, choose Clear accounting ID. That creates a second record in QuickBooks.
What failed | What it means |
Already in QuickBooks | A previous sync created this invoice or payment, and QuickBooks still has it. |
Untracked QuickBooks invoice | The link on this invoice points at a QuickBooks invoice this sync did not create. It was entered in QuickBooks, or sent by the older sync. |
Untracked QuickBooks credit memo | Same as above, for a credit memo. You’d see this in LMN as an invoice with a negative balance. |
Nothing left to send
Choose Acknowledge. That removes it. Retry will fail the same way.
What failed | What it means |
Deleted in LMN | The invoice, payment, customer, or job was deleted before it could be sent. |
Payment failed | The card was declined, the ACH bounced, or it was returned NSF. |
Account-Level Issues
What failed | What it means | What to do |
Your QuickBooks connection is down, so nothing can sync right now. | This is the banner at the top, not a row. QuickBooks is disconnected, or it refused the sign-in. | Choose Reconnect. |
Account setting needs attention | Setup was never finished, or payments have no deposit account or no accounts receivable account. The saved account may also have been removed in QuickBooks. | Finish QuickBooks setup. For a payment, set both accounts under Account Defaults, then retry. |
Other
You do not need to change the invoice or payment. If the row is still there after a while, choose Retry. Contact Support if it continues.
What failed | What it means |
QuickBooks is rate-limiting | QuickBooks is limiting how fast this company can sync. |
QuickBooks company busy | Someone else is changing this QuickBooks company. |
QuickBooks connection no longer valid | The sign-in was rejected in the middle of the sync. Reconnect from Accounting settings, then retry. |
Retry limit reached | LMN tried several times and stopped. Retry once. |
Sync error | QuickBooks refused the record and did not say why, or it had a server error. |