Cause: Plan doesn't include it, or your user lacks permission — either makes the item disappear.

Fix: Check the plan (Pro/Elite/Max — Resources → Subscription). Check the permission (Resources → Settings → Users & Permissions → Sync with QuickBooks). Sign out and back in after a permission change.

On a lower tier? Export Data (every plan) sends contacts, invoices, estimates and expenses to QuickBooks as CSV.

Cause: A connection problem, not data. Intuit tokens expire, and under Intuit's 2026 refresh-token policy every connection now has a maximum lifetime. Three things also kill it instantly: someone disconnected the app inside QuickBooks, the user who set it up was deactivated, or the QuickBooks Online subscription lapsed.

Fix:

Reconnecting won't duplicate anything — QuoteIQ matches existing records by name and sync locks prevent double-writes.

Cause: The name in QuoteIQ doesn't match QuickBooks closely enough. "Smith Property Mgmt" and "Smith Property Management" are different strings — usually an abbreviation, a missing "LLC", a nickname, or trailing whitespace.

Fix: Merge the duplicates inside QuickBooks (rename one to match; it offers to merge), then align the QuoteIQ name to match character for character.

Cause: That record breaks a QuickBooks rule — usually a colon in the name (banned), a duplicate colliding with a customer/vendor/employee, or a field over the length limit.

Fix: Remove any colon (use a dash or parentheses). Move notes out of the name and phone fields. Confirm the name isn't already a vendor or employee, then re-sync.

Cause: Nine times out of ten it's a dependency — the contact isn't in QuickBooks yet, or a line item points at a service that isn't. QuoteIQ auto-syncs a missing contact and retries, but if that contact is itself failing, everything behind it stalls. Three QuickBooks rules also reject invoices: a closed accounting period, a $0/negative total, or a duplicate invoice number. Sales tax syncs on its own once your tax is mapped to a QuickBooks account at setup.

Fix: Confirm the contact is in QuickBooks, then every service on the document, then retry. Check the date isn't in a closed period, the total is above $0, and the invoice number is unique.

Cause: Item names must be unique, so two "Service Call" entries collide.

Fix: Name each service specifically ("HVAC Service Call"). Check for a same-named item in QuickBooks, including inactive ones.

Cause: The QuickBooks Sync screen syncs four objects — Contacts, Services, Estimates and Invoices — each with its own status and log. "Never Synced" means it hasn't run yet; if one object fails while others succeed, the records that depend on it stall behind it.

Fix:

Cause: Rounding between two tax engines. Not data loss — the invoice posted.

Fix: Match tax rates exactly (same rate, same name). Apply discounts as a line item rather than a whole-invoice percentage.

Cause: Intuit's API rate limits. QuickBooks caps how fast any app writes to one company file, shared across every connected app.

Fix: Sync in stages — Contacts first, then Services, then Estimates and Invoices. Run large historical syncs off-hours. If a batch stalls, wait a minute and press Start Sync Now again (retries are safe).

Expected behavior. The sync runs one way: QuoteIQ → QuickBooks Online. Make the change in QuoteIQ. Keep pure accounting work — chart of accounts, bank feeds, reconciliation, payroll — in QuickBooks.

Pro ($149.99/mo), Elite ($299/mo) and Max ($699/mo). Not Essentials or Beginner. No extra charge from QuoteIQ, but you need a separate QuickBooks Online subscription from Intuit.

No. It only supports a one-way sync from QuoteIQ to QuickBooks Online. Any change you make in QuoteIQ is reflected in QuickBooks, but changes made in QuickBooks are not reflected back in QuoteIQ. Make your edits in QuoteIQ.

No. QuoteIQ matches existing QuickBooks records by name before creating anything, and atomic sync locks prevent double-writes. Reconnect without fear.

The failing record breaks a QuickBooks rule — a colon in the name (banned), a duplicate name across customers/vendors/employees, or a field over the length limit.

Not the automatic sync, but every plan includes Export Data — contacts, invoices, estimates and expenses as CSV for manual import. For the automatic sync, upgrade to Pro.